Create a recurring AP supplier invoice from an existing AP supplier invoice

Quickly create a recurring AP supplier invoice from an existing AP supplier invoice using the Create recurring transaction option.

Automatically copy AP supplier invoice details into a recurring AP supplier invoice template

1. Go to Accounts Payable > All > AP supplier invoices.

2. Find the AP supplier invoice you want to use as the basis of your recurring AP supplier invoice.
3. Select Edit.
4. Select More actions > Create recurring transaction.

   The Recurring AP supplier invoice page appears, populated with data from the AP supplier invoice you were viewing.

5. If Accounts Payable is configured to require AP supplier invoice numbers, enter a AP supplier invoice sequence number.

   Each recurrence of the AP supplier invoice automatically receives an incremented number from the defined sequence type. This number prints on the remittance stub, not on the cheque itself.

   Create a document sequence number for your recurring AP supplier invoice

   1. From the AP supplier invoice sequence number dropdown, select Add.

   2. Enter a Sequence ID.

      Decide how to identify the sequence. To make all sequence IDs for recurring AP supplier invoices easy to find, you might enter an ID that starts with Recur (or an abbreviation that makes sense to you) followed by the supplier name. For example, RecurAAAFinance for a recurring AP supplier invoice from AAA Finance.

   3. Enter a Sequence name if you want it to appear differently from the Sequence ID.
   4. Keep Sequence type set to Numeric.

   5. Enter a Numeric sequence length, considering the maximum number of AP supplier invoices you want to record.

      For example, a sequence length of 3 will 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 AP supplier invoice 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 AP supplier invoice 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 AP supplier invoice numbers will look by referring to the Next primary sequence at the bottom of the popup window.

   8. Select Save.
6. Edit the remaining details in the AP supplier invoice tab, as needed.

Next step: Define the schedule.

Define the recurring schedule

1. On the Recurring AP supplier invoice page, select the Schedule tab.
2. For Start date, enter the date when you want Sage Intacct to generate the first recurring AP supplier invoice.
   Next execution date is filled in automatically
3. For Repeats, select the time interval when the AP supplier invoice recurs, then enter the number of intervals into Every.
   For weeks, months, and years, the AP supplier invoice 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 AP supplier invoice generates each month on the 15th.
   Scheduling examples

   Examples of intervals for recurring AP supplier invoice 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

    
4. For Ends, select the appropriate termination value for this AP supplier invoice.

   Recurring AP supplier invoice termination schedule

   Ends	Description
   Never	Runs the recurring AP supplier invoice schedule until you deactivate or delete the recurring AP supplier invoice template. This is common for AP supplier invoices like ongoing services that have a set price.
   After ____ occurrences	Runs the recurring AP supplier invoice 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’re making 18 monthly payments to a supplier, Repeats are Month, Every is 1, and After ___ occurrences is 18.
   On ____	Ends the recurring AP supplier invoice on a set date. Example: Say that you know that your contracted obligation with the supplier ends on a set date. After the contract ends, it will be renegotiated and the billing terms might change. Create the recurring AP supplier invoice template for the current amounts and terms and enter the date when the last AP supplier invoice for the current contract will be generated. When the contract is renegotiated, create a new template to set up recurring AP supplier invoices.

5. Enter an Email address of the contact who should be notified if a recurring schedule failed.

   This can be someone other than the person who created the schedule.

6. Select Save.

The recurring AP supplier invoice is added to the list of AP supplier invoices to generate automatically on the schedule you specified.