ManEx KB

1. Fields & Definitions for AP Recurring Entries

1.1. Maintain Recurring AP Entry

Maintain Recurring AP’s tab Field Definitions

RECURRING INVOICE INFORMATION

To Close the highlighted Recurring AP record

Supplier

Supplier Name

Invoice Number

The Invoice No

PO/Reference No

The PO number or other reference.

Description
The description of the recurring payable.

Payment Amount

The amount of the recurring payment for each payment made.

Terms Payment Terms

First Payment The date the 1^st recurring payment is scheduled to be made.

Type

The type of recurring payment, either Fixed (a definite number of payments) or Open (number of payments is indefinite).

Frequency

The payment interval, either monthly, quarterly, Bi-monthly, or Weekly

Number of Pmts - Orginal	The Original Number of payments (if Type is defined as Fixed).
Number of Pmts - Remaining	The number of payments remaining (if Type is defined as Fixed).
Setup Date	The date the Recurring AP was Setup.
Last AP Generated	The last scheduled payment date which was generated via the Generate Recurring AP’s tab.
	If lit in red, there is a note regarding the highlighted item.
	This screen will display the confirm and remit to address for the supplier.

RECURRING INVOICE DETAIL INFORMATION

Itm	The item number on the Invoice
Description	The description for that line item on the Invoice.
Quantity	The Qty for that line item from the Invoice. We allow a fraction of a whole number in the qty within this module, because user may need to create a manual invoice for something that is measured in inches, feet, etc. Or another example is an invoice for 1.75 hours of work on something.
Price Ea	Price each for that line item from Invoice.
Total	Total Price for that line item from invoice.
Tax PCT	Tax that was charged for that line item from invoice.
GL Number	The General Ledger Account number where the payment will be charged.
	Depress this button to Add another item
	Depress this button to Delete a highlighted item
	If lit in red, a note exists regarding the highlighted item
Total Tax	This is the total of the sales tax on all of the line items.
Total Incl Tax	This is the grand total of the invoice due the supplier.

Date Last Changed	The last date on any changes made to the Recurring AP record.
Changed By	The users initials from the last change to the Recurring AP record.
Reason	The reason for the Recurring AP record.

1.2. Generate Recurring AP Entry

This screen is used to generate the Recurring Accounts Payable and set them up for payment by transferring them into the A/P Aging module.

Generate Recurring AP’s tab Field Definitions

Ending Date

This field is to determine through which date the user wants to generate recurring payables.

Depressing this button will bring the ungenerated Recurring Payables through the Ending Date into the screen.

If lit in RED, the item note button will display the note for the recurring payable highlighted.

Depressing this button will cause the selected recurring payables to forward into the A/P Aging module.

Note: If you skip selecting one or more payments and select a later payment for same recurring AP for transfer to AP, the earlier payments will not be generated in the later sessions and will be lost.

Sel	If this column is checked, the recurring payable will be selected for Transfer to Accounts Payable Aging module.
Supplier Name	The name of the supplier for the recurring payable.
Pmt Amount	The amount of the payment to the supplier.
Due Date	The scheduled due date for the recurring payable.
Type	The recurring payable type, either Fixed (a definite number of payments) or Open (a variable number of payments).
Frequency	The interval of payment, either Monthly, Quarterly, Bi-monthly, or Weekly.
Description	The description of the recurring payable.
PO/Reference	The PO or other reference for the recurring payable.
Invoice No	The supplier assigned number for this recurring invoice.