Recurring AR Documents: Process Activity

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

Story

Suppose that SweetLife Fruits & Jams provides online training courses in the amount of $1,470 to Cafe French Bun for 2025. The trainings should be paid monthly in equal installments of $490. Acting a SweetLife accountant, you need to create a recurring AR invoice to be used as a template, create a schedule for the invoice, 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 Receivable Preferences (AR101000) form, the Hold Documents on Entry check box has been selected in the Data Entry Settings section.
• On the Customers (AR303000) form, the FRBUN (Cafe French Bun) customer has been configured.

Process Overview

In this activity, you will create an invoice to be used as a template on the Invoices and Memos (AR301000) form. On the Recurring Transactions (AR203500) form, you will create a schedule for this invoice. On the Generate Recurring Transactions (AR504000) form, you will run this schedule. On the Release AR Documents (AR501000) form, you will release the generated invoice. Finally, on the Invoices and Memos form, you will review this invoice and the original invoice 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 an Invoice to be Used as a Template

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

1. On the Invoices and Memos (AR301000) form, add a new record.
2. In the Summary area, specify the following settings:
   • Type: Invoice
   • Date: 1/30/2025
   • Customer: FOODCLVR
   • Description: Online training
3. On the Details tab, click Add Row and specify the following settings for the added row:
   • Branch: HEADOFFICE
   • Transaction Descr.: Online training
   • Ext. Price: 490
4. On the form toolbar, click Remove Hold to give the invoice the Balanced status.
5. Click Save to save the changes.

Step 2: Creating a Schedule for the Invoice

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

1. While you are still viewing the invoice that you have created and saved on the Invoices and Memos (AR301000) form, click Add to Schedule on the form toolbar.

   The Recurring Transactions (AR203500) form is opened.

2. Configure a schedule to repeat the invoice three times, on the last day of each month starting from January, by specifying the following settings:
   • Start Date: 1/30/2025 (or any date that is not after the first date when you need to execute the schedule)
   • Execution Limit (Times): 3
   • Description: Online training invoice
   • 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 a Schedule and Generating an Invoice

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

1. Open the Generate Recurring Transactions (AR504000) 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 invoice 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 (AR203500) form.
5. On the Generated Documents tab of this form, verify that the system has generated an invoice by using the template.

   Only one invoice 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.

6. Click the link in the Reference Nbr. column to open the invoice on the Invoices and Memos (AR301000) form.
7. On the form toolbar, click Remove Hold and click Save to save the changes.

Step 4: Releasing the Generated Invoice

To release the generated invoice, do the following:

1. Open the Release AR Documents (AR501000) form.
2. In the table, select the unlabeled check box for the $490 invoice to FRBUN.
3. Click Release on the form toolbar.
4. On the Invoices and Memos (AR301000) form, open the released invoice and go to the Financial tab.
5. Click the link in the Original Document box.

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