Recurring templates—Purchasing

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.

Create a new recurring template

When you create a recurring template, you are starting with a blank template. In the template you'll define required header information, at least one line item, and pricing data. Transactions created from this recurring template will be the first transactions in any workflow (as they are not being converted from any existing transactions).

1. Go to Purchasing > All > Other transaction activity and select Add (circle) next to Recurring transactions.

2. From the Document type dropdown list select the type of transaction to be created from the recurring template, then select Apply.

   The system refreshes the page to change the title to Recurring <transaction name> and displays the fields you'll use to define the transaction template.

3. Enter the desired information in the applicable fields. At a minimum, complete the required header fields and add at least one line item to save the template. See the Transaction tab field descriptions for details about each field.

4. Select the Schedule tab and enter the following information:

   1. Start date: The date the recurring template is to begin.
   2. Repeats, Every: How often the recurring transaction is to be created.
   3. Ends: When to stop the schedule.

   See the Schedule tab field descriptions for details about each field.

5. Select Save.

   The system validates the template against configuration settings. Any required but missing data will prompt one or more error messages. If this happens, correct the data indicated in the error messages and then save the template.

   Saving a recurring template has no impact on the GL. Recurring templates that create a transaction that posts (for example, a PO purchase invoice), post on the scheduled execution date (if the execution is successful).

Create a recurring template from an existing transaction

A recurring template created from an existing transaction will be defined for the same supplier and transaction type as the existing transaction. So, you will not be able to change the Supplier or Document type fields in the recurring template.

If you want to create a recurring template that will create a PO purchase invoice for Supplier A, use an existing PO purchase invoice for Supplier A. You will be able to edit the transaction details, add or delete line items, change sales prices, and so on in the recurring template (as allowed by permissions and transaction definition configuration).

You can create a recurring template from any existing transaction except Draft transactions.

1. From the applicable transaction list, open the desired transaction. For example, open a PO purchase invoice. You can open it in either edit or view mode.
2. Select More actions and then select Repeat.

   A dialog box appears indicating that the system will display the recurring template page.

3. Select OK.
4. Edit the fields as applicable. See the Transaction tab field descriptions for details about each field.
5. Select the Schedule tab and enter the date the recurring template is to begin in the Start date field, select an Ends option, and select how often the recurring transaction is to be created in the Repeats field. See the Schedule tab field descriptions for details about each field.
6. Select Save.

   The system validates the template against configuration settings. Any required but missing data will prompt one or more error messages. If this happens, correct the data indicated in the error messages and then save the template.

   Saving a recurring template has no impact on the GL. If a recurring template is defined to create a transaction that posts (like for example, a PO purchase invoice), each transaction created from the schedule posts on the scheduled execution date (if the execution is successful).

Copy a recurring template

A recurring template copied from an existing recurring template will be defined for the same transaction type as the existing transaction. So, you will not be able to change the Document type field in the recurring template.

If you want to create a recurring template that will create a PO purchase invoice, use an existing PO purchase invoice recurring template. You will be able to edit the transaction details, add or delete line items, change sales prices, and so on in the recurring template (as allowed by permissions and transaction definition configuration).

1. Go to Purchasing > All > Other transaction activity > Recurring transactions.

2. Find the recurring template that you want to copy.

3. Select More actions > View at the end of the row.

4. Select More actions and then select Duplicate.

   The system refreshes the page for the new recurring template. All line items are included in the new recurring template by default.

5. Edit the desired fields and add or delete any line items, as needed. See Field descriptions for detailed information.
6. Select Save.

1. Go to Purchasing > All > Other transaction activity > Recurring transactions.

2. Select Edit or View next to the recurring template that you want to copy.
3. Select More actions and then select Duplicate.

   The system refreshes the page for the new recurring template. All line items are included in the new recurring template by default.

4. Edit the desired fields and add or delete any line items, as needed. See Field descriptions for detailed information.
5. Select Save.

Edit 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.

1. Go to Purchasing > All > Other transaction activity > Recurring transactions.

2. Find the recurring template in the list.
3. Select Edit at the end of the row.
4. Edit the desired fields and then select Save.

1. Go to Purchasing > All > Other transaction activity > Recurring transactions.

2. Select Edit next to the applicable recurring template.
3. Edit the desired fields and then select Save.

Change the next execution date

The Next execution date is the next time that the system will try to create a transaction from the recurring template. After the recurring template has successfully run one or more times, you can edit this field to change the date, if needed.

If you change the Next execution date, the schedule for future transactions changes based on the new date. For example, if a monthly recurring schedule has a Next execution date of June 15 and you change this date to June 25, then each subsequent recurring transaction will be scheduled to run on the 25th of each month instead of the 15th.

Changing the Next execution date for a schedule that's set to run at the end of the month only affects the month the schedule is set to run. For example, if you change the Next execution date from September 30 to September 26, the Next execution date remains September 30 after you save. If you changed it to October 1, the Next execution date would be October 31.

1. Go to Purchasing > All > Other transaction activity > Recurring transactions.

2. Find the recurring template that you want to edit.

3. Select Edit at the end of the row.

4. Select the Schedule tab.
5. Use the calendar tool to select the desired Next execution date.
6. Select Save.

1. Go to Purchasing > All > Other transaction activity > Recurring transactions.

2. Select Edit next to the applicable recurring template.
3. Select the Schedule tab.
4. Use the calendar tool to select the desired Next execution date.
5. Select Save.

Tax calculations

Although purchasing transactions either use the Return-to contact's address (Avalara only) or the Deliver-to contact's address (Avalara or Advanced Tax) to calculate taxes on purchases, recurring purchasing transactions do not use those contacts. Recurring purchasing transactions currently use the following addresses for tax calculation:

• For items where the item type = Inventory, Kit, or Stockable kit: uses the Warehouse Ship-to contact address or contact tax group.
• For items where the item type does not = Inventory, Kit, or Stockable kit: uses the Location Ship-to contact address or contact tax group.