Manage Recurring Charges allows you to create, edit, and transfer Accounts Receivable recurring charges.
This Section Includes:
There are several options available in the in Filters area:
•Customer: Select the Customer by clicking the (not set) link or the Search icon. This displays the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the vendor for which you are creating the transaction and click the Select button. Alternately, click the Close link to return to the previous page without selecting a vendor.
NOTE: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of customers by searching for just a comma.
•Start Date: Select the start date range from which you want to view recurring charges. Additional date filters may appear depending on what option you choose.
•Active Charges: Select to Show All, Active Only, or Inactive Only.
•Payment Schedule: Select to Show All, Ones with Payment Schedules, or Ones without Payment Schedules.
•Payment Schedule Date: Select the payment schedule date range from which you want to view recurring charges. Additional date filters may appear depending on what option you choose.
•ACH: Select to Show All, ACH Only, or No ACH.
Click the Search button to display results or the Clear Filters link to reset all filters.
The grid displays invoices matching the selected filters with the following columns:
•Last Trans. Date: The last time the recurring charge was transferred.
•Note: Hover over the Note icon to preview the note.
•Setup: Hover over the Information icon to display user and time information for when the recurring charge was set up and last updated.
Double-click on a recurring charge or click the Edit icon to edit a recurring charge in the grid. You can also click the Add New Recurring Charge link to add a new recurring charge (More Information). Click the Delete icon by a recurring charge in the grid to be prompted to delete that recurring charge.
Select the recurring charges you want to view and click the Recurring Charge Edit Report button to display a preview of the Accounts Receivable Recurring Charges Edit List. Click Report Preferences on the blue bar above the report preview to select from the following options:
•Print Setup Information
•Include City, State
All detail for the selected recurring charges is displayed with the following columns:
If you have changed the selected options click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click the Close Report button to return to the Recurring Charges page.
Select the charges you wish to transfer within the grid. You can also select the top box to select all charges in the grid.
Click the Transfer Recurring Charges button to begin the transfer process. This displays the Transfer Recurring Charges window.
•Transfer Non-Ach Recurring Charges?
•Transfer Ach Recurring Charges?
Create Invoice and Payment?
Create Payment Only?
Create Invoice Only?
Click the OK button to finalize the transfer or the Cancel link to return to the Recurring Charges page.
Payment Schedules and Recurring Charges
Recurring Charges that have payment schedules transfer according to their selected billing option and payment schedule. For example, a Monthly recurring charge with payment schedule dates at the end of every month that has not been transferred since 2/28/2014 creates two invoices if you transfer it and select an invoice date of 5/1/2014. One invoice is dated 3/31/2014 and the other 4/30/2014 . If you attempt to transfer that charge again and enter a date before the end of May it will not transfer. Instead, you receive a prompt informing you that an invoice will not be created.
Recurring charges without payment schedules can be transferred as often as you like (see below) and always use the Invoice Date that you enter in the Transfer Recurring Charges window.
Duplicate Recurring Charges
You receive a prompt if you attempt to transfer a recurring charge without a payment schedule that already has an associated invoice that matches your selected Invoice Date. The Customer, Invoice #, Invoice Date, Note, and Setup information for all potential duplicates is displayed. Click Transfer Anyway to create the invoices or the Cancel to return to the Recurring Charges page without transferring.
Once the charges have been transferred you are automatically taken to the Manage Unposted Invoices page with the newly transferred charges automatically selected.