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Manage Recurring Entries

Access this form using Activities>Manage Recurring Entries.

Use this form to select multiple recurring transactions with a Due or Future status, for Posting. Enter a unique Session ID and Document ID for each item, then click the Process button. All sessions are created with a Batch-to-Post status, regardless of processing mode indicated by the Administrator for the current organization (Organization>Organization Preferences - Processing Tab). The form opens displaying all items that are currently due. Recurring Transactions were created during transaction entry using Memorize/Recurring Document .

Note: To disable the Recurring Entries Due warning message, open Options>Customize Workstation Settings>Alerts tab and clear the Warn for Recurring Entries Due check box.

Account Level Security is available for this form. When account level security is activated for the organization (Security>Set Up Account Level Segments) and enabled for the user (Security>Set Up Account Level Security), it is active for both the transaction entry Session and its Documents.

This feature allows you to define the account codes and related amounts a user can view. Note that if a user does not have Account Level Security enabled, the user will see all account codes.

The session budget version is set by the first recurring entry that is attached to it. Once a session's budget version is established, it cannot be used with a recurring entry whose budget version does not match the session's budget version.

The system displays the Currency field, which includes the recurring transaction's currency code, if the Multicurrency module has been installed and added by the Administrator (Organization>Add a Module).

 

Filters: The filter is for display purposes only; it simply allows you to limit which items are displayed in the Recurring Entries table.

  • Available Filter, Selected Filter: Select an item in the Available Filter column, and click the Mover ( > ) to move it to the Selected Filter column. Once an item is in the Selected Filter column, set up its filtering criteria. Then, the table is limited to the data that falls within the designated filter criteria.
  • Compares To: Select an operator from the drop-down list. The operator compares the value in the Selected Filter column with the values in Criteria 1 and Criteria 2 to determine which items are displayed in the Available Items table.
  • Criteria 1: Enter a value to compare with the item in the Selected Filter column. When using Like or Not Like, you can use "%" to represent any number of characters.
  • Criteria 2: Enter a value for the end of a range if the Compares To column contains the Between or Not Between operators.

Recurring Entries: Documents are initially sorted in date order. You can choose to sort records based on any column by clicking the column title. Click the check boxes to select the documents you want to process. No documents are selected the first time this form is opened. The column on which documents are sorted has (ascending order) or (descending order) in the column heading. The sorting functionality is only for table display and does not affect printing. Print uses the data from the database and is therefore not reflective of how the items were sorted.

Note: If you are searching for future recurring entries, you can only see recurring entries due within one year from today, even if you enter a later ending date.

  • Records per Page: Select how many documents per page to display using the Records per Page drop-down list. You can view documents in the table in increments of 10, 25, 50, 100, 250, 500, or 1000. The default value for the Records per Page drop-down list was selected using the Options>Customize Workstation Settings>Preferences tab.
  • Recurring Date: This column displays the date. The recurring date becomes the effective date when the transaction is processed.
  • Name: This column displays the name of the recurring transaction.
  • Session ID: Enter a unique session ID, select one from the drop-down list, or press the "+" (plus) key to have the system assign one. We recommend using all numeric session IDs. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbol. You might use some combination of date and session type (such as CD for Cash Disbursements and JV for Journal Vouchers) when assigning the session IDs. This makes locating specific information much easier and provides a better audit trail.

    • Note: Only unposted session IDs created using this form, are available in the drop-down list. Unposted sessions created outside of this form, are not available.

  • Document ID: Enter a unique document ID, or press the "+" (plus) key to have the system assign one.
  • Source: This column displays the transaction source of the Memorized/Recurring Transaction. The available transaction sources are API, ARB, BD, CD, CR, ENC, ENL, and JV.
  • ID: This column displays the customer or vendor ID for transaction sources API, ARB, CD, or CDS. Otherwise it is left blank.
  • Frequency: This column displays the frequency of the Memorized/Recurring Transaction. However, items with the frequency of On Hold cannot be displayed because records are not created for these items.
  • Amount: For Actual Amount type recurring entries, the original amount displays. For Percentages type recurring entries, enter an amount for the current recurring transaction. Note that Actual Amount and Percentages type recurring entries were determined on the Memorize/Recurring Document form.
  • Currency: This column displays the currency code of the Memorized/Recurring Transaction.
  • Ending Date: This column displays the ending date entered on the recurring transaction. However, if the No Ending Date check box is selected, None displays.
  • Status: This column displays the status of the recurring transaction, such as Due, Future, Pending, or Posted. The Due status are transactions where the recurring date precedes the system date, Future are transactions where the recurring date exceeds the system date, Pending are transactions where the session that the recurring document is attached to has not been posted, and Posted are transactions where the recurring document was posted.
  • Click Memorize/Recurring Document , to edit the source recurring transaction's recurring settings.
  • To change the amount for an Actual Amount type recurring entry, double-click on the item, in the Recurring Entries table, to open the source recurring transaction. In this form, the Amount and Description fields, along with the Transaction Entry table are all editable. Note that Debit and Credit totals must equal the Amount and any change modifies all Due and Future recurring transactions.
  • To change the transaction lines for a Percentages type recurring entry:
    • First enter an amount for the item, in the Recurring Entries table.
    • Then double-click on the item, to open the source recurring transaction.
    • In this form, the Description field, along with the Transaction Entry table are all editable. Note that Debit and Credit totals must equal the Amount and any change modifies all Due and Future recurring transactions.
  • It is recommended that you select multiple entries (enter their Session ID, Document ID, and amount, if applicable) before selecting the Process button instead of processing one entry at a time. Processing a batch of entries could take a little more time because the system regenerates the scheduling of the other entries. However, you could see an improvement of your time using batch processing instead of individual line processing.
  • The Manager displays recurring transactions up to one year prior to the system date but not preceding the first day of the system's open year and up to one year after the system date.
  • If a Session or Document ID item with the status of "Pending", is deleted from TE, the Pending status changes back to either Due or Future depending on the schedule.
  • User security rights must be applied to both the Manage Recurring Entries and appropriate transaction entry forms. As the Administrator, to grant View, Add, and Process rights, use the Security>Set Up Organization Menu form. Then, grant View and Add rights to the appropriate transaction entry forms, such as Transactions>Accounts Payable>Enter A/P Invoices and Transactions>Enter Journal Vouchers.