How to use Recurring Invoice Batches

Sage 300 allows you to set up Accounts Payable and Accounts Receivable recurring invoice batches; this article will focus on payables and show you how to work with recurring batches. Recurring batches are a great way to speed up repetitive monthly tasks and can be used to:

• Manage monthly recurring charges of the same value to a single GL account
• Manage monthly recurring charges with different values to a range of GL accounts
• Manage & monitor loan repayments by using the start and end dates
• Provide a data entry template for commonly received invoices

You'll find the Recurring Payables icon in the Accounts Payable -> Vendors folder.

You need to enter a code for this recurring entry and attach the entry to a vendor. You can link this to a Schedule Code (e.g. monthly) and Sage 300 will prompt you each month to create the invoice batch. The Start date and Expiration Type are used to set a limited timeframe for the entry; this can be handy if you have a 12 month hire-purchase agreement, for example. All other fields are configured and managed just like a normal AP Invoice entry.

On the Details tab you can use Distribution Sets to make GL account selections (as shown above) or enter GL accounts directly into the details grid. You might have fixed amounts to enter that will apply to every invoice run. You can also leave the Amount as 0.00 which means you effectively create a template and then update the amounts directly into the AP invoice that is created. This option is handy for company mobile phone accounts that need to be charged to different departments and where the $ amounts change each month.

If you linked the Recurring Entry to a Schedule, Sage 300 will prompt you when it's time to generate the AP Invoice and create a new unposted AP Invoice Batch with all the entries attached to the schedule. If you don't use schedules, you can use the Create Invoice button at the bottom of the screen. You can open and edit any of the entries in the resultant AP Invoice batch; updating amounts and reference document numbers where needed.

On the Statistics tab of the Recurring Payables screen you'll find that Sage 300 monitors the number of times and total value of invoices generated using this function, and you can quickly check when the last invoice was processed.

Please let us know if you have any questions or concerns about using this feature - we're happy to help.
The OpusXenta Team