Understanding the Recycle Process

After you enter, review, and revise recurring invoices, you recycle them to create a new batch of transactions for the next month, quarter, or year. The Recycle Recurring Invoices program (R03B8101) generates a new transaction based on the number of payments and the recurring frequency that you specified when you created the original recurring transaction. When you recycle an invoice, the system makes a copy of the previous transaction and updates the appropriate fields. It repeats this process every time you run the recycle program until the number of payments equals one. When one payment remains, the transaction no longer recycles. For example, to set up a recurring invoice for one year, you set the number of payments to 12. Because the original transaction is the first payment, the recycle program does not consider transactions that have one payment remaining.

You do not have to pay an existing invoice or voucher to generate the next cycle of recurring transactions.

This process updates information in these tables:

• F0011

• F03B11

• F0911

When you recycle recurring invoices, the system:

• Removes the recurring frequency and number of payments from either the original transaction or the most recent copy of the transaction.

• Creates a new invoice and updates the:

  • Document number with a new number.

  • 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 according to the processing options.

  • Invoice number (vouchers only) according to the processing options

• Creates an exception report that lists the number of invoices that were successfully recycled, and the number of transactions that could not be recycled due to errors (exceptions). You can view error messages in the Work Center. These errors include:

  • No accounting distribution records created. This occurs when no records are found in the Account Ledger table for the recurring invoice or voucher.

  • G/L date is for a prior fiscal year (PYEB).

  • G/L date is for a prior period (PBCO), and Allow PBCO Postings is not selected in the General Accounting Constants program (P0000).

  • G/L date does not occur in a fiscal date pattern for the company.

After recycling recurring invoices, you must post them to the general ledger.

A customer does not have to pay an existing invoice to generate the next cycle of recurring transactions.