Enhanced interface

Recurring templates list—Purchasing

This list supports the enhanced lists interface. Learn more about using enhanced lists.

A recurring template contains the transaction header, line item details, and recurring schedule information that the system uses to create a recurring transaction. The Recurring Templates list is the central place to go to work with recurring templates.

Subscription	Purchasing
Regional availability	All regions
User type	Business Employee Project Manager Warehouse
Permissions	Recurring transactions: Edit, Delete, List, View
Restrictions	Project Manager users can only List and View transactions. Employee users can only List and View transactions where the Transaction type is Quote.

View a list of recurring templates

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.
When you access the list from the top level, you initially only see records created at the top level. To see records created within entities, select Filters and then select Include entity records. Select Apply to update the filter.

Go to Purchasing > All > Other transaction activity > Recurring transactions.
To view inactive recurring templates, select the Include inactive checkbox.
If you accessed this page from the top level of a multi-entity shared environment, select the Include private checkbox to view recurring templates that were created at the entity level.

View a recurring template

Changes made to a recurring template will apply to transactions created from the recurring template after the changes were made. If you add a line item to a template that is in progress, the line item will be included for the remainder of the schedule and end when the schedule ends.

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Find the recurring template in the list.
Select More actions > View at the end of the row.

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Select View next to the applicable recurring template.

Edit a recurring template

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Find the recurring template in the list.
Select More actions > Edit at the end of the row.
Edit the desired fields and select Save.

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Select Edit next to the applicable recurring template.
Edit the desired fields and select Save.

Delete a recurring template

You can delete a recurring template if it has no transactions created from it. If you want to delete a recurring template that does have transactions created from it, you must first delete those transactions and then you can delete the recurring template. Alternatively, you can turn a recurring template off to stop the schedule from executing. Learn more about deleting transactions.

To delete a recurring template:

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Find the recurring template that you want to delete.
Select More actions > Delete at the end of the row.

Depending on your user preferences, the system might prompt you to confirm the deletion.

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Select Delete next to the applicable recurring template.

Depending on your user preferences, the system might prompt you to confirm the deletion.

Turn a recurring template on or off

You can activate or deactivate a recurring template as needed. For example, you can turn off a template if a contract is canceled and the transactions are no longer needed. Or you might turn on a template if you accidentally turned it off or if the contract was temporarily halted.

When you turn off a template, the system changes the template header status to Inactive. If you cannot find the template that you want to turn on, select the Include inactive checkbox in the list header.

To activate or deactivate a template:

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Locate the row associated with the template and select one of the following in the Schedules column:
- Turn on to activate the template.
- Turn off to deactivate the template.

If you turn off a template and then turn it on again at a later date, the system resumes the recurrence schedule from the turn-off point. If periods were closed in the meantime, the system generates an error message as it tries to create recurrences in each of those closed periods. As soon as it reaches an open period, the system generates those recurrences to the turn-on date.

If you want to turn on the template and have the system generate recurrences from a later date, first edit the Next execution date in the recurring template.

Troubleshoot failed transactions

After the system scheduler runs and it picks up a scheduled transaction, it will display one of the following results for each applicable recurring template:

Success: the system was able to create a transaction from the recurring template on the previous scheduled execution date.
Failed: the system was not able to create a transaction from the recurring template on the previous scheduled execution date.
In progress: the system scheduler is currently running. Refresh the page after a few minutes to see updated results.
Blank: the recurring template schedule is completed or the recurring template end date is in the past.

If the attempt to create a transaction failed or if the payment failed, you can view details regarding why the transaction failed in the Error log you access via the Recurring Transactions for <supplier> Execution logsupplier> Execution log.

To troubleshoot a failed transaction:

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Select the Failed link in the Results column next to the applicable recurring template.

The Recurring transactions for <supplier> Execution log appears.
Select the Failure link next to the applicable recurring template. Use the Log created on date and Transaction date fields to determine which is the applicable log entry.

The Error log appears and displays details regarding the error and suggestions for correcting the error.

Why might a recurring transaction fail?

The following table lists the most common reasons a recurring transaction might fail.

Problem	Possible Solution
There are no GL accounts mapped in the transaction definition of the transaction that is being created by the recurring template.	Edit the transaction definition of the target transaction to include GL account mapping.
One or more items on the recurring template do not belong to an item GL group.	Edit the items and associate them with the appropriate item GL group.
The GL account mappings in the transaction definition of the transaction being created require certain dimension values to be completed, and the these values are not on the recurring template.	Edit the line items on the recurring template and include the dimension values (for example, Location or Class).
The transaction definition of the transaction being created requires discount or surcharge notes if the sales price differs from the suggested price, and the notes are not on the recurring template.	Edit the line items on the recurring template and add Price notes.
If you put the recurring template on hold and then started it again, the system scheduler tries to create invoices from the date the schedule stopped. If the financial period in which it is trying to create a transaction is closed, the recurring transaction fails.	Do one of the following: Open the desired closed period and then retry posting the transaction via the Recurring Transaction Status report. Edit the recurring template and enter the date you want the transaction to post in the Next execution date field on the Schedule tab.

Field descriptions

Recurring templates list field descriptions
Field	Description
Supplier name	The name of the supplier that's associated with the recurring template.
Document type	The type of recurring transaction to be created from the recurring template.
Record number	The recurring template identifier.
Frequency	The frequency with which the transaction will occur. This column corresponds to the Repeat field in the recurring template schedule. Displays one of the following options: None (the schedule will only run one time) Days, Weeks, Months, or Years End of month
Next execution date	The date the next transaction will be created from the recurring template. This field is blank if the recurring schedule is completed or if the recurring template failed and the schedule end date is in the past.
Transactions created	The number of transactions created from the recurring template. Select this number to display these transactions in a list.
Currency	The currency in which the transaction is expressed (the transaction currency).
Contract ID	Any text describing the contract with which the recurring template is associated. The user can enter this text when they convert the originating transaction by line item or by editing the recurring template Header information.
Schedule	Displays one of the following: Displays Turn off if the recurring template is active, the number of recurrences remaining is greater than 0, and the schedule end date is in the future. Select this link to deactivate the recurring template. Displays Turn on if the recurring template is inactive, the number of recurrences remaining is greater than 0, and the end date is in the future. Select this link to activate the recurring template. You can only see the Turn on link when you select the Include inactive checkbox. This column is blank if the recurring template schedule is completed or if the recurring template end date is in the past.
Last result	Displays one of the following: Success: The system was able to create a transaction from the recurring template on the previous scheduled execution date. Select this link to display the Execution log for the recurring template. Failed: The system was not able to create a transaction from the recurring template on the previous scheduled execution date. Select this link to display the Execution log to see why the failure occurred. See Why a recurring transaction might fail for more information. In progress: The system scheduler is currently running. Refresh the page after a few minutes to see updated results. Blank: The recurring template schedule is completed or the recurring template end date is in the past. Select the result link to display the Execution log for the corresponding recurring template, where you can find additional information regarding the result.