Add/Edit Recurring Charges
This routine allows you to enter charges that occur monthly, and that do not change in any way (i.e., amounts, due dates, etc.).
An example of these charges would be customers who are under a Maintenance Agreement, and the charges are billed monthly. This program was designed to save you time from having to create identical charges each time you bill your client.
After the recurring charge(s) are entered, you simply have to choose which charges to create, then run the "Post Recurring Charges" program. At that point, the system automatically creates an invoice in the A/R system. This option is found on the recurring charges sub-menu.
ENTER THE ENTITY (???=SEARCH) >
Enter the entity ID.
Enter the customer ID. If unknown, enter ??? and RETURN, then enter beginning characters of the last name or company name on which to search and select from the cross-reference list displayed.
Each recurring charge is sequentially numbered, allowing you to enter multiple recurring charges for a customer. Enter a period (.) and RETURN to generate the next number, or just press RETURN to accept the default displayed. Enter ??? and RETURN to view a list of existing recurring charges for this customer in order to select one to view in detail or learn the next available sequence number.
Enter the date when this recurring charge was first entered or press RETURN to accept the default displayed.
Enter the terms code for this recurring charge. If unknown, you may search.
Enter the salesman ID, if applicable. If unknown, enter ??? and RETURN, then enter the last name to search on or ALL and select from the cross-reference list displayed.
Enter a brief reference. Example: HARDWARE MAINTENANCE
Enter the appropriate A/R code. The corresponding G/L account number will be used.
Enter the beginning date for this charge. Example: If the first charge is not billable for 60 days, enter that date here.
When you perform the "Post Recurring Charges to A/R" program, the system reads the beginning date, and will not post any charges before that date.
Enter the ending date for this charge. Example: If the charge starts on 1/1/91, and the last charge is 1/1/93, enter /web/93 here.
When you perform the "Post Recurring Charges" program, the system reads the ending date, and will not post any charges after that date.
Enter the day of the month by which payment is expected.
Enter the description of the charge that will appear on the customer invoice. At the end of each line, press RETURN. You may enter unlimited lines of description. NOTE: You will be prompted for an amount each time you press RETURN. If no amount is needed to correspond with the line entered, just press RETURN.
You are prompted for an amount when you press RETURN at the end of each description line. You may enter a corresponding amount, or enter one amount for the entire description and just press RETURN at the other amount prompts. The total amount is calculated and displayed.
Enter a tax code if applicable. There are unlimited lines of entry available. The corresponding G/L will be used for the tax portion of this charge. The tax description is displayed.
Enter the amount of the charge that is taxable. The total amount is displayed as a default.
The tax amount per line and total tax amount is automatically calculated and displayed.
These fields are used to create the G/L distributions for this
charge. Some of the distributions may be automatically created and displayed, requiring only an off-setting entry. A permanent G/L record is created when the option to "Collect Journals from Modules" is executed from the G/L Menu.
Enter the G/L account number. If unknown, enter ??? and RETURN, then enter characters in the description on which to search and select from the cross-reference list displayed. You may enter any number of G/L distributions. The G/L account description is displayed.
Enter the amount to debit to the corresponding G/L account number, or press RETURN to proceed to the credit column.
Enter the amount to credit to the corresponding G/L account number, or press RETURN to bypass.
The system calculates this balance based on the G/L Distributions you have entered. The system will not allow you to FI (file) the data if the balance does not equal zero. If your distributions are out of balance, you will see this error message. "DEBITS NOT EQUAL TO CREDITS. OFF BY $amt out of balance . From MODIFICATIONS you may correct the debit or credit column (or any other field), if necessary.
NEXT STEP: List of Recurring Charges