Accounts Payable > Recurring AP Invoice > Generate AP Invoice from Template

After setting up templates for a recurring transaction, you can now generate AP invoices. The Generate Recurring AP Invoice function allows you to generate AP invoices based on recurring invoice templates you have entered using the Recurring AP Invoice Setup function, except in the following instances:

•The recurring AP invoice template is inactive.

•The date of the AP invoice generated from the recurring AP invoice template is later than or equal to the end recurring date specified in the template.

To generate AP invoices from recurring invoice templates, perform the following steps:

1.Access the Generate Recurring AP Invoice function from the Transactions menu. The Selection Criteria page is automatically displayed when this function is accessed.

2.In the Selection Criteria area, set up the invoice dates and vendor # of the affected recurring invoice templates to be generated in the system. Enter and view values in the following fields:

oLast Generated Invoice Date (Through Date)

These field displays for your reference the date when you last generated recurring invoice template. This is the date you entered when you last generated AP invoices from the template. This information serves as reference for you to know if you missed generating AP invoices for a certain cycle.

oGenerate Invoice Date (Range)

Enter in this field the date range when you want to generate recurring invoices. You may click the calendar button to display a Calendar where you can select the appropriate dates.

The system will generate invoices from any applicable template for which one or more cycle(s) fall due within the date range you specify. For instance, if you enter a 30-day date range and there is a template that has a weekly payment cycle, four or five invoices will be generated from that template, depending on whether or not the first payment falls due within the first few days of the date range. Be sure to enter a date range that will cover the date of the Next Inv. Date field in the templates. If none of the next invoice dates qualify to the date range specified, the system will display a message informing you that no recurring invoices have been set up.

oVendor # (From/To)

You may select All or Range. If you select Range, enter a range of vendors in the From/To fields to specify the vendors for whom you want to generate recurring invoices.

3.When you are done entering values in the Selection Criteria section, click the OK button to proceed.

4.The recurring AP invoice templates that fall due within the criteria specified in the Selection Criteria section are displayed in the selection grid. You may click the Show/Hide button to show/display the details of each recurring AP invoice template.

5.Mark the individual checkbox for each template from which you want to generate invoice(s); otherwise, unmark the checkbox.

6.When you are done with selecting the templates to generate, click the Generate button in the Transaction toolbar.

7.A dialog window will pop-up. Click the Yes button to confirm generation of AP invoices from the selected templates; otherwise, click the No button to cancel.

8.The system will generate recurring invoices based on the recurring AP invoice template you set up. It will show in the grid beneath the Selection Criteria area, all the AP invoices it generated. You may click the Show/Hide () next to the Recurring Invoice # column to show the Details tab which shows information about the invoice.

For companies with Canada country tax, you click the Show () button next to the Cycle # column in the Details tab to show the GST Claim and PST Claim tabs. These tabs shows the GST and PST taxable amounts, tax rate and corresponding tax amounts.

9.You may click the Summary Page which shows a summary of the number of invoices generated, total invoice amount, the amount that is applied for payment, and how much is applied as prompt-payment discounts.

Generate AP Invoice from Template

Generate AP Invoice from Template

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