Recurring Transactions

Form ID: (AP203500)

You use this form to create and maintain schedules for the AP documents that repeat regularly. You create a schedule and add one document or multiple documents of the following types to this schedule: Bill, Credit Adjustment, Debit Adjustment, and Prepayment. You can also add documents to an existing schedule or schedules.

Note:

Only AP bills can be added to the schedule.

Only documents with the Balanced status can be scheduled. Once you assign a document to a schedule, its status changes to Scheduled.

A schedule defines how often and how many times generation of the assigned documents should repeat. The system uses the original documents as templates to generate similar documents with transaction dates and some other details changed. For details, see Configuring Schedules for Recurring Documents.

On this form, you can also view the details of the active and completed schedules.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Run Now	Initiates the process of running a schedule and generating documents according to the schedule.

Summary Area

In this area, you can create a new schedule and edit or delete any existing schedule.


Element	Description
Schedule ID	The identifier of the schedule. The system assigns a new schedule its unique identifier in accordance with the numbering sequence assigned to schedules on the Accounts Payable Preferences (AP101000) form.
Active	A check box that indicates (if selected) that the schedule is active. When the check box is cleared, the schedule cannot be used.
Start Date	The start date for the schedule.
Expiration Date	A date that, if set, indicates when the schedule expires. This box is unavailable if the Never Expires check box is selected.
Never Expires	A check box that indicates (if selected) that no expiration date is set.
Execution Limit (Times)	The maximum number of times the schedule can be executed. This box is unavailable when the No Limit check box is selected.
No Limit	A check box that indicates (if selected) that the schedule should be continued into future financial periods indefinitely. When you select this check box, the Execution Limit box becomes unavailable.
Description	A description for the schedule.
Last Executed	A read-only box that displays the date when the documents were last generated. If no documents were generated according to the schedule, the box is unavailable.
Next Execution	A read-only box that displays the date when the schedule should be executed next, based on the schedule settings.
Executed (Times)	A read-only box whose value shows how many times the schedule was executed—that is, how many times the documents were generated. A 0 here indicates that the schedule has not been executed yet and no documents have been generated.
Schedule Type	The frequency at which documents should be generated. Click one of the following option buttons, which are described in detail in the next sections: Daily: The documents should be generated daily or once every x days. Weekly: The documents should be generated once a week or once every x weeks. Monthly: The documents should be generated once per month or once every x months. By Financial Period: The documents will be generated only once per financial period or once every x financial periods. Select the schedule type, and then enter the settings specific to the type in the corresponding section.

Table 1. Daily Section
Element	Description
Every x Day(s)	An integer that specifies the time interval (in days) for document generation. For example, 1 would mean every day and 2 would mean every other day, starting on the Start Date.

Table 2. Weekly Section
Element	Description
Every x Week(s)	An integer that specifies the time interval (in weeks) for document generation, with the boxes indicating the day or days of the week when the documents should be generated: Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, or Saturday.

Table 3. Monthly Section
Element	Description
Every x month(s)	An integer that specifies a time interval (in months) for generating documents. For example, a 3 here would generate the documents every three months. For this schedule type, you should enter an integer and select one of the option buttons below this box.
On Day	An option button that you select if you want to select a particular day of the month. If you select this button, you should select the day of the month for the bill in the adjacent box.
On the Nth Day of the Week	An option button that you can select if you want to select a particular day of the week within the month. If you select this button, you should also select the ordinal number in the left box that specifies the week in the month, and the day of the week in the right box—for example, 2nd Thursday.

Table 4. By Financial Period Section
Element	Description
Every x Period(s)	An integer that specifies a time interval for document generation, measured in financial periods. In addition to selecting this integer, you should select one of the following option buttons, which determine when documents should be generated.
Start of Financial Period	An option button that sets the start date of the financial period as the day when documents should be generated.
End of Financial Period	An option button that sets the end date of financial period as the day when documents should be generated.
Fixed Day of the Period	An option button that you use if documents should be generated on a particular day of the financial period. If you select this button, select the particular day in the box.

Document List Tab

On the Document List tab, you can assign one document or multiple documents to the schedule. You can select documents from the list of those with a status of Balanced. Other columns in the row display the selected document's details.

Table 5. Table Columns
Column	Description
Type	The type of the AP document. The following types of documents can be scheduled: Bill, Credit Adjustment, Debit Adjustment, or Prepayment.
Reference Nbr.	The ID of the original document, which is used as a template. Other columns in the row are read-only and display the details of the original document.
Vendor	The ID of the vendor whose document is being scheduled.
Vendor Name	The complete name of the vendor as it appears on the documents.
Date	The date of the transactions.
Post Period	The financial period to which the transactions should be posted.
Amount	The amount of the original document.
Currency	An identifier of the currency used for the document.
Description	A user-defined description for the document.

Generated Documents Tab

This tab displays the list of documents generated from this schedule being run.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Type	The document type, which can be one of the following: Bill, Credit Adjustment, Debit Adjustment, or Prepayment.
Reference Nbr.	The reference number of the generated document.
Vendor	The vendor whose document was generated.
Vendor Name	The complete name of the vendor as it appears on the documents.
Status	Status of the generated document.
Date	The date of the transactions.
Post Period	The financial period to which the generated transactions should be posted.
Amount	The amount of the generated document.
Currency	The identifier of the currency used for the document.
Description	The user-defined description of the document.