21 Work with Recurring Vouchers

This chapter contains these topics:

• Section 21.1, "Working with Recurring Vouchers"

• Section 21.2, "Entering Recurring Vouchers"

• Section 21.3, "Reviewing Recurring Vouchers"

• Section 21.4, "Revising Recurring Vouchers"

• Section 21.5, "Recycling Recurring Vouchers"

21.1 Working with Recurring Vouchers

If you owe a supplier a specific amount on a regular basis, such as a lease payment, set up your Accounts Payable system to create the voucher on a recurring basis.

To set up a recurring voucher, you first specify the initial payment, the total number of payments, the recurring frequency, and the accounting distributions for the periodic voucher amount.

Figure 21-1 Recurring Vouchers

Description of "Figure 21-1 Recurring Vouchers"

On a periodic basis, you generate a copy of the original voucher. This copying process is called recycling. The recycled voucher has its own document number and batch that is different from the original voucher.

Figure 21-2 Recycling a Voucher

Description of "Figure 21-2 Recycling a Voucher"

When you recycle vouchers, you use a slightly modified version of the JD Edwards World three-tier processing steps:

1. Recycle - Recycle the vouchers that you want to submit for payment. You can do this at any time, but usually you recycle on a weekly, monthly, or quarterly basis. The system creates a new voucher.

2. Review and Approve - Review and approve the batches.

3. Post - Post the batches to the general ledger.

Information about recurring vouchers is maintained in the A/P Ledger (F0411) and Account Ledger (F0911) tables.

See Also:

• Chapter 5, "Overview to Voucher Processing"for more information about three-tier processing

21.1.1 Example: Recurring Vouchers

You enter the following voucher in the system:

Figure 21-3 Voucher Example

Description of "Figure 21-3 Voucher Example"

Voucher 1267 is the original voucher and is the first of four vouchers. When you recycle this voucher, it is used as a "master" to copy information to the next quarterly voucher. If you do not recycle voucher 1267, it is the only voucher in the system.

The first time you run the recycle program, the following occurs:

Figure 21-4 Recycled Voucher, First Run

Description of "Figure 21-4 Recycled Voucher, First Run"

The system copies voucher 1267 to a new voucher, 2275. Voucher 1267 no longer contains a recurring frequency or number of payments.

Figure 21-5 Voucher 2275

Description of "Figure 21-5 Voucher 2275"

Voucher 2275 has a quarterly recurring frequency, three remaining payments, and updated invoice and G/L dates.

21.2 Entering Recurring Vouchers

Navigation

From Accounts Payable (G04), choose Supplier & Voucher Entry

From Supplier & Voucher Entry (G0411), choose Other Voucher Entry Methods

From Other Voucher Entry Methods (G04111), choose Standard Voucher Entry

To pay a supplier on a periodic basis, enter a recurring voucher. The system assigns a document type of PR to recurring vouchers.

To enter a recurring voucher

On Standard Voucher Entry

Figure 21-6 Standard Voucher Entry screen

Description of "Figure 21-6 Standard Voucher Entry screen"

1. Follow the same steps for entering information for a standard voucher.

   See Section 8.1, "Entering Standard Vouchers".

2. Choose Details.

   Figure 21-7 Standard Voucher Entry screen (Details area)

   
   Description of "Figure 21-7 Standard Voucher Entry screen (Details area)"
   
   

3. Complete the following fields:

   • Recurring Frequency

   • Number of Payments

Field	Explanation
Recurring Frequency	A code to designate that a voucher or invoice payment is to be set up as recurring. If a frequency is defined, the number of recurring payments must also be defined. These two pieces of information are used when you run the Recycle Recurring Voucher/Invoices program. If you specify a recurring frequency in voucher or invoice entry, you cannot enter multiple pay items. Valid recurring frequency values are: MO – Monthly AN – Annually WK – Weekly QT – Quarterly SA – Semiannually BW – Biweekly
Number of Payments	Identifies the total number of recurring payments to be made for an invoice or a voucher. For recurring payments, enter the total number of payments including the original invoice or voucher. The invoice or voucher you are currently entering is the first payment. When the next recurring payment is created, this value is reduced by 1. For example, if twenty payments are to be made, enter 20 during invoice entry or voucher entry. The next time a new recurring payment is created, the number of payments will be 19.

21.3 Reviewing Recurring Vouchers

Navigation

From Accounts Payable (G04), choose Supplier & Voucher Entry

From Supplier & Voucher Entry (G0411), choose Other Voucher Entry Methods

From Other Voucher Entry Methods (G04111), choose Recurring Voucher Report

After you enter recurring vouchers, you might want to verify them before running the recycle program.

Normally, you review vouchers to be recycled online. However, if you have numerous vouchers to review, the Recurring Voucher Report is a more usable format. This report is the traditional voucher journal that is used for proofing and balancing. It shows transactions from the A/P Ledger table (F0411) and related information from the Account Ledger table (F0911).

This is a DREAM Writer report.

See Also:

• Section 13.1, "Reviewing Vouchers" for information about reviewing vouchers online

• Section 21.4, "Revising Recurring Vouchers" for information about updating recurring vouchers

• Section 99.4, "Voucher Journal Report (P04305)" for information about processing options

21.4 Revising Recurring Vouchers

Navigation

From Accounts Payable (G04), choose Supplier & Voucher Entry

From Supplier & Voucher Entry (G0411), choose Other Voucher Entry Methods

From Other Voucher Entry Methods (G04111), choose Recurring Voucher Inquiry

Before you recycle your recurring vouchers, you might choose to revise them. The system assigns a new document number each time it generates a recurring voucher. Therefore, there are no conflicts with old recurring voucher information. You can:

• Change selected information

• Cancel the voucher

• Delete the voucher

This program updates information in the Account Ledger table (F0411).

To revise a recurring voucher

On Recurring Voucher Inquiry

Figure 21-8 Recurring Voucher Inquiry screen

Description of "Figure 21-8 Recurring Voucher Inquiry screen"

1. Display all recurring vouchers by pressing Enter, or complete any of the following fields to limit your search:

   • Company

   • G/L offset

   • Net Due Date

   • Recurring Frequency

2. Change any information in the following fields:

   • Payment Remark

   • Net Due Date

   • Invoice Number

3. Choose Full Detail (optional).

   Figure 21-9 Recurring Voucher Inquiry screen (Details area)

   
   Description of "Figure 21-9 Recurring Voucher Inquiry screen (Details area)"
   
   

4. Change any information in the following fields:

   • Recurring Frequency

   • Number of Payments

   • Invoice Date

5. To change any additional fields, choose Voucher Entry for a recurring voucher.

   Figure 21-10 Voucher Entry screen (Recurring Voucher)

   
   Description of "Figure 21-10 Voucher Entry screen (Recurring Voucher)"
   
   

6. On Voucher Entry, change any information in the following fields:

   • Gross Amount

   • Discount Available

21.4.1 What You Should Know About

Topic	Description
Revising paid vouchers	If a voucher is paid, you can only update the recurring frequency and number of remaining payments on Recurring Voucher Inquiry.
Canceling recurring vouchers	To cancel a recurring voucher, clear the Recurring Frequency and Number of Payments fields. After you cancel a recurring voucher, you cannot change or reactivate it. A new voucher will need to be entered.
Deleting/Voiding recurring vouchers	You can delete or void a recurring voucher that has never been recycled. To do so, use Standard Voucher Entry and follow the normal steps for deleting an unposted voucher or voiding a posting voucher.

21.5 Recycling Recurring Vouchers

Navigation

From Accounts Payable (G04), choose Supplier & Voucher Entry

From Supplier & Voucher Entry (G0411), choose Other Voucher Entry Methods

From Other Voucher Entry Methods (G04111), choose Recycle Recurring Vouchers

After you enter, review, and revise recurring vouchers, recycle them to create a new batch of vouchers. Recycling recurring vouchers generates vouchers that are based on the number of payments and recurring frequency you specify when you set up the recurring voucher.

When you recycle a voucher, the system makes a copy of the previous copy and updates the appropriate fields. The system repeats this process every time you recycle the voucher until the number of payments equals one. You do not have to pay existing recurring vouchers to generate the next batch of recurring vouchers.

This program updates information in the following tables:

• Batch Header (F0011)

• Supplier Master (F0401)

• Account Ledger (F0411)

• Account Ledger (F0911)

This is a DREAM Writer process.

21.5.1 What Happens When You Recycle Recurring Vouchers?

When you Recycle Recurring Vouchers (P048101) the system:

• Removes the recurring frequency and number of payments on the original voucher.

• Creates a new voucher and updates the following:

  • Voucher number with a new number

  • Document type, based on processing option

  • Batch number with a new number

  • Number of payments (decreases by one)

  • G/L date and net due date, using the recurring frequency to calculate the next date

  • Invoice date and number, according to the processing options

• Updates the A/P Ledger (F0411) and the General Ledger (F0911) for the new voucher.

• Creates an error report, if errors exist. The errors might occur for the following reasons:

  • Accounting distribution records are not created. This happens when there are no matching records in the Account Ledger table (F0911) for the recurring voucher.

  • The G/L date for the newly created voucher is for a prior fiscal year (PYEB) or the G/L date is for a prior month (PBCO).

  • The prior month dates were not specified in the general accounting constants.

  • The G/L date does not fall within a valid fiscal date pattern for the company.

When you recycle a voucher for the first time, the system:

• Makes a copy of the original voucher

• Changes the recurring frequency and number of payments on the original voucher to blank

• Duplicates the recurring frequency from the original to the copy

• Subtracts one payment from the number of payments of the original voucher

21.5.2 Before You Begin

• Set up a separate version for each recurring frequency you use, for example, monthly, quarterly, and annually. Use data selection to choose only those vouchers with a specific frequency.

• Set up a next numbers series for recurring vouchers (optional).

21.5.3 Processing Options

See Section 100.3, "Recycle Recurring Vouchers (P048101)".