How to Create Repetitive AP Invoices in Sage 100

Summary

How to create and use Repetitive Invoices in the Accounts Payable module for Sage 100 ERP.

Create and maintain repetitive invoices for Payable items such as rent or service contracts using Repetitive Invoice Entry. After the items are set up, they can be selected to create entries in Invoice Data Entry for processing. Each time a repetitive invoice is processed, the last-billed date for the invoice is updated.

Resolution

To create a repetitive invoice:

Open Accounts Payable, Main menu, Repetitive Invoice Entry
Select a vendor in Vendor No. field and enter a Reference code
- Note: A reference code is user-defined and allows multiple repetitive invoice entries to be maintained for the same vendor
Specify a Billing Cycle
- Example: M may be used to represent monthly or Monday billings, and Q for quarterly billings
Specify a Start Billing Date
Enter a number in the Number of Payments field. Enter 0 if # of payments is unknown.
Enter an amount in the Invoice Amount field
Specify the Term Code, Discount Amount, Original Amount, Bill to Date, etc.
The Date Last Billed and Times Billed fields are tracked by the system as the entry is used during Repetitive Invoice Selection and when the invoices are updated.
Go to the Lines tab, select a GL Account, and enter a dollar amount in the Amount field.
Click the Accept button to save.

To use Repetitive Invoices:

Open Accounts Payable, Main menu, Repetitive Invoice Selection.
- Note: If using batches, click the # button to obtain the next available batch number and click OK
Enter the appropriate selection criteria and click Proceed
- Note: If invoices are created, the Clear button becomes available
Click the Print button to print the Invoice Register.
If invoices are correct, print the Invoice Register when prompted and update.
- If invoices are incorrect, do not update the Invoice Register
- If selection is correct but need to correct Invoice, select invoice in Invoice Data Entry.
To start the selection process again, open Accounts Payable, Main menu, Repetitive Invoice Selection.
- Click the Clear button. Note: This clears all invoices from the selection.
- Make the necessary changes to the Repetitive Invoice Entry and/or re-enter the Repetitive Invoice Selection.
- If changes need to be made to the invoices, open Accounts Payable, Main menu, and Invoice Data Entry. (Note: This only fixes the current invoice and does not change the repetitive invoice.)
- Reprint the invoice and Invoice Register to confirm the corrections.
- Update the Invoice Register

Note: Invoices selected for payment are assigned an invoice number consisting of the invoice Reference Code, followed by the invoice date entered (for example, RENT053110