A/R Recurring Charges Screen

Click this button to view and edit the information for a detail (including tax information) in a separate screen. For more information, see A/R Detail Accounts/Taxes Screen (Invoices).

Click the Add button to add a new transaction. The button name then changes to Save.

If you edit a transaction you added previously, click Save to record your changes.

Click this button to close the screen.

Click this button to create an invoice manually for a recurring charge.

Example: You might need to create an invoice manually if you accidentally delete an invoice from a recurring charge batch, or if you need to create an additional invoice for some other reason.

Click this button to delete a selected record, account, batch, or transaction.

This is the amount for the detail you are entering.

If you use multicurrency accounting, you enter the amount in the customer's currency.

When you enter a distribution code, the program displays the description for the code.

You can use the displayed description or type another description for the detail.

You use this option to specify whether a selected detail is subject to the invoice discount.

Example: If you do not give discounts on freight charges, you can exempt a freight detail from the invoice discount.

To indicate that a detail is not discountable, you clear the Discountable option for the detail on the Detail Accounts/Taxes screen, or select No for the option on the detail table.

The distribution code identifies the general ledger revenue account for the detail. If you prefer, you can enter the general ledger account number manually.

If you are using the Accounts/Taxes screen (select a detail line, and then click Accounts/Taxes or press F9), the description for the code also appears.

Specify the type of details to use on invoices that you generate for this recurring charge:

• Summary. This type of detail includes just enough information to update your receivables records and general ledger revenue account. Use summary details when you do not maintain an inventory or when you update inventory information outside of Accounts Receivable.
• Item. This type of detail lets you use a price list when entering details, and update receivables records as well as the revenue, inventory, and cost of goods sold general ledger accounts (the last two accounts are optional).

This field indicates whether optional fields are assigned to the document detail. If any invoice details optional fields are set for automatic insertion on invoices, the field will be selected when you add a new detail to an invoice, credit note, debit note, or recurring charge.

If you use exactly the same optional fields in customer records and on invoices, the program assigns the optional field values used in the customer record to transaction details that you add in the Invoice Entry and Recurring Charges screens.

You can accept or delete the optional fields that appear as defaults, and you can add other optional fields that you have set up for invoice details. You can also change the optional field values used in document details.

For job-related details:

• If the invoice details optional fields used on an invoice detail are identical to those assigned to the contract, Accounts Receivable uses the optional field values from the contract as default values for the details.
• If you assign to a job-related detail an optional field that is not assigned to the contract, the program displays the default value for the invoice details optional field. You can also change the values, as you can for any invoice, credit note, or debit note.

For more information, see:

• Editing Optional Fields for an Invoice Detail
• About Optional Fields for Job-Related Transactions

This field appears on the Detail Accounts/Taxes screen and on the Detail tab.

If you did not enter a distribution code, or if you want to change the revenue account for this detail, enter the general ledger revenue account number to which you post transactions entered for the customer.

This is the amount (before included taxes) that will be used to calculate tax for each tax authority.

The account set from the customer record appears in this field as the default. It specifies the general ledger receivables control, payment discounts, prepayment liability, retainage, and write-offs accounts to which the transaction will be distributed.

You can change the account set for a particular invoice or recurring charge record. If you use multicurrency, however, the new account set must use the same currency as the customer's account set.

This field includes amounts from all invoices generated for the recurring charge since the last time you used the Clear Total Recurring Charge Amounts option on the Year End screen.

This field displays the amount of the last invoice created for this customer and recurring charge code.

The customer's currency appears in this field when you enter the customer number in a multicurrency system.

If the recurring charge uses the Maximum Amount expiration type, the program displays in this field the sum of the unposted and posted total invoiced amounts from the Statistics tab.

If the recurring charge uses the Number Of Invoices expiration type, the program displays in this field the sum of the unposted and posted number of invoices from the Statistics tab.

This description appears with the document information on the Invoice Batch Listing and the Invoice Posting Journal.

Use this field to specify whether to restrict invoices beyond a specific date, a maximum amount, or a specified number of invoices.

Depending on your choice for the expiration type, you enter additional information about the recurring charge, as follows:

• If you select Specific Date, you also enter an expiration date for the recurring charge. Accounts Receivable does not create any invoices for the recurring charge after its expiration date. The program warns you when it creates the final invoice before the recurring charge expires, so that you can update the recurring charge record, if necessary.
• If you select Maximum Amount, you must also specify the maximum amount for the recurring charge. Once you have invoiced the maximum amount, Accounts Receivable creates no more invoices for the recurring charge.
• If you select Number of Invoices, specify the number of invoices to process for the recurring charge. Once the specified number of invoices has been created, Accounts Receivable creates no additional invoices.
• If you select No Expiration, Accounts Receivable creates invoices indefinitely for the recurring charge.

If you want to prevent this charge from being used but do not want to delete it, you can make it inactive. Accounts Receivable displays the system date at the time you selected the option, so that later you can find out when the record was made inactive.

You can reactivate the recurring charge at any time.

This field shows the recurring charge total before tax is included.

Select the Job Related option if the recurring charge is for a project you are managing using Sage 300 Project and Job Costing.

When you select the option, additional fields appear in the detail-entry table to let you enter job-related information.

When you post invoices generated for the recurring charge, Accounts Receivable updates the specified contract, project, category, and (if required) the resource in Project and Job Costing.

Accounts Receivable automatically updates this field when you generate an invoice for the recurring charge. You cannot change the date.

The program updates this field when you create a recurring charge batch that includes this recurring charge for a customer.

If no invoice is created because the maximum amount for the charge has already been invoiced, the program does not update the field.

This field displays the date of the last change to this recurring charge record.

This field displays the maximum amount that can be charged on this recurring charge.

If the new charge plus the Amt. Invoiced To Date exceeds the maximum amount, an invoice is not created.

Accounts Receivable updates this field when you generate an invoice using the Create Recurring Charge Batch screen, or when you change the schedule for the recurring charge. You cannot change the date.

The program uses the Last Generated date together with the schedule to determine when the next invoice should be generated.

The order number is supplied by Sage 300 Order Entry, if you use it. You can enter an order number or other information in the field, or leave it blank.

You can list documents by order number in Finders and for receipt application, and you can use the number as the reference or description in G/L transaction batches.

If the customer has a purchase order number, you can enter it in this field. You can also use this field for another purpose, or leave it blank.

You can list documents by purchase order number in Finders and for receipt application, and you can use the number as the reference or description in G/L transaction batches.

The rate type is a code for the kind of rate to use when converting multicurrency amounts to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You must type a valid rate type or select one from the Finder.

You define rate types using the Currency Rate Types screen in Common Services.

Enter the code for the schedule that you want to attach to this record. (The schedule determines when the recurring charge is to be processed.)

If you want to create a new schedule or modify an existing one, click the Zoom button to the right of the Schedule Code field. You can use up to 15 characters to create the new code.

Note: To create or modify a schedule, you must have security authorization to maintain schedules.

For more information about setting up schedules for recurring transactions, see the System Manager help.

This field displays the information entered in the primary ship-to location record, if one exists for the customer, unless you enter a different ship-to location.

If no ship-to location is used on this recurring charge record, the shipping details from the customer record appear.

You can enter a different ship via method, if necessary. If you use Order Entry, type a code that you have set up in Order Entry or select it using the Finder. If you do not use Order Entry, you can enter a code that you maintain elsewhere.

You can also leave the Ship Via field blank.

This field appears on the Recurring Charges setup screen and on the Invoice Entry transaction screen.

You use it as follows if you want to ship goods to an address that is different from the customer's billing address:

• On the Recurring Charges screen, you must select an existing ship-to location that you have defined for the customer. You can click the Zoom button beside the Ship-To field to view shipping information for the document.
• On the Invoice Entry screen, you can elect an existing ship-to location that you have defined for the customer, or click the Zoom button beside the Ship-To field to open a separate screen where you can enter an address and other shipping information for the document.

Note: To specify a different ship-to address for an invoice you generate for the recurring charge, you change the Ship-To code on the Invoice Entry screen.

This field displays any special instructions entered in the ship-to location record.

You can type different special instructions for the recurring charge.

Enter the date on which the charge comes into effect.

Accounts Receivable creates invoices only when the run date is between the start and expiration dates specified for the recurring charge.

Accounts Receivable uses the terms code you specify with an invoice to calculate the due date and the discount period and discount amount for the document.

The customer's default terms code appears when you enter the customer number for the invoice, but you can change to any other terms code you have defined in Accounts Receivable.

If you use a terms code that includes multiple payments, a payment schedule is set up that includes separate due date and discount information for each payment. You can edit that information on the Payment Schedule tab of the screen. (This tab appears only if you have a multiple payment schedule.)

You can change the due date, discount date, amount, and rate at any time until you post the invoice.

Any invoice optional fields that are set up for automatic insertion appear, along with their descriptions, as defaults on the Optional Fields tab.

You can add different optional fields, providing they are defined for invoices on the A/R Optional Fields screen. When you select an optional field code, the program displays the description from the optional field setup record.

You can also delete optional fields that appear as defaults. However, if an optional field is required, do not delete it. You cannot add the transaction until you enter a value for the optional field.

Default values appear for invoice optional fields, as follows:

• If you assigned the same optional fields to the customer and ship-to location records as you defined for invoices, the optional field values for the ship-to location appear on the Optional Fields tab.
• If the optional fields in the ship-to location record and the customer record are different from each other, the optional field values from the customer record appear as defaults for the invoice.
• If an optional field is defined for invoices, but is not assigned either to the customer or the ship-to location, the program displays the value specified for the optional field in the Optional Fields record.

You can change the default value that appears for an optional field, as follows:

• If the optional field is validated, you must specify a value that is defined for the optional field in Common Services.

  Note: If the optional field allows blanks, you can leave the value field blank.

• If the optional field is not validated, you can enter any value that is consistent with the type of field (such as yes/no, text, number, date, or amount), providing the value you enter does not exceed the length permitted for the field. You can also leave the field blank.

Note: When you specify a value that is defined in Common Services, the description for the value is also displayed.

The description for the value appears automatically. You cannot change it.

Enter the percentage of the sale that you want assigned to this salesperson. You do not have to assign salespeople to a document, but, if you do, the percentages you assign must total 100.

If salesperson numbers are assigned to the customer record, they are displayed here. You can change the salesperson numbers, but only to other numbers you have defined using the Salespersons screen.

You can also delete any of the salespersons assigned to the document, or add others. You do not have to assign salespeople to a document, but, if you do, the percentages you assign must total 100.

This is the name of the salesperson from the salesperson record.

Accounts Receivable updates this field when you post an invoice for the recurring charge.

Accounts Receivable updates this field when you post an invoice for the recurring charge.

Accounts Receivable updates this field when you post an invoice for the recurring charge. You cannot change it.

Accounts Receivable updates this field when you post an invoice for the recurring charge. You cannot change it.

Accounts Receivable updates this field when you post an invoice for the recurring charge. You cannot change it.

Accounts Receivable updates this field when you post an invoice for the recurring charge.

If the recurring charge uses Number of Invoices as the expiration type, the program uses this field, together with the Unposted Number of Invoices field, to determine if the limit has been reached.

Important! We recommend that you change the entry in this field only when upgrading from a prior version. Editing the field does not affect the year-to-date amount.

Accounts Receivable updates this field when you generate an invoice for the recurring charge, providing a gauge of the number of open documents generated for the recurring charge code. When you post the invoice, the amount is transferred to the [Posted] Number of Invoices field.

If the recurring charge uses Number of Invoices as the expiration type, the program uses this field, together with the Posted Number of Invoices field, to determine if the limit has been reached.

Important! We recommend that you change the entry in this field only when upgrading from a prior version.

Accounts Receivable updates this field when you post an invoice for the recurring charge. You cannot change it.

Accounts Receivable clears this field when you process year end.

Accounts Receivable updates this field when you post an invoice for the recurring charge. You cannot change it.

Accounts Receivable updates this field when you post an invoice for the recurring charge. You cannot change it.

If the recurring charge uses Maximum Amount as the expiration type, the program uses this field, together with the Unposted Total Invoiced field, to determine if the limit has been reached.

Important! We recommend that you change the entry in this field only when upgrading from a prior version. Editing the field does not affect the year-to-date amount.

Accounts Receivable updates this field when you generate an invoice for the recurring charge, providing a gauge of the amount of open documents generated for the recurring charge code. When you post the invoice, the amount is transferred to the Posted Total Invoiced field.

If the recurring charge uses Maximum Amount as the expiration type, the program uses this field, together with the Posted Total Invoiced field, to determine if the limit has been reached.

Important! We recommend that you change the entry in this field only when upgrading from a prior version.

Accounts Receivable updates this field when you post an invoice for the recurring charge. You cannot change it.

Accounts Receivable clears this field when you process year end.

Select this option to calculate taxes for the invoice automatically when you create a recurring charge batch.

Do not select this option if:

• Tax is already included in the amount of the recurring charge.
• The charge is not taxable.
• You want to enter taxes manually.

The customer tax class is assigned in the customer record and is displayed as the default in this field.

However, for many tax authorities, the tax class varies depending on the purpose of the goods or services being purchased. If necessary, you can change the tax class for the document on the Tax/Totals tab.

The total estimated amount that your customer will withhold for a transaction to be remitted to a tax authority on your behalf.

This field shows the recurring charge total before tax is included.

The tax authorities for the tax group assigned to the customer are listed on the Tax/Totals tab. They are also shown for each detail in the Accounts/Taxes screen.

To change the tax authority for a customer, you must change the tax group on the customer record.

This is the amount (before included taxes) that will be used to calculate tax for each tax authority.

Tax groups specify the authorities that tax the customer and assign the customer's tax classes in each authority. (Tax classes determine the specific classification for a tax, such as which rate is applied or whether the customer is exempt.)

You assign a tax group to each customer and ship-to location, to assign the taxes for the document.

The customer's tax group is displayed when you enter the customer number. If you select a ship-to location, the tax group for the ship-to location replaces the customer's group.

If you need to change tax rates or amounts for a document, you can assign a different tax group or change the tax class or taxable status for the customer (on the Totals tab) or any of the detail lines you enter with the document. To change the tax rates, use the Tax Services screens in Common Services.

In multicurrency ledgers, you can change the tax group to one that uses a different currency than the customer.

The total estimated amount that your customer will withhold for a transaction to be remitted to tax authorities on your behalf.