1. How To ..... for AP Recurring Entries
1.1. Find a Recurring AP Entries

Enter the SQLMANEX.EXE (within the ManEx root directory)

This action will then prompt the user for a password



The following screen will be displayed, select Accounting/Accounts Payable/ AP Recurring Entry  
  

The following screen will  be displayed:
 

Depress the Find recond action button, the following screen will appear: 

Select the desired Filter: by selecting the appropriate radio button–  Open, Closed or All.  

Select the desired Find: by selecting the appropriate radio button  –  Supplier Name, Supplier Invoice No., All, or Reference/PO No.   
 
 Enter the information into the red box, depress the enter key and the information will populate the screen.
  

If user selects ANY of the Filters and Find by All - a screen will appear listing all the AP Recurring Entries per the filter selected,  alphabetically by Supplier name, Payment amount, Invoice number, PO/Reference number, Type, and AP Recurring status.    

The user has the option to view the AP Recurring Entries by either entering the Invoice number into the red box, or scrolling down the list, highlighting the desired record and double click on it.   

 
  

Filter:

Open Recurring AP Entries that are open 
Closed Recurring AP Entries that are closed  
All   All Records 

Sort By:

Supplier  Must Enter in The Supplier Name  
Supplier Invoice No Each Supplier Invoice Number 
All All Records
Reference/PO No Enter Reference No or PO No

Once the selection is made, the screen will update with data from the selection:
 
 

  

1.2. Add a Recurring Payment
 
 

Enter the SQLMANEX.EXE (within the ManEx root directory)

This action will then prompt the user for a password



The following screen will be displayed, select Accounting/ Accounts Payable/Manual A/P Entries 
 
The following screen will be displayed:
 
 
 
Depress the Add button at the top of the screen.  Enter in your password.  Depress the down arrow in the Supplier Name column.  Select the Supplier from the drop down screen. 
 
 
 
Complete the header information;  Invoice Number, PO/Reference No, Description, Payment Amount, (Terms are defaulted in from Supplier info)
 

Enter the date of the First Payment. 

If user would like to use the calendar to select the date they can double click on the 1st Payment field and the following Calendar popup will appear.
 
Select the Type (Fixed - is for a definite number of payments,  Open - is for an indefinite number of payments) 
 
Select the frequency; Monthly, Quarterly, BiMonthly, or Weekly.  If the  Recurring Payable is for a Fixed number of payments enter the Original Number of Pmts.
 
 
 
 
Once all the Header Information is complete depress the "Add Detail" button located at the bottom of the screen. 
 
Enter the Item Number, Description, Quantity, Price Each, Tax Pct.Type (if applicable) and the General Ledger Number.  Note:  The "Total Incl Tax" must equal the "Payment Amount" before the system will allow record to be saved.
 
 
 
 
If you want to select the General Ledger Number, double click in that field.

The following screen will appear:

 
Depress the arrow next to the Find By Field.  Select to find by Account Type or Account Numbers.
If you select Account Type, the following list will appear:
 
Select the GL Type from the pulldown.

Select the desired GL Account Number from the pulldown.  Depress the OK button. 
 
If you want to add an Item Note, depress the "Invoice Note" button, enter the note, and depress the Save button.  
 
If you want to view or edit the CONFIRM and REMIT TO addresses, depress the "Confirm/Remit To"  button.  The following screen will be available:
 

You may select or change the TERMS by depressing the down arrow next to the Terms field and selecting the desired terms for the recurring invoice.

You may select or change the CONFIRM TO or REMIT TO address for the vendor by depressing the down arrow next to that field.  Select the desired address for the recurring invoice.
 
Depress the Save button at the top of the screen and user will receive the following message:
 
. 

Note:  If the two total amounts do not exactly match user will receive the following message: 
 
 
 
1.3. Edit a Recurring AP Entry
 

Enter the SQLMANEX.EXE (within the ManEx root directory)

This action will then prompt the user for a password



The following screen will be displayed, select Accounting/Accounts Payable/AP Recurring Entry
 
The following screen will be displayed:
 
 
Using the Find Procedures to find a Recurring AP Entry Record. Depress the Edit button and enter in your password.   

Note:   If there has been ANY transfer from Recurring to A/P Aging, the user will NOT be allowed to Edit or Delete.   Instead, use the Close button to set the recurring to Inactive.





Make the desired changes. Enter in the Reason for the change. If you try to Save record without entering a the Reason you will receive the following message:

 



If you change any of the amounts, make sure that the "Payment Amount" field and the "Total Incl Tax" fields are equal.  Note:  If you change the Detail Total pricing, you MUST also change the Payment Amount at the top of the screen.  If the two totals do NOT match user will receive the following message:
 
 
 
The user may add notes to both the Invoice Notes and the Item Notes.  Depress the Edit button.  Depress the Note button.  Depress the Edit button.  Type in the note.Depress the Save button.  Depress the Exit button.  The note button will light up in red.
 
The user may also change information in the Confirm/Remit To screen.  Depress the Edit button.  Depress the Confirm/Remit To button.  The following screen will appear:
 
 

The user may change the TERMS by depressing the down arrow next to the Terms field and selecting a new term.

The user may also change the CONFIRM TO address or the REMIT TO address by depressing the arrows next to those fields and selecting a new address. Once the edited changes are complete, depress the Save button.

For future finds, the most recent edited change reason will display.  If there was more than one edited change, depress the Invoice Note button to see all of the changes.
 

 

1.4. Delete a Recurring AP Entry
 

Enter the SQLMANEX.EXE (within the ManEx root directory)

This action will then prompt the user for a password



The following screen will be displayed, select Accounting/Accounts Payable/AP Recurring Entry
 
The following screen will be dispalyed:
 

Find an Invoice. Depress the Delete button. 

enter your password, you will receive the following warning:
 
 
Depress the Yes button to complete the deletion.

Note: Upon Deletion the system will then completely remove the original transaction for the Recurring AP Entry.  
 
 
 
1.5. Generate a Recurring Payable
 

Enter the SQLMANEX.EXE (within the ManEx root directory)

This action will then prompt the user for a password



The following screen will be displayed, select Accounting/Accounts Payable/Manual A/P Entries


The following screen will be displayed:



Enter the Generate Recurring AP's tab



Enter in an Ending Date through which you wish the Recurring Payables to generate.  Depress the "Generate Recurring AP's" button. Enter in your password. The ungenerated recurring payables through the Ending Date will populate the screen.
 
 
 
 Go down the Select column and check any Recurring Payable, which you want to transfer to Account Payable Aging module.  Once you have made your selection(s) depress the "Transfer to Accounts Payable" button.
 
NOTE:  If the users skip selecting one or more payments and select a later payment for the same recurring AP for transfer to AP, the earlier payments will NOT be generated in later sessions and WILL BE LOST.