Enhanced interface

Create a recurring AP supplier invoice

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

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

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

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

Subscription	Accounts Payable
User type	Business
Permissions	Recurring AP supplier invoices: List, View, Add

Enter header information

Go to Accounts Payable > All > AP supplier invoices and select Add (circle) next to Recurring AP supplier invoices.

Or, update an existing AP supplier invoice and make it recur:
1. Go to Accounts Payable > All > AP supplier invoices.
2. Find the AP supplier invoice 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 > AP supplier invoices.
2. Select Edit next to the AP supplier invoice.
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 AP supplier invoices at the entity level.
Select a Supplier.
The Pay to and Return to fields default from the supplier record.
Did you enter a different pay-to contact on the AP supplier invoice than what’s associated with the supplier record? Learn how to print that pay-to contact on the cheque.
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.
  You decide on how you want to identify the sequence. If you want 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 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 AP supplier invoices 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 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.
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 AP supplier invoice. This number shows on the GL Details report and prints on the cheque and supplier stubs.
Enter a Description.
If the AP supplier invoice 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 supplier 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 supplier 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 supplier record, this is automatically filled in.
If the supplier 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 AP supplier invoice 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 AP supplier invoices, AR sales 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 an AP supplier invoice, an AR sales 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 (AP supplier invoices, AR sales invoices, or journal entries).
For more information about overriding allocations, see Apply a transaction allocation to a AP supplier invoice, AR sales 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 R1,000 to Operations, R100 to Support, and R440 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 cheque stub.
This memo does not appear on the cheque face. Learn more about printing extra information on cheques and cheque 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 AP supplier invoice page, select the Schedule tab.
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

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

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 are 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 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.

Select Save.

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

Tips for scheduling recurring AP supplier invoices

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

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