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AP Recurring Invoices

Company Tracker action: implementation-setup-ap-recurring-invoices Milestone: Accounts Payable / Module Setup (milestone_id=6, core_milestone_id=2) Order: 8 Estimated duration: 0.5 hours Typical owner: Controller

Purpose​

Define recurring vendor invoice templates (frequency, limits, defaults, detail lines) so fixed recurring pays can generate batches later without re-keying each installment.

Prerequisites​

  • Vendors exist on AP Vendors.
  • Amount, frequency, GL/job coding, and stop conditions (Limit and/or Expire Date) decided per template.
  • Stable invoice-number base chosen so generated numbers do not collide with normal AP invoice numbers.
  • Client confirmed which pays are fixed/stable (variable bills stay in normal AP Transaction Entry).

Vista configuration article​

See the detailed Vista guide:

Setting Up AP Recurring Invoices

Field meanings and form steps live there. Do not restate them on this page.

Implementation guidance​

  • What it is: templates for system-generated invoices that pay the same amount each period (month-to-month). Not for variable bills.
  • When to use: only when the client is not also receiving invoices from that vendor for the same charge. If a vendor invoice still arrives, recurring can double-record / double-pay. Prefer normal AP entry when invoices are received.
  • How common: small / uncommon at go-live. Hide or skip this Tracker action when out of scope.
  • Decide which fixed recurring pays belong in templates (rent, loans, subscriptions with stable amounts). Load after vendors and coding are ready — wrong frequency or amount repeats every period.
  • Accept means the AP owner verifies amount, frequency, coding, limits/expire dates, and invoice-number base before the first generate/post cycle. Load only go-live needs; add more later rather than speculative bulk.
  • Generation/posting is later daily ops (Posting AP Recurring Invoices), not this Module Setup card.

Tips and gotchas​

  • Recurring = Vista creates the invoice. No vendor invoice in hand for that same charge.
  • If both recurring and a vendor invoice exist for the same pay → double pay risk.
  • Uncommon; do not force templates into every implementation.

Done when​

  • Either: recurring invoices are out of scope (action N/A / hidden), or
  • In-scope templates exist with accepted amount, frequency, coding, and stop conditions, invoice-number bases will not collide with normal AP numbers, and the owner accepts the no-vendor-invoice rule.