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.

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 Recurring AP Documents: General Information.

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.

Table 1. Recurrence Section In this section, you specify the recurrence settings of the schedule.
Element	Description
Frequency	The frequency of batch generation. One of the following options can be selected: Daily: The batches should be generated daily or every x days. If this option is selected, the Every x day(s) box is shown on the form. Weekly: The batches should be generated once a week or every x weeks. If this option is selected, the check boxes with days of the week are shown on the form. Monthly: The batches should be generated once per month or every x months. If this option is selected, the Recurrence box is shown on the form. By Financial Period: The batches will be generated only once per financial period or every x financial periods. If this option is selected, the Recurrence box is shown on the form.
Every x day(s)	An integer that specifies the time period (in days) when the document is generated. For example, 1 means every day and 2 means every other day, starting on the Start Date. This box appears on the form only if Daily is selected in the Frequency box.
Every x week(s)	An integer that specifies the time period (in weeks) for document generation. For this schedule type, enter an integer and use the check boxes to select the day of the week for document generation: Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, or Saturday. This box appears on the form only if Weekly is selected in the Frequency box.
Every x Month(s)	An integer that specifies the time period (in months) for document generation. (For example, a 3 here would generate documents every three months.) For this frequency type, you should enter an integer and select one of the options in the Recurrence box. This box appears on the form only if Monthly is selected in the Frequency box.
Every x Period(s)	An integer that specifies the 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. This box appears on the form only if By Financial Period is selected in the Frequency box.
Recurrence	A particular day of the month or week for document generation. One of the following options can be selected: Fixed Day of Month: The documents will be generated on the fixed day of a month. If this option is selected, a box for the selection of the day of month is displayed. Fixed Day of Week: The documents will be generated on the fixed day of a week. If you select this option, in the left box, select the ordinal number that indicates the week in the month, and in the right box, select the needed day of the week (for example, 2nd Thursday). If By Financial Period is selected in the Frequency box, one of the following options can be selected: Start Day of Period: The documents are generated on the start date of the financial period. End Day of Period: The documents are generated on the end date of the financial period. Fixed Day of Period: The documents are generated on a particular day of the financial period when documents should be generated. If you select this option, enter the day in the adjacent box. Attention: If 31 is specified in the adjacent box and a financial period has fewer than 31 days, the document will be generated on the last day of the period. This box appears on the form only if Monthly or By Financial Period is selected in the Frequency 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 2. 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.