Recurring Supplier Schedule Maintenance

Transactions | Suppliers | Recurring Schedules | Maintain

The supplier recurring schedule is used with a supplier standing order to specify the frequency, cost basis and terms, etc. of the recurring invoices based on the order.

Schedule Reference and the Standing PO Number are mandatory fields.

The schedule reference and the next recurring document number are combined to create a supplier recurring invoice number. This invoice number can be manually changed if required by selecting the Review Invoices Before Posting check box when generating recurring invoices.

Header fields

Field or group name	Description
Supplier Code	Identifies the supplier. This is an alphanumeric field of up to 8 characters. Note: 0 to 9 sorts before A to Z.
Name	The supplier name is pre-filled from the details entered in Supplier Maintenance.
Schedule Reference	Type a unique reference code for the schedule. This code is used to identify and access the schedule.
Description	Enter a corresponding description for this schedule.
Standing PO Number	Choose Find (F2) to select a standing purchase order to associate with the recurring schedule.
Inactive	Select this check box if you wish to mark this supplier recurring schedule as Inactive.

Options tab

Field or group name	Description
Invoice Frequency	The Invoice Frequency area allows you to set when the invoice will be generated:
On Demand	Select On Demand for a recurring invoice that you want to generate regularly without specifying a time schedule. You then control when the invoice is generated by selecting Include On Demand Invoices in Generate Supplier Recurring Invoices.
Weekly Based	Allows you to specify the number of weeks and the selection of the day or days of the week that the recurring invoice is to be generated. For example: weekly on a Tuesday, fortnightly on a Monday, every third Wednesday.
Monthly Date Based	Allows you to specify the day of the month and the number of months that the recurring invoice is to be generated. For example: 1st of each month, quarterly - 15th day of month, every three months.
Monthly Day Based	Allows you to select the first or last day or days in the month. For example: first Tuesday, last Friday of the month.
Yearly Based	Allows you to select a date each year. For example: 21st September every year.
Invoice Parameters	The Invoice Parameters area allows you to set when the invoice will be generated:
Start Date	Select the start date of the recurring schedule. An invoice will not be generated if the date is before the Start Date.
Stop Date	Select the stop date of the recurring schedule. An invoice will not be generated if the date is after the Stop Date. If no Stop Date is required, leave the default value of 31/12/2099.
Maximum Number of Invoices	If required, specify the number of invoices to be produced for this schedule. If no maximum is required, leave the default value of 9999.
Maximum Total Invoiced	If required, specify the total amount to be invoiced. When the Total Invoiced to Date (on the History tab) for this recurring schedule equals or exceeds this value, no further invoices will be generated.
Invoice *Details*	Specify the terms for calculating the due date based on the invoice date.
Normal Supplier Terms	To apply the terms defined in Supplier Options to the invoices, select this option. For example: If Due Date Options – Cal on Every Invoice is set to No in Supplier Options, the software applies the terms from the supplier masterfile to calculate the due date based on the invoice date. If there are no terms specified in the supplier masterfile then the default terms in Due Date Options in Supplier Options is applied. If Due Date Options – Cal on Every Invoice is set to Yes in Supplier Options, the software uses the values in Due Date Options to calculate the due date based on the invoice date, regardless of the supplier masterfile. Tip: If required, you can manually change the due date later by selecting the Review Invoices Before Posting check box when generating the invoices.
Number of Days	Alternatively, enter a number of days to calculate the due date based on the invoice date. This will supersede the Supplier Options settings for the invoices in this schedule. Tip: If required, you can manually change the due date later by selecting the Review Invoices Before Posting check box when generating the invoices.
Cost Basis	Select the Cost Basis for this schedule. This selection will override the settings of the default buying price set up in Purchasing Options. S = Standing PO Cost – Prices, discounts and tax codes are taken as per the source standing purchase order. L = Last Cost – Prices, discounts and tax codes are taken from the product masterfile. Note: Any special pricing that has been set up will override either of these selections.
Invoice Category	Enter a category to apply to all invoices in this schedule.
Invoice Layout	Select a predefined template for the invoices.
Print Invoice	Select to automatically print out invoices on your system’s default printer.
Next Recurrence	The next recurrence date is automatically calculated based on these selections.

Payment tab

Field or group name	Description
Pay Invoice in Full	To pay the total amount of the invoice, select this check box.
Amount to Pay	If you have not selected the Pay Invoice in Full check box, the Amount to Pay field is available. Enter the amount that you wish to pay.
Override G/L Bank Account	To set up a different bank account for the payment, select this check box.
G/L Bank Account	If the Override G/L Bank Account check box is selected, choose Find (F2) to select the bank account in the G/L Bank Account field.
Create Remittance Advice	To create a remittance advice for the payment amount, select this check box.

History tab

Field or group name	Description
History
Last Recurrence	This field is display only and is updated each time an invoice is generated.
Number of Installments Invoiced	This field is display only and is updated each time an invoice is generated.
Total Invoiced to Date	This field is display only and is updated each time an invoice is generated.