Enhanced interface

Create a recurring bill

Automate your billing process with recurring bills. For example, if you pay the same bill regularly, such as a monthly rent bill—you can save time by having Sage Intacct create the bill automatically for you.

Intacct respects non-standard recurring transaction schedules and automatically enters and posts bills on the schedule you define. The transaction and GL posting date for an automatically generated bill are the same, but you can change either.

Recurring bills don't support custom fields, or custom fields defined in a bill. If you need to use a custom field in a recurring bill, configure the custom field as not required. For details about creating custom fields, see Define custom fields for business-specific data.

Looking to simplify bill entry? Let AP Automation handle it for you by creating bills from vendor documents via email or uploads. Discover more about how bill automation can streamline your process.

Subscription	Accounts Payable
User type	Business
Permissions	Recurring bills: List, View, Add

Enter header information

Go to Accounts Payable > All > Bills and select Add (circle) next to Recurring bills.

Or, update an existing bill and make it recur:
1. Go to Accounts Payable > All > Bills.
2. Find the bill you want to make recurring.
3. Select More actions > Edit at the end of the row.
4. From the More actions dropdown list, select Create recurring transaction.
1. Go to Accounts Payable > All > Bills.
2. Select Edit next to the bill.
3. From the More actions dropdown list, select Create recurring transaction.
Is your organization set up with multiple base currencies? If so, you need to create recurring bills at the entity level.
Select a Vendor.
The Pay to and Return to fields default from the vendor record.
Did you enter a different pay-to contact on the bill than what’s associated with the vendor record? Learn how to print that pay-to contact on the check.
If Accounts Payable is configured to require bill numbers, enter a Bill sequence number.
Each recurrence of the bill automatically receives an incremented number from the defined sequence type. This number prints on the remittance stub, not on the check itself.
Create a document sequence number for your recurring bill
1. From the Bill Sequence number dropdown, select Add.
2. Enter a Sequence ID.
  You decide on how you want to identify the sequence. If you want to make all sequence IDs for recurring bills easy to find, you might enter an ID that starts with Recur (or an abbreviation that makes sense to you) followed by the vendor name. For example, RecurAAAFinance for a recurring bill from AAA Finance.
3. Enter a Sequence name, if you want it to appear different from the Sequence ID.
4. Keep Sequence type set to Numeric.
5. Enter a Numeric Sequence length, taking into consideration the maximum number of bills you want to record.
  For example, a sequence length of 3 would potentially allow a maximum of 999 sequences.
6. Enter a Primary sequence that serves as the starting number in the sequence.
  For example, if you have a Numeric sequence length of 3 and you enter 1 as the Primary sequence, the first bill uses a sequence of 001, and the second 002, and so on.
7. Enter a Fixed prefix, Fixed suffix, and Separators based on how you want the sequence to look.
  For example, to create a sequence where the recurring bill numbers between with AAA-, enter AAA as the Fixed prefix and - as the Separator before the Primary sequence.
  As you make changes, you can preview how bill numbers will look by referring to the Next primary sequence at the bottom of the popup window.
8. Select Save.
Enter a Reference number.
This is a number such as a purchase order or account number that might be useful in searches or reports on this bill. This number shows on the GL Details report and prints on the check and vendor stubs.
Enter a Description.
If the bill is a result of an ongoing contract, enter a Contract ID and a Contract description.
Select a Term.
If a default term was added to the vendor record, this field is automatically filled in.
Enter an Attachment.
Need help?
To store a digital version of a supporting document, in the dropdown next to Attachment, select an attachment. Or, select Add and upload your attachment. Learn more about who can add attachments.
You can drag and drop your files to add an attachment. To attach a document to multiple journal entries, see Bulk processing.
For multi-currency companies, enter currency and exchange rate information in the Currency section.
1. Select the Transaction currency to use.
  If this is not your company's base currency, continue with the next steps.
2. Select an Exchange rate type such as Intacct daily rate or WSJ Published Rate.
  If you know the exchange rate for this transaction, or are contracted with the vendor on a set exchange rate, enter it in the Exchange rate field.
3. Enter or select a date in Exchange rate date.
  The default is the current date, but you can override this. For example, you might want to change it to the date the transaction was issued, or the date you intend to pay the transaction.
  If you override the Date field, the Exchange rate date updates automatically.

Enter line items

In the Entries section, you can add values directly to each line item, or select Show defaults to define default values to autofill each line item. To set up a value as a default for each existing and new line item, select the dropdown beside the appropriate field and choose a value. You can override any default value on any line item. Learn more about setting default line items.

Select an Account to receive the expense.
If your company is set up to use account labels, enter an Account Label instead. If a default account or account label is set up in the vendor record, this is automatically filled in.
If the vendor is set up for 1099 tracking and enabled for 1099 flag override, you can tag individual line items for 1099 treatment.
Enter the line item Amount, even if the amount is zero.
For multi-currency companies, enter the Transaction amount, which is the amount in the transaction currency. This calculates the Base Amount of the line item in your company's base currency according to the exchange rate defined in the header.
Are you entering a negative line item as an inline credit?
(Companies enabled for allocations) Select a transaction Allocation template for the line item to distribute the bill amount across specified dimensions.
This selection overrides the allocation template in the Entries defaults section. Any default dimensions that you selected for those line items do not flow through to the transaction allocations table. Select Customize Allocation above the table to set values. You can select Show defaults and enter a default for all the line items in your allocation table. Learn more about how to Allocate bills, invoices, or journal entries.
Use transaction allocations
1. Create a transaction allocation if one does not already exist. This new transaction allocation appears in your list of allocations, and you can select it the next time you allocate a bill, an invoice, or a journal entry. Intacct automatically applies the distribution that you specified when you created this transaction allocation.
  For more information, see Edit or view transaction allocation definitions.
2. Select the line item and select the transaction allocation to use.
  After you select a transaction allocation, Intacct removes any dimension values selected for the line item; instead it populates the dimension values from the transaction allocation directly.
3. To change the dimensions for the line item, select the Show details tab, and select Customize Allocation.
Even when a transaction allocation with a predetermined distribution of amounts is assigned to a line item, you can still override these amounts. You can also override aspects of the allocation at the line item level of the relevant transaction page (bills, invoices, or journal entries).
For more information about overriding allocations, see Apply a transaction allocation to a bill, invoice, or journal entry.
Override a transaction allocation
You can apply a transaction allocation either to individual lines of a transaction or to the entire transaction. If you apply it to the entire transaction, all the line item entries inherit the distribution of the allocation. However, you can override that allocation on a line-by-line basis.
When you change the allocated dimensions/values, the allocation will be re-set as “Custom,” as it now contains a specific allocation distribution unique to that line item. The unique allocated values are stored with your line item for audit trail purposes.
To override a transaction allocation:
Select the line item you want to override and select the Show details tab. The Allocation Splits detail area appears.
For example, say you have a default transaction allocation that distributes the cost over departments in the San Francisco location, in equal amounts. You can override the department distribution as needed, say to allocate $1,000 to Operations, $100 to Support, and $440 to Services.
If you change the amounts so that the total is different from what you entered in the transaction page, Intacct updates the total when you save and return to the transaction page.
Type a Memo to appear on the check stub.
This memo does not appear on the check face. Learn more about printing extra information on checks and check stubs.
Select the Department or Location for the line item.
If you use additional dimensions, such as customer, employee, or item, and are assigning the expense to them, select the corresponding dimension dropdown list and select the value.
Including a warehouse dimension on a transaction won’t affect Inventory values. It's only used for tracking and reporting purposes.

Define the recurring schedule

On the Recurring bill page, select the Schedule tab.
For Start date, enter the date when you want Sage Intacct to generate the first recurring bill.
Next execution date is filled in automatically

For Repeats, select the time interval when the bill recurs, then enter the number of intervals into Every.

For weeks, months, and years, the bill recurs at the next interval on the same day as the start date. For example, if you set a start date on the 15th of the month and recur monthly, the bill generates each month on the 15th.

Scheduling examples

Examples of intervals for recurring bill schedules
Repeats	Every	Schedule
Days	1	Every day
Days	15	Every 15 days
Months	1	Monthly
Months	2	Every other month
End of month	1	End of every month
End of month	6	Twice annually, end of month
Months	3	Quarterly
Years	1	Annually

For Ends, select the appropriate termination value for this bill.

Recurring bill termination schedule
Ends	Description
Never	Runs the recurring bill schedule until you deactivate or delete the recurring bill template. This is common for bills like ongoing services that have a set price.
After ____ occurrences	Runs the recurring bill for a set number of intervals. This setting is often used for debts that are being paid over time. Setting the number of occurrences eliminates the possibility of making payments after the debt is paid off. Example: If you are making 18 monthly payments to a vendor, Repeats are Month, Every is 1, and After ___ occurrences is 18.
On ____	Ends the recurring bill on a set date. Example: Say you know that your contracted obligation with the vendor ends on a set date. After the contract ends, it will be renegotiated and the billing terms might change. Create the recurring bill template for the current amounts and terms and enter the date when the last bill for the current contract will be generated. When the contract is renegotiated, create a new template to set up recurring bills.

Select Save.

The recurring bill is added to the list of bills to generate automatically, on the schedule you specified.

Tips for scheduling recurring bills

For weeks, months, and years, the bill will recur at the next interval on the same day as the start date. For instance, if you set a bill to start on March 15th and recur monthly, the first bill will be created on March 15th. Subsequent bills recur on the 15th of each month after that.

Option for repeating	How to use
Days	Enter the number of days until the bill should be repeated. For example if the Start date is 1/1/2021 and you enter 5 days, the first bill will be created on 1/1/2021 and the next one 5 days later (on 1/6/2021). The bill will continue to be repeated every 5 days.
Weeks	Enter the number of weeks until the bill should be repeated. For example, if the Start date is 1/1/2021 and you enter 1 week, the first bill will be created on 1/1/2021 and the next one 1 week later (on 1/8/2021). The bill will continue to be repeated every week.
Months	Enter the number of months until the bill should be repeated. For example, if the Start date is 1/1/2021 and you enter 2 months, the first bill will be created on 1/1/2021 and the next one on 3/1/2021. The bill will continue to be repeated every two months.
Months with “End of Month” option	Select this option if you want the bill to be created at the end of the month, rather than on the same day as the start date. For example, if the Start date is 1/1/2021 and you want to repeat the bill every month, the first bill will be created at the end of January, the next bill at the end of February, and so on.
Years	Enter the number of years until the bill should be repeated. For example, if the Start date is 1/1/2021 and you enter 1 year, the first bill will be created on 1/1/2021, the next one on 1/1/2022, and so on, every year after.