Enter Recurring Payment

The Enter Recurring Payment page lets you enter payments that recur. Recurring payments are invoices entered once and transferred when needed. For example, instead of entering a monthly invoice to the mission's board, enter it once as a recurring payment and transfer it each month when ready to pay.

Vendor Search

To find the vendor for the recurring payment:

1. Choose the Application from the drop-down list:
   • All Applications
   • Accounts Payable
   • Accounts Receivable
   • Donors And Gifts
   • Remittance
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 asterisk (*) to search all.

   Note: Search for just a first name by starting your search with a comma (for example, ", James"). Display a complete list of names by searching for just a comma.

4. You can also search by City and State.
5. Click Search.
6. Select the name for which you are creating the transaction and click Select. Alternatively, click the Close link to return to the previous page without selecting a name.

Recurring Payment Update

Note: The currently selected bank account is displayed above the Vendor. To change the bank account, use Current Financial Settings (More Information). Existing Terms are displayed below the selected vendor name.

1. Check the additional options as they apply:
   • Print on Separate Check: A separate check is printed for this invoice rather than combining with multiple invoices to the same vendor.
   • Use ACH: Opens a new ACH tab below.
   • Electronic Funds Transfer: Indicates that this invoice is an Electronic Funds Transfer (EFT).
   • Put on Hold: Keeps this invoice from being transferred.
2. Complete the following for each transaction:
   • Invoice #: Use a different invoice number for each invoice. Accounts Payable assigns the next available number if left blank, or you may assign a unique number for future tracking. It is recommended that any assigned number be 8 digits or fewer. The recurring payment Invoice # is combined with the due date specified when transferring recurring payments. An Invoice # over 8 digits causes the auto-assigned Invoice # to truncate all or part of the '-MMYYYY' designation at the end.
   • Due Day: Used when transferring recurring payments.
   • Frequency: Select the frequency: Monthly, Quarterly, Semi-Annual, Annual, or Weekly.
   • Invoice Total: The invoice can be distributed between multiple General Ledger accounts later in the process. You may enter a zero amount for a manual check if desired.
   • Discount Type: If this transaction has a discount, select Dollar or Percent from the drop-down list.
   • Discount: Enter the discount as a dollar amount or percentage, depending on the Discount Type. See below for more information about discounts.
   • Limit: Enter a limit if needed (for example, 500.00). This sets a maximum amount to be invoiced.
   • Tax: Enter the tax amount if it applies. The tax amount is distributed across each line on the invoice based on a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.
   • Freight: Enter the freight amount if it applies. The freight amount is distributed across each line on the invoice based on a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.
   • Other: Enter any other amount to be charged (for example, handling fees). This amount is distributed among the line amounts on the invoice based on a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.

Discount Handling

You may choose to simply reduce the line amount by the discounted amount rather than put it in the Discount field. Review the following scenarios if you use the Discount field:

• If you enter an amount in the Discount field and you are not treating discounts as income, the discount amount is distributed across each line amount on the invoice based on a calculated percentage.
• If you are treating discounts as income and enter a discount amount, the system makes the necessary entries to the General Ledger when the checks are written. In this case, the expenses are debited for the full amount, and the discount income treats the discount as income and records a discount amount. The system then makes the necessary entries as specified in Company Information, which is credited.
• If you entered terms on the vendor's record in the %/days/net format, as described in [URL of How to Set Up Vendor Information], the percentage is automatically displayed in the Discount field. If you plan to pay the invoice within the approved discount period, skip the Discount field to accept the discount. Otherwise, you may remove or change the discount amount if needed. The due date is automatically filled in based on the %/days/net specified. How the discount is distributed depends on whether you treat discounts as income.

The Update page has four tabs when Use ACH is selected: Details, ACH, Attachments, and Note. When Use ACH is not selected, the ACH tab is hidden.

Details Tab

The Details tab is where you enter the transaction details.

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 your selection. In the Account Search window, you can also specify the Account Type from a drop-down list. Double-click the item you want to select, or click the item and select it. Click the Cancel link to return to the Update page without making a selection.

1. Enter the following for each detail line:
   • Account #
   • Description
   • Project
   • 1099 status
   • Amount
2. Click the Add New icon to add another detail line. As many detail lines as needed can be added this way. You can also enter a number between 1 and 99 on the right and click the Add New icon to add multiple lines at once (for example, Add 10 New Lines).
3. If you are using a Distribution for this invoice, select it below the grid from the drop-down list and click Apply Distribution. Otherwise, enter your level information according to your account structure. Enter the Account # and a Description for the line. You can also select a Project and a 1099 status.

1099 Status Codes

The following 1099 status codes are available:

• None
• Interest
• Misc. Box 1: Rents
• Misc. Box 2: Royalties
• Misc. Box 3: Other Income
• Misc. Box 4: Federal Income Tax withheld
• Misc. Box 5: Fishing boat proceeds
• Misc. Box 6: Medical and health care payments
• Misc. Box 8: Substitute payments in lieu of dividends or interest
• Misc. Box 13: Excess golden parachute payments
• Misc. Box 14: Nonqualified deferred compensation
• Misc. Box 15: State Tax withheld
• NEC Box 1: Nonemployee compensation
• NEC Box 4: Federal Income Tax withheld
• NEC Box 5: State Tax withheld
• Retirement - R: Used for non-taxable retirement.
• Retirement - R2: Used for taxable retirement.
• Retirement - R3: Used for capital gains.
• Retirement - R4: Used for Federal tax withheld from retirement.
• Retirement - R5
• Retirement - R9

ACH Tab

The ACH information set up as the default on the vendor record is selected in the Account(s) assigned drop-down list. To use a different account, select it from the drop-down list. Informational fields for Account Type, Bank Routing #, and Bank Account # display the settings for the selected account.

You can also 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 vendor record when you save the invoice.

Attachments Tab

The Attachments tab lets you attach files from your device or scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information about the attachments feature.

Note Tab

Enter a note in the field provided if you wish.

When finished, choose one of the following:

• Apply: Saves changes to the recurring payment and starts entering another.
• Update: Saves changes to the recurring payment and returns to the Recurring Payments page.
• Reset: Undoes all changes since the page was last updated.
• Cancel: Returns to the Recurring Payments page without saving your changes.

Updated May 21, 2026 02:49