Enhanced interface

Recurring templates—Purchasing

The recurring template contains the transaction header, line item details, and schedule for a recurring transaction. On each scheduled transaction execution date, the system scheduler automatically copies this recurring template to create a new transaction for the duration of the schedule.

Scheduled jobs run shortly after midnight (plus any defined offset) in the time zone set on the Company Information page.

Subscription	Purchasing
Regional availability	All regions
User type	Business Warehouse user
Permissions	Recurring transactions: Add, Edit, List, View

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).

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

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.
Select More actions and then select Repeat.
A dialog box appears indicating that the system will display the recurring template page.
Select OK.
Edit the fields as applicable. See the Transaction tab field descriptions for details about each field.
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.
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).

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. If you want the new line item to continue past the remainder of the schedule, you can append the line item from an existing sales transaction to the template and extend the schedule. Learn more about appending line items to recurring templates.

Go to Order Entry > All > Other transaction activity > Recurring transactions.

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 then select Save.

Go to Order Entry > All > Other transaction activity > Recurring transactions.

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

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.

Field descriptions

The following tables describe each field available for recurring templates.

Transaction tab
Schedule tab

Transaction tab

Header section

Transaction tab header section field descriptions
Field	Description
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.
Supplier	If you are creating the recurring template from scratch, use the dropdown to select the applicable supplier. You cannot change this field after the recurring template is saved. If you created this recurring template from an existing transaction, you cannot change this field.
Pay to	Defaults to the contact identified as the Pay-to contact on the selected supplier record. This field label is customizable in the transaction definition and can be something other than Pay-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.
Requested by	Defaults to the contact identified as the Pay-to contact on the selected supplier record. This field label is only applicable to Purchase Requisitions. 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.
Return to	Defaults to the contact identified as the Return-to contact on the selected supplier record. This field label is customizable in the transaction definition and can be something other than Return-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 AP terms selection list to select the desired term.
Reference number	Enter any reference to another transaction or any text as desired.
Supplier document number	The number by which to reference a supplier's AP supplier invoice or other supplier document. This field is required if Require numbers on: AP supplier invoices, adjustments, and recurring AP supplier invoices only is selected on the Configure Accounts Payable page.
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.
Currency	Defaults to the transaction currency associated with the selected supplier. 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. This field is only applicable to multi-currency companies.

Entries section: Defaults

Displays all the fields for which you can set line-item defaults. The fields that appear depend on your company setup.

Entries section defaults field descriptions
Field	Description
Project	Select a project from the dropdown for the line item. This field only if Purchasing is configured to use the Project dimension.
Supplier	Select a supplier from the dropdown for the line item if needed. This field appears if Purchasing is configured to use the Supplier dimension.
Employee	Select an employee from the dropdown for the line item if needed. This field appears if Purchasing 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.
Billable	Select whether the line item is billable to a customer. This field appears if your company subscribes to Projects and the Display the billable option in the Configure Project page includes Purchasing transactions.

Entries section: Line item entries

Entries section line item entries field descriptions
Field	Description
<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.
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.
Billable	Indicates whether a line item is billable to a customer. This field appears if your company subscribes to Projects and the Display the billable option in the Configure Project page includes Purchasing transactions.
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 Purchasing 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 Purchasing is configured to use the Supplier dimension. The supplier selected in this field must either match the supplier in the header or be identified as a child of the parent supplier identified in the header.
Customer	Use the Customer selection list to select a customer for the line item. This field appears if Purchasing is configured to use the Customer dimension.
Employee	Use the Employee selection list to select an employee for the line item This field appears if Purchasing 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 Purchasing is configured to use the Class dimension.

Subtotals section

This section appears if the transaction definition for the selected Document type is configured to include Subtotals.

Subtotals section field descriptions
Field	Description
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.

Schedule tab

Schedule tab field descriptions
Field	Description
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.