Recurring AP Documents: Process Activity

The following activity will walk you through the processes of setting up and running schedules for recurring AP documents.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that SweetLife Fruits & Jams has insured its warehouses through Arc Insurance for 2025. The insurance should be paid monthly in equal amounts of $290. Acting as a SweetLife accountant, you need to create a recurring AP bill to be used as a template, create a schedule for the bill, and run the schedule to generate a document for January 2025.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

  • On the Enable/Disable Features (CS100000) form, the following features have been enabled:
    • Standard Financials, which provides the standard financial functionality
    • Multibranch Support, which supports multiple branches in your instance of MYOB Acumatica
    • Multicompany Support, which supports multiple companies within one tenant
  • On the Accounts Payable Preferences (AP101000) form, the Hold Documents on Entry check box has been selected in the Data Entry Settings section.
  • On the Vendors (AP303000) form, the ARCINS (Arc Insurance) vendor has been configured.

Process Overview

In this activity, you will create a bill to be used as a template on the Bills and Adjustments (AP301000) form. On the Recurring Transactions (AP203500) form, you will create a schedule for this bill. On the Generate Recurring Transactions (AP504000) form, you will run this schedule. On the Release AP Documents (AP501000) form, you will release the generated bill. Finally, on the Bills and Adjustments form, you will review this bill and the original bill that was used as a template.

System Preparation

Before you begin creating a schedule for recurring documents, do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as Anna Johnson by using the johnson username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2025. If a different date is displayed, click the Business Date menu button and select 1/30/2025 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.
  3. On the Company and Branch Selection menu on the top pane of the MYOB Acumatica screen, select the SweetLife Head Office and Wholesale Center branch.

Step 1: Creating a Bill to Be Used as a Template

To create a recurring bill with the Balanced status to be used as a template, do the following:

  1. On the Bills and Adjustments (AP301000) form, add a new record.
  2. In the Summary area, specify the following settings:
    • Type: Bill
    • Date: 1/30/2025
    • Vendor: ARCINS
    • Description: Insurance
  3. On the Details tab, click Add Row and specify the following settings for the added row:
    • Branch: HEADOFFICE
    • Transaction Descr.: Insurance
    • Ext. Cost: 290
  4. On the form toolbar, click Remove Hold to give the bill the Balanced status.
  5. Click Save to save the changes.

Step 2: Creating a Schedule for the Bill

To create a schedule for the bill, do the following:

  1. While you are still viewing the bill that you have created and saved on the Bills and Adjustments (AP301000) form, click Add to Schedule on the form toolbar.

    The Recurring Transactions (AP203500) form is opened.

  2. Configure a schedule to repeat the bill 12 times, on the last day of each month, by specifying the following settings:
    • Start Date: 1/30/2025
    • Execution Limit (Times): 12
    • Description: Insurance bill
    • Frequency: Monthly
    • Every: 1 month(s)
    • Recurrence: Fixed Day of Month 30
  3. On the form toolbar, click Save to save the changes.

Step 3: Running the Schedule and Generating a Bill

To run the schedule and generate a bill, do the following:

  1. Open the Generate Recurring Transactions (AP504000) form.
  2. In the Summary area, specify the following settings:
    • Execution Date: 1/30/2025
    • Stop After Number of Executions: Selected, 1
  3. In the table that displays recurring transaction schedules, select the unlabeled check box in the row of the only schedule, and click Run on the form toolbar to generate the bill according to the schedule.
  4. In the Processing dialog box, which opens, go to the Processed tab and click the link in the Schedule ID column to open the schedule in a separate window on the Recurring Transactions (AP203500) form.
  5. On the Generated Documents tab of this form, verify that the system has generated a bill by using the template.

    Only one bill has been generated because the schedule determines the dates on or after which each document can be generated; no documents can be generated ahead of time. The generated document has the same details as the scheduled document, but its transaction date is the date specified in the schedule.

Step 4: Releasing the Generated Bill

To release the generated bill, do the following:

  1. Open the Release AP Documents (AP501000) form.
  2. In the table, select the unlabeled check box for the $290 bill to ARCINS.
  3. Click Release on the form toolbar.
  4. On the Bills and Adjustments (AP301000) form, open the released bill and go to the Financial tab.
  5. Click the link in the Original Document box.

    The bill that has been used as a template is opened in a new browser tab. Notice that the status of the original bill is now Scheduled.