Program APRM, Recurring Voucher Maintenance, is used to add, delete, and maintain recurring vouchers. Once a recurring voucher has been entered in this program, it can be generated when needed with program APRG, Recurring Invoice Generation.
Recurring vouchers can be used for an invoice that recurs periodically. For example, the rent for a building could be a recurring voucher. You have the choice of entering the invoice each time in program APVM, Voucher Entry/Maintenance, or you can enter the invoices that recur in this program and then run program APRG, Recurring Invoice Generation, to generate the invoice when it is due.
Distribution codes can be entered on the recurring voucher, or if the vendor's charges are always distributed to the same accounts, they can be attached to the Vendor Master record. The Account Distribution Code defaults to the voucher and can be changed or removed on the voucher. You can use the List of Values to select the general ledger account number to which you wish to distribute the invoice amount.
There are two types of recurring vouchers. Recurring vouchers can be Fixed or Variable.
Fixed recurring vouchers will always have the same invoice total. The distribution for fixed recurring vouchers can either be fixed, percent, or mixed.
Variable recurring vouchers have varying invoice totals for each period in which they occur. Invoice totals are entered when the recurring vouchers are generated in program APRG, Recurring Invoice Generation. The distribution for variable invoices can be percent or mixed.
For more information about distribution, see the Distribution Calculation section.
There are three types of distribution calculation: fixed, percent, and mixed. Fixed recurring vouchers can use any of the three types. Variable recurring vouchers can only use percent and mixed.
Fixed Fixed distribution requires you to enter the exact dollar amounts that will be distributed to the accounts. Fixed distribution calculation is only used with fixed recurring vouchers.
Percent Percent distribution requires you to enter the percentage of the invoice amount that will be distributed to the accounts.
For variable recurring vouchers, the dollar amount to be distributed is calculated when the voucher is generated with program APRG, Recurring Invoice Generation. The distribution can then be viewed in program APVM, Voucher Entry/Maintenance.
For fixed recurring vouchers, the dollar amount is calculated by pressing the [Apply %'s to Remaining Amount] button after the percentages have been entered. The program will then calculate the dollar amount that will be distributed into that account from the Invoice Ctrl Total entered on page one. The distribution calculation type is changed to fixed and the voucher can be generated with program APRG, Recurring Invoice Generation.
Mixed Mixed distribution calculation allows you to enter both percentages and fixed dollar amounts for distribution. This distribution calculation type can be used with both variable and fixed recurring vouchers.
To calculate a mixed distribution, the program first subtracts the dollar amounts from the invoice total and distributes them to the proper accounts. Then, the program takes the remainder of the invoice total and distributes according to the entered distribution percentages.
For fixed recurring vouchers, when both the percentages and dollar amounts have been entered, the [Apply %'s to Remaining Amt] button must be pressed. The program will calculate the distribution and enter dollar amounts in place of the percentages. The distribution calculation will be changed to fixed.
For variable recurring vouchers, the calculation occurs when the voucher is generated in program APRG, Recurring Invoice Generation.
For Mixed distribution calculations, if the invoice total is less than the fixed dollar amount that is to be distributed, then the fixed dollar amount will be distributed to the correct accounts, and the remaining negative amount will be deducted from the accounts with the percentage distributions.
For example, suppose you set up the voucher to distribute $30.00 of the invoice amount to the cash account and to distribute 100% of the remaining invoice amount to the accounts payable miscellaneous account. Suppose also that the invoice total was $20.00. When the mixed distribution is calculated, the $30.00 will be distributed to the cash account and the ten dollar difference will be deducted from the accounts payable miscellaneous account.
1. Enter a recurring voucher number.
2. Select type of voucher that will be generated. The choices are regular, credit memo, and debit memo.
3. Enter the vendor number for the voucher.
4. You can change the terms code, if desired.
5. If this is a 1099 invoice, set the 1099 invoice flag to on.
6. The accounts payable liability account defaults from the vendor record. If no accounts payable account is included in the vendor record, one must be entered here for the voucher.
7. The payment method must be CCK - computer generated check.
8. The bank code defaults from the vendor record. If no bank code exists in the vendor record, one must be entered here for the voucher.
9. The account distribution code defaults from the vendor record. If one does not exist in the vendor record, you can enter an account distribution code. The account distribution code is not mandatory.
10. Enter the date for the final invoice that will be sent from this vendor.
11. Enter the date for the next invoice.
12. There are two recurring voucher types that can be generated. For fixed invoices, see step 13. For variable invoices, see step 14.
13. For a fixed recurring voucher, complete the following steps.
Enter the invoice total in the Invoice Ctrl Total field.
Set the frequency for which the voucher will be generated. Choices are Month, Week, Quarter, and Year.
Set the status of the recurring voucher. The status can be active or inactive. Inactive recurring vouchers cannot be generated with program APRG, Recurring Invoice Generation.
Set the recurring type to Fixed.
Your distribution calculation can be Percent, Fixed, or Mixed.
Percent will distribute a certain percentage of the invoice amount to the account.
Fixed will distribute a fixed amount to the account.
Mixed allows you to assign a percentage to some accounts and a fixed dollar amount to others for distribution.
Press [Commit] and press the [GL Details] button.
Enter the accounts to which you wish to distribute the invoice amount. If you entered a distribution code on page one, the distribution will be displayed here. The distribution can be changed.
Enter the amounts that will post to the general ledger account.
For a distribution calculation of Percent, the figure that you enter in the Amount field is a percentage of the invoice amount.
For a distribution calculation of Fixed, the figure that you enter in the Amount field is a dollar amount.
For a distribution calculation of Mixed, the figure that you enter in the Amount field can be a percentage or a dollar amount. This is indicated by the pop-list to the right of the Amount field. A % indicates a percentage while a $ indicates a dollar amount.
If you are using a Fixed distribution calculation, when the Amt Remaining field displays .00, you have completed entering the voucher. Press [Commit].
If you are using either a Percent or a Mixed distribution type, when the Percent Remaining Field displays .00, press the [Apply %'s to Remaining Amt] button. This will change the percentages that you entered to dollar amounts. Press [Commit].
For Mixed distribution calculations, if the invoice total is less than the fixed dollar amount that is to be distributed, then the fixed dollar amount will be distributed to the correct accounts, and the remaining negative amount will be deducted from the accounts with the percentage distributions.
For example, suppose you set up the voucher to distribute $30.00 of the invoice amount to the cash account and to distribute 100% of the remaining invoice amount to the accounts payable miscellaneous account. Suppose also that the invoice total was $20.00. When the mixed distribution is calculated, the $30.00 will be distributed to the cash account and the ten dollar difference will be deducted from the accounts payable miscellaneous account.
14. For a variable recurring voucher, complete the following steps.
Set the frequency for which the voucher will be generated. Choices are Month, Week, Quarter, and Year.
Set the status of the recurring voucher. The status can be active or inactive. Inactive recurring vouchers cannot be generated with program APRG, Recurring Invoice Generation.
Set the recurring type to Variable.
Your distribution calculation can be Percent or Mixed.
Percent will distribute a certain percentage of the invoice amount to the account.
Mixed allows you to assign a percentage to some accounts and a fixed dollar amount to others for distribution.
Press [Commit] and press the [GL Details] button.
Enter the accounts to which you wish to distribute the invoice amount. If you entered a distribution code on page one, the distribution will be displayed here. The distribution can be changed.
Enter the amounts that will post to the general ledger account.
For a distribution calculation of Percent, the figure that you enter in the Amount field is a percentage of the invoice amount.
For a distribution calculation of Mixed, the figure that you enter in the Amount field can be a percentage or a dollar amount. This is indicated by the pop-list to the right of the Amount field. A % indicates a percentage while a $ indicates a dollar amount.
Press [Commit] when the Percent Remaining Field displays .00.
For Variable vouchers with a mixed distribution calculation, when the voucher is generated, if the invoice amount that is entered is less that the fixed distributed dollar amounts, the difference in the amounts will be deducted from the accounts with a percentage distribution calculation.
For example, suppose you set up the voucher to always distribute $30.00 of the invoice amount to the cash account and to distribute 100% of the rest of the invoice amount to the accounts payable miscellaneous account. Then, in program APRG, Recurring Invoice Generation, you entered an invoice amount of $20.00. When you ran program APVM, Voucher Entry/Maintenance, to maintain the voucher, $30.00 would be distributed to the cash account and the ten dollars that was not included in the invoice amount would be deducted from the accounts payable miscellaneous account.
14. Run program APRG, Recurring Invoice Generation, when you have finished entering the desired recurring vouchers.
For fixed recurring vouchers, this button is used with the percent and mixed distribution calculations. Pressing this button will distribute the amount to distribute to the accounts that have percentage distributions.
Press this button to enter the general ledger accounts to which this invoice will be distributed.