Enter Recurring Charge

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Enter Recurring Charge allows you to enter Accounts Receivable Recurring Charges. Recurring Charges are transactions entered once and then transferred periodically (e.g., monthly) when processing invoices.

Customer Search

1. Choose the Customer from the drop-down list.
   • All Applications
   • Account Receivable
   • Donors And Gifts
2. Check or uncheck the Only Active? box as needed.
3. (Required) Enter the Name to search. By default, the Name field searches for last names and organizations. To search for first and last names, enter your search in the "lastname, firstname" format. Enter an "*" to search all.
   • Note: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of names by searching for just a comma.
4. Optionally, search by City and State.
5. Click Search.
6. Select the customer for which you are creating the transaction, then click the Select button. Alternatively, click the Close link to return to the previous page without selecting a customer.

Click the Add New Customer button to add a new customer instead of selecting an existing one.

Recurring Charge Update

1. By default, the Customer is also the Bill To. To change this, click the Search icon next to Bill To to reopen the Person Search window.
2. Select the Billing Option. You can set up additional billing options in Modify Preferences (More Information).
3. Enter the Default Days Due to be used for calculating due dates when the recurring charge is transferred.
4. Select the Start Date for the recurring charge.
5. Select the Revenue Center.
6. Select the Source.
7. Check the box for Active?.
8. Select if you want to use ACH. This option causes a new ACH tab to appear below.
9. Optionally, select categories for your Divisions as applicable.

There are six tabs on the page. If you have Use ACH selected above, select Use Payment Schedule.

Details Tab

The Details tab is where you put the recurring charge detail.

Note: Click the icon or press "s" in any field with the Search icon to display a Search window. Use the filter at the top to narrow down your selection. In the Item or Project Search windows, you can also select to Show Inactive. You can then double-click the selection you wish to make or click it and click Select. Click the Close link to return to the Update page without making a selection.

1. Enter the following:
   • Item
   • Description
   • Unit Price
   • # of the item
   • Project
   • Amount: a calculation of your Unit Price multiplied by the # of items.
2. Click the Add New Line icon or the Add New Line link to add another detail line if desired. As many detail lines as needed can be added in this fashion. You can also enter a number between 1 and 99 on the right and click the Add New Lines icon to add multiple lines at once (e.g., Add 10 New Lines).
3. Enter the Limit for this recurring charge if applicable (0 for no limit). The limit amount must be evenly divisible by the Invoice Total unless a payment schedule is used. Once the limit has been reached, no further instances of this recurring charge are transferred.
4. If you have entered a limit, select if you want to use the Payment Schedule.

Note: Set up and edit items in Modify Item Information (More Information).

Note: The Limit amount is not reduced when the transfer utility is run if the recurring charge has a payment schedule. Instead, the recurring charge is marked inactive after all scheduled payments have been transferred.

At the bottom right of the grid, the Total of Lines, Sales Tax, and Invoice Total displays.

Note: Sales tax only applies to an invoice when an invoiced item is taxable, and the customer who is being invoiced is subject to the same tax. Sales tax does not count against any Limit entered on the recurring charge.

Payment Schedule Tab

The Payment Schedule tab allows you to enter a schedule for your recurring payments with a limit.

To enter payment dates manually:

1. Enter the Date and Amount.
2. Click the Add New Payment Date link to add another payment date.

To generate the schedule automatically:

1. Click the Auto-Generate Payment Schedule button. This button is only active when there are no payment dates in the grid.
2. In the Auto-Generate Payment Schedule window, select the First Payment Date.
3. Click the Create Payment Schedule button to create the payment schedule, or the Cancel link to return to the previous page without creating the schedule.

When you use the automatic option, the system applies the recurring charge limit, divides it by the unit price, and creates that many payments. Any remaining amount is applied to the final payment. For example, if the unit price is $500 and you have a $ 5,250 limit, the automatic option schedules 11 payments (10 of $500 and 1 of $250).

Note: The Auto-Generate Payment Schedule button is only active when using one of the following Billing Options: Daily, Weekly, Bi-Weekly, Monthly, Quarterly, Semi-Annually, or Annually. In addition, this feature allocates based on the total number of Lines (excluding any applicable sales tax).

When a recurring charge is transferred, the Invoice # populates in the grid. Schedule entries with assigned invoice numbers cannot be deleted. The option to use a payment schedule on the Details tab cannot be deselected once an invoice from a recurring charge that uses a payment schedule has been transferred.

On the right side of the page, the Total of Lines is displayed. This corresponds to the information on the Details tab. Below are the Schedule Limit, Total of Schedule, and Amount Remaining, which refer to the schedule entries on the Payment Schedule tab. If you are manually setting up schedule entries, you can see the second set of numbers adjust as you enter them. The total of your combined schedule entries must match the limit amount, or you will not be able to save the recurring charge.

Note: Sales tax is not taken into account when calculating a payment schedule. Any applicable sales tax is applied to a recurring charge when it is transferred.

Click the Clear Schedule link to confirm you wish to clear the schedule.

ACH Tab

1. Select an account from the Account(s) assigned drop-down list. The ACH information set up as the default on the customer record is selected by default; use the drop-down list to select a different account if desired.
2. Review the informational fields for Account Type, Bank Routing #, and Bank Account #, which display the settings for the selected account.
3. To add a new account, select add new account in the Account(s) assigned drop-down list and enter the appropriate information in the fields provided. This information is saved to the customer record when you save the recurring charge.

Attachments Tab

The Attachments tab allows you to attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.

Note Tab

Enter a note in the field provided if you wish.

When finished, click one of the following:

1. Apply button: saves the recurring charge and starts a new recurring charge.
2. Update button: saves changes to the recurring charge and returns to the Recurring Charges page.
3. Reset link: undoes all changes since the last update to the recurring charge.
4. Cancel link: returns to the Recurring Charges page without saving your changes.

Invoice Applications

The following columns display for each time the recurring charge has been transferred: Invoice #, Date, and Amount. The number of entries and the total amount are displayed below the grid.

Note: If you transfer a recurring charge and then delete the resulting invoice from the Manage Unposted Invoices page, that listing is removed from the Invoice Applications tab.

Updated June 08, 2026 16:48