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.

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 AR terms selection list to select the desired term.

Reference number

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

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. Learn more about recurring template status fields.

Currency

Defaults to the transaction currency associated with the selected customer.. 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.

When the system creates an invoice from this recurring template, it will use the exchange rate as of the transaction date, not the rate entered in this field. It uses the rate entered in this field in the following locations:

• the Recurring Transaction Forecast report
• to calculate the transaction to apply it to a customer's credit limit (if the customer has a set credit limit)

This field is only applicable to multi-currency companies.

Project

Select a project from the dropdown for the line item. This field appears if Order Entry 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.

Employee

Select an employee from the dropdown for the line item if needed. This field appears if Order Entry 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.

<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.

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 Order Entry is configured to use the Project dimension.

Supplier

Use the Supplier selection list to select a supplier for the line item. This field appears if Order Entry is configured to use the Supplierdimension.

Customer

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

Employee

Use the Employee selection list to select an employee for the line item This field appears if Order Entry 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 Order Entry 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 R10.00. 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.

Payment method

The manner in which the customer is making a payment. Depending on your company's configuration, options are:

• None: allows the system to process the invoice through your normal accounts receivable collection cycle.
• Cheque
• Credit card
• Record transfer
• Cash
• Online ACH debit*
• Online credit card*

* These options display if your company is subscribed to Payment Services.

Pay in full

If the payment amount completes the full invoice amount, select this checkbox. When Pay in full is selected, the system:

• Automatically posts payment for the full invoice amount, excluding term discounts.
• Does not apply available credits.
• Posts the full payment when the system generates the invoice.
• Changes the invoice payment status to "Paid" if the payment attempt is successful.

If you do not select this field, enter the partial payment value in the Payment amount field. When Pay in full is not selected, the system:

• Does not apply term accounts for partial payments.
• Does not apply available credits.
• Posts the partial payment when it generates the invoice.
• Changes the invoice payment status to "Partially paid" if the payment attempt is successful.

Payment amount

Enter the partial payment amount in this field (a number greater than 0 but less than the invoice amount). This field is required if Pay in full is not selected.

Card type

If Payment method = credit card, use the dropdown to select the type of credit card used for the payment.

Customer bank account

If Payment method = Online ACH debit, enter the bank account the customer used for the online payment.

Credit card

If Payment method = Online credit card, enter the credit card number the customer used for the online credit card payment.

Account type

Use the dropdown to select the type of account to which the payment will be deposited. Options are:

• Bank
• Undeposited funds account

Learn more about undeposited funds accounts.

Bank account

If Account type = Bank, use the dropdown to select the bank account to which the payment will be deposited.

Undeposited funds account

If Account type = Undeposited funds account, use the dropdown to select the undeposited funds account to which the payment will be deposited. This field is required if Account type = Undeposited funds account.

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.