Setting Up AP Recurring Invoices

AP Recurring Invoices stores templates so you do not manually enter each installment for fixed recurring pays (for example rent, loan payments, or subscriptions). After the template exists, use Posting AP Recurring Invoices to generate batches.

Use recurring for fixed, stable amounts. Variable or one-off bills stay in normal AP Transaction Entry. A wrong template generates incorrect invoices every period.

Before you start

• The vendor exists in AP Vendors.
• You know the amount, frequency, GL/job coding (same line types as a normal AP invoice), and any stop conditions (Limit and/or Expire Date).
• Choose a stable invoice-number base that will not collide with normal AP invoice numbers (Vista appends a sequence per generation).
• Have access to AP Recurring Invoices.

Steps

Header: vendor, reference, frequency, stops

1. Open AP Recurring Invoices.
2. Select the vendor (F4 lookup) and enter header fields: Invoice number, Description, and related defaults.
3. Set Frequency (required). Frequency also groups invoices by posting sequence when you generate batches later.
4. Optionally set stop conditions:
   • Limit: amounts post only until the remaining limit is exhausted
   • Expire Date: no transactions generate after that date
5. If Monthly is checked, Vista will not create a second recurring transaction for the same expense month.

Defaults: payment method, terms, CM account

6. Review Payment Method. It defaults from the vendor and can be overridden on the template. Values are N-ePayments, C-Check, E-EFT, and S-Credit Service.
7. Review Pay Terms (defaults from the vendor) and CM Account (defaults from AP Company Parameters). Override only when this recurring bill needs different bank or terms.

Optional advanced header fields

8. Optional Hold Code: places generated invoices on hold when the template should inherit a hold.
9. Optional Pay Control: groups generated invoices into payment batches.
10. When the payee is 1099-reportable, set optional 1099 Type / Box# on the template. See Configuring AP 1099 Types and AP Vendors.

Invoice number sequence

11. Choose a stable Invoice number base. That value becomes the AP reference base. Vista appends a sequence per generation (for example 24000 becomes 24000-1, then 24000-2). Avoid bases that collide with normal AP invoice numbers.

Save header, add lines, post later

12. Save the recurring header.
13. Add detail lines using the same line types as a normal AP invoice.
14. Later, generate batches with Posting AP Recurring Invoices. Setup on this form does not by itself create open AP invoices.

Notes

• Wrong frequency or amount creates incorrect invoices every period. Review templates when vendor agreements change.
• Use recurring invoices only when the amount is stable; variable invoices belong in normal entry.
• Form Field Definitions were not fully available during Trimble review (Related Forms captcha). Header controls above come from the Recurring Invoices / Set Up Recurring Invoices Help topics.
• Related setup and processing: AP Vendors, AP Company Parameters, Configuring AP 1099 Types, Using AP Vendor Hold Codes, Posting AP Recurring Invoices, AP Transaction Entry.