If you have customers to whom you issue standard invoices at regular intervals, such as charges for monthly rent, you can define records for the charges and customers, using the A/R Recurring Charges screen.
This topic provides an overview of recurring charges and how they are used in Accounts Receivable.
For information on the A/R Recurring Charges screen, see A/R Recurring Charges Screen.
For information on creating invoices for recurring charges, see A/R Create Recurring Charge Batch Screen.
You use the Recurring Charge screen to add records for the recurring charges you use and to assign them to customers. You can set up recurring charges only if you the Process Recurring Charges option is selected on the A/R Options screen.
Tip: You can enter an order number and purchase order number with each recurring charge.
You can create charges you intend to apply indefinitely, or you can set them up to stop once you have billed a maximum amount or reached a certain date, or once you have generated a certain number of invoices.
The schedule you attach to a recurring charge record determines the invoice frequency as well as the day on which to bill the charge, so that the charge is invoiced only if you create a recurring charge batch on or after that day.
You can also assign a billing cycle to each charge, and then invoice it at the frequency entered for the billing cycle.
If you attach a schedule that uses a reminder, the system reminds specific or all Sage 300 users to create invoices for recurring charges when they are due.
Users can then process the recurring charges directly from the Reminder List in Common Services, rather than from the A/R Create Recurring Charge Batch screen.
To limit the number of times you invoice a recurring charge, you can enter a start date and an expiration date for the charge. No invoices are created for the charge prior to its start date or after its expiration date.
You can also specify a maximum amount for a charge. When the maximum amount has been invoiced to the customer, no further invoices are created for the recurring charge.
You enter a terms code for each recurring charge. The code determines the due date for recurring charge invoices, as well as the discount percentage and period. You can change any of this information on the invoice.
You can allocate each recurring charge invoice total to up to five salespeople, and enter the percentage each salesperson earns of the commission on the recurring charge amount.
You can assign a ship-to location and enter the shipping method (carrier), FOB point, and any special instructions you want to print on the invoices.
If you use Order Entry, you can select a ship-via code that you have set up in Order Entry, or you can enter a code that you maintain elsewhere.
If you have specified a default ship via code and FOB point in the customer record, Accounts Receivable uses that information in the recurring charge record. However, if you have set up a primary ship-to location for the customer, Accounts Receivable uses the shipping details, including the ship via code and the FOB point, from the primary ship-to location record as the default.
You add recurring charge records as invoices, entering as many details as you require. You can enter summary details or item details.
If you select the Calculate Tax option on the Document tab, Accounts Receivable calculates taxes, if any, when you create a recurring charge batch.
If you do not select Calculate Tax, you must manually enter:
When you enter taxes manually, you must ensure that the total amount you enter for the authority on the Document Total screen equals the sum of the detail taxes for each tax authority.
You specify for each recurring charge whether to use item details or summary details when invoices are created. Accounts Receivable displays the default invoice type you specified on the A/R Options screen as the default for new recurring charge records.
You can distribute each detail of a recurring charge to a different distribution code or general ledger revenue account, and you can specify how to calculate taxes for each detail.
You can enter negative details, providing the document total is not negative, and you can add recurring charges whose details sum to zero.
Accounts Receivable also lets you enter a comment and optional fields with each recurring charge detail.
When you are ready to invoice the customers for the charges, you use the A/R Create Recurring Charge Batch screen to create the invoice batch automatically.
Any invoice optional fields that are set up for automatic insertion appear as defaults on the Optional Fields tab when you add a new recurring charge record.
Any invoice details optional fields set up for automatic insertion appear as defaults with any details you add to the recurring charge record.
You can edit the optional field entries, delete them, or add different optional fields that are set up for use on invoices or invoice details.
When you use the A/R Create Recurring Charge Batch screen to process recurring charges, only the optional fields and values specified in the recurring charge records are used in the generated recurring charge invoices.