Field descriptions: Recurring transactions

Document type

If you are creating the recurring template from scratch, use the dropdown to select the type of transaction to be created from the recurring template. When you select Apply, the system refreshes the page, changes the title to Recurring <transaction name>, and displays the fields for defining the transaction.

If you selected the wrong Document type, select Cancel to return to the Recurring Templates list and then select Add to start over.

If you created this recurring template from an existing transaction or by converting a line item, this field does not appear.

Vendor

If you are creating the recurring template from scratch, use the dropdown to select the applicable vendor. You cannot change this field after the recurring template is saved.

If you created this recurring template from an existing transaction, you cannot change this field.

Pay to

Defaults to the contact identified as the Pay-to contact on the selected vendor record. This field label is customizable in the transaction definition and can be something other than Pay-to. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.

Requested by

Defaults to the contact identified as the Pay-to contact on the selected vendor record. This field label is only applicable to Purchase Requisitions. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.

Return to

Defaults to the contact identified as the Return-to contact on the selected vendor record. This field label is customizable in the transaction definition and can be something other than Return-to. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.

Customer

If you are creating the recurring template from scratch, use the dropdown to select the applicable customer. You cannot change this field after the recurring template is saved.

If you created this recurring template from an existing transaction or by converting a line item, you cannot change this field.

Quoted to

Defaults to the contact identified as the Bill-to contact on the selected customer record. This field is only applicable to Quotes. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.

Ship to

Defaults to the contact identified as the Ship-to contact on the selected customer record. This field label is customizable in the transaction definition and can be something other than Ship-to. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.

Bill to

Defaults to the contact identified as the Bill-to contact on the selected customer record. This field label is customizable in the transaction definition and can be something other than Bill-to. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.

Payment terms

Use the AP terms selection list to select the desired term.

Reference number

Enter any reference to another transaction or any text as desired.

Vendor document number

The number by which to reference a vendor's bill or other vendor document. This field is required if Require numbers on: Bills, adjustments, and recurring bills only is selected on the Configure Accounts Payable page.

Message

Enter any text that you want to appear on a document printed from this transaction.

Shipping method

Use the Shipping method selection list to select the desired shipping method.

Attachment

Add any supporting documents that will be included in every transaction created from this template. Learn more about adding attachments.

Sales contract ID

Enter any reference to a contract or any text as desired.

Sales contract description

Enter a description of the contract or any text as desired to help you identify the transaction.

Status

Use this Status field to turn on (Active) or temporarily turn off (Inactive) the entire recurring template. Use the Status field on the Schedule tab to end a recurring template permanently.

Currency

Defaults to the transaction currency associated with the selected vendor. To change the default, use the Transaction currencies dropdown to select the currency in which the transaction should be expressed. This field is only applicable to multi-currency companies.

Exchange rate date

The date the exchange rate used by the transaction was valid. Defaults to today's date in the recurring template.

This field is only applicable to multi-currency companies.

Exchange rate type

Defaults to the exchange rate type that's defined in the transaction definition. If the transaction definition is set to allow user override of the exchange rate type, you can use the selection list to select a different exchange rate type. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company has not defined any custom exchange rate types, you can use the Intacct Daily Rate.

This field is only applicable to multi-currency companies.

Exchange rate

Defaults to the exchange rate for the selected Currency (if that currency is different from the base currency) based on the date in the Exchange rate date field. If the transaction definition is set to allow user override of the exchange rate, you can edit the Exchange rate field.

This field is only applicable to multi-currency companies.

Project

Select a project from the dropdown for the line item. This field only if Purchasing is configured to use the Project dimension.

Customer

Select a customer from the dropdown for the line item. This field appears if Order Entry is configured to use the Customer dimension.

Vendor

Select a vendor from the dropdown for the line item if needed. This field appears if Purchasing is configured to use the Vendor dimension.

Employee

Select an employee from the dropdown for the line item if needed. This field appears if Purchasing is configured to use the Employee dimension.

Class

Select a class from the dropdown for the line item if needed This field appears if Order Entry is configured to use the Class dimension.

Warehouse

Select a warehouse from the dropdown for the line item if needed. This field is applicable if your company subscribes to Inventory Control.

Department

Select a department from the dropdown for the line item if needed.

Location

Select a location from the dropdown for the line item if needed.

Billable

Select whether the line item is billable to a customer. This field appears if your company subscribes to Projects and the Display the billable option in the Configure Project page includes Purchasing transactions.

<checkbox>

Only applicable when you are copying (duplicating) a recurring template. The checkbox becomes active after you select Duplicate. The system selects all line items by default to include in the new recurring template. Clear this checkbox next to lines that you do not want to include in the new recurring template. See Copying a recurring template.

Item

Use the Item selection list to select the desired item. Add at least one item to the recurring template.

Warehouse

Might default to the warehouse associated with the selected item. Use the Warehouse selection list to select the applicable warehouse as needed. This field is applicable if your company subscribes to Inventory Control.

Conversion type

This column appears for transactions if you enabled price conversion and line item override in Purchasing. The override setting does not apply to recurring transaction templates. You cannot change the conversion type in a recurring transaction.

Quantity

The quantity of the corresponding item.

Unit

The unit of measure of the corresponding item. Learn more about units of measure.

Term

If the item is enabled for start and end dates (for example, a software license), select Add or View to view the default term period and default number of periods in the term, attach a revenue recognition template, and set start and end dates for the recognition term, if applicable.

Suggested price

Defaults to the number of base units in the selected unit of measure multiplied by the base price per unit identified for the item after all price lists have been evaluated. This field is not editable.

This field appears if the transaction definition has Track line-item discount or surcharge enabled.

Discount percent

Enter a percentage by which to discount the Suggested price. This field appears if the transaction definition has Track line-item discount or surcharge enabled.

Discount or surcharge notes

Enter the reason for the price discount. This field appears if the transaction definition has Track line-item discount or surcharge and Require notes for discounts and surcharges enabled.

Price

Defaults to the number of base units in the selected unit of measure multiplied by the base price per unit identified for the item after all price lists have been evaluated.

For multi-currency companies, the Price is expressed in the transaction currency.

If the transaction definition has Line-item price enabled (in the User overrides section), you can edit this field.

Base price

Displays the Price in your company's base currency. This field only appears in multi-entity and multi-currency companies.

Extended price

Displays the Price multiplied by the Quantity. If the transaction definition has Line-item price enabled (in the User overrides section), you can edit this field.

Extended base price

Displays the Price multiplied by the Quantity in your company's base currency. This field only appears in multi-entity and multi-currency companies.

Description

The item's extended description.

Memo

Enter any text regarding the item. This field might appear in the printed document, depending on your document template definition.

Ship to

The ship to contact associated with the transaction line item. Defaults to the Ship to contact selected on the transaction header. If Allow Editing next to Ship to contact is set to true on the transaction definition, you can change this Ship to contact.

This field only displays if Enable ship-to contact at the line level is set to true in the Configure Order Entry page.

Status

The status for the corresponding line item on the recurring template. Options are:

• Active
• Inactive: use this option to temporarily turn off a line item.
• Ended: use this option to permanently turn off a line item.

Learn more about recurring template status fields.

Billable

Indicates whether a line item is billable to a customer. This field appears if your company subscribes to Projects and the Display the billable option in the Configure Project page includes Purchasing transactions.

Available quantities

Links to the Inventory Status report for the corresponding line item. This field is only applicable if your company subscribes to Inventory Control.

Location

This field appears if the transaction definition allows the user to override location. Use the Location selection list to select the desired Location. This field is required for multi-entity companies. The Location/Entity base currency must match the transaction base currency.

Department

This field appears if the transaction definition allows the user to override department. Use the Department selection list to select the desired department.

Project

Use the Project selection list to select a project for the line item. This field appears if Purchasing is configured to use the Project dimension.

Vendor

Use the Vendor selection list to select a vendor for the line item. This field appears if Purchasing is configured to use the Vendor dimension.The vendor selected in this field must either match the vendor in the header or be identified as a child of the parent vendor identified in the header.

Customer

Use the Customer selection list to select a customer for the line item. This field appears if Purchasing is configured to use the Customer dimension.

Employee

Use the Employee selection list to select an employee for the line item This field appears if Purchasing is configured to use the Employee dimension.

Class

Use the Class selection list to select a class for this line item This field appears if Purchasing is configured to use the Class dimension.

Description

The description of the subtotal.

Percent

This field is editable if defined for a specific subtotal in the transaction definition. Allows you to enter a percentage that will be applied to the transaction total. For example, say you have a restocking fee that's 3 percent of the total transaction. Type 3 in this field.

Transaction value

This field is editable if defined for a specific subtotal in the transaction definition. Allows you to enter a value expressed in the transaction currency that will be added to or subtracted from the transaction total (depending on how the subtotal was defined in the transaction definition). For example, you have a shipping fee of $10.00. Type 10 in this field.

Base value

The Transaction value expressed in the base currency.

Transaction total

The total value of the transaction expressed in the transaction currency.

Base total

The Transaction total expressed in the base currency.

Department

This field appears if the transaction definition allows the user to override department. Defaults to the department defined in the transaction definition. Use the Department selection list to select the desired department.

Location

This field appears if the transaction definition allows the user to override location. Defaults to the location defined in the transaction definition. Use the Location selection list to select the desired location.

Start date

Use the calendar tool to select the date on which the recurring template is to start. You cannot edit this field after you save the recurring template.

Next execution date

The date the system will next try to create a transaction from the recurring template. After the recurring template is saved, you can edit this field to change the date if desired.

Status

The status of the schedule:

• Active
• Inactive: Use this option to temporarily turn off a schedule.
• Ended: Use this option to permanently end a recurring template.

Learn more about recurring template status fields.

Repeats and Every

The frequency with which the schedule is to occur:

• None: The schedule will only run one time.
• Days, Weeks, Months, or Years: Enter the number of intervals for the selected time period in the Every text box. For example, if the schedule is to repeat every other week, select Weeks and enter 2 in the Every text box. To repeat the schedule at the end of each month, select End of month and enter 1 in the Every text box.

Ends

When the recurring schedule is to stop:

• Never: The recurring schedule runs perpetually.
• After _ occurrences: Enter the number of times the schedule is to run.
• End date: Use the calendar tool to select the date on which the recurring schedule is to stop running.