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Prerequisite

   Define periods in the Special Calendar window. See: Special Calendar.

   If you want to use Distribution Set for the recurring invoices, define Full Distribution Sets. See: Distribution Sets.

   To define a recurring invoice template:

1. In the Recurring Invoices window, enter the Supplier information.

2. Enter the Period information. Select a Period Type that determines the frequency of the recurring invoice. For example, Month or Quarter.

In the Number of Periods field, enter the total number of invoices you want to create over the life of the template.

In the First field, enter the first period for which you want to create an invoice. The period must be open or future.

3. In the Template Definition region, enter the template Number, which must be unique for the supplier. When you create invoices based on the template, Payables creates the invoice number for each invoice by appending the name of the recurring invoice period to the template Number.

Select the Payment Method with which you will pay the invoices you create with this template.

Enter the payment Terms you want to use to schedule payment for each invoice you create with the template.

Enter additional information, if applicable:

• Optionally change the invoice currency, which is your functional currency unless you have a supplier site default. If you enter a foreign currency, enter exchange rate information when you create invoices based on the template.

• Optionally enter a Hold name to prevent the creation of invoices using this template until you release this hold by clearing this field.

• Optionally enter the template description. Payables uses the template description as invoice distribution descriptions if purchase order or Distribution Set descriptions are unavailable.

• Optionally override the Liability Account which will be assigned to each invoice created from this template.

• Optionally enter the Expiration Date, the date after which invoices cannot be created using this template. Invoices you create before the Expiration Date can have invoice dates after the Expiration Date.

• Optionally enter the GL Date, which will default to each invoice you create with this template. Leave this field blank to have Payables use the beginning date of the recurring invoice's period.

• Optionally check Pay Alone if each invoice should be paid on a separate payment document.

4. Select the Distribution Origin you want to use. You create distributions for the recurring invoices either by using a Distribution Set or by matching to a purchase order shipment.

Attention: If you use Distribution Sets for recurring invoices, you can use only Full Distribution Sets.

5. Enter the recurring invoice amounts in one of the following two ways:

• If you know the total sum of the recurring invoices you will create, enter the Control Amount and Payables will calculate and enter the First Amount.

• If you know what the periodic recurring invoice amount will be, enter the amount of your first invoice in the First Amount field. Payables will calculate and enter the Control Amount field.

If applicable, enter the Change and Special Invoice Amount fields:

• If you want the invoices to increase or decrease by a set percentage from period to period, enter the percentage in the Change field, and Payables will recalculate the Control Amount.

• If you want to create a special invoice amount to record a deposit or balloon payment, enter one or two Special Invoice Amounts and the Periods in which you want to create invoices for them, and the system will recalculate the Control Amount. When Payables creates the invoice for that period, the invoice amount equals the special amount.

6. If you are paying the supplier electronically, in the Supplier Bank region, enter or confirm the supplier remit-to bank.

7. Save your work.

See Also

Recurring Invoice Restrictions

Entering Recurring Invoices

Creating Recurring Invoices

Withholding Taxes from Recurring Invoices

Entering Taxes on Invoices

Foreign Currency Transactions

Adjusting Invoices

Scheduling Invoice Payments