Accounting > A/P > Manage Recurring Invoice


Use this Page to add new Invoices and Recurring Invoices. To View and Edit existing Invoices, to Approve, Post, Delete or Reclass the General Ledger Distribution for an Invoice. 


Add a Recurring Invoice


Step 1. Navigate to Accounting > A/P > Manage Recurring Invoice


Step 2. Select Add Template from the Page Actions menu. 



Step 3. Enter the details of the invoice into the fields as follows:


Overview Tab- Voucher Section


  • Association - Select Association from the dropdown list.


  • Vendor - Select the Vendor from the dropdown list. The vendor must be set up and approved for the association from the Manage Vendor page.  Click on the Details link to see more information on the Vendor chosen.


  • Payment Status - This dropdown controls whether the internal approval status as follows


  • Approved - Invoice is Approved for payment. Only Approved invoices can be paid.


  • Not Approved - Invoice is Not Approved for payment.  Invoices in this status cannot be paid.


  • Open - Invoice is not yet approved.  Invoices in this status cannot be paid.


  • Invoice Date - Enter the date from the invoice. The due date will automatically calculate based on Terms entered in the Vendor Setup, but can be manually changed.  Note- Included on check remittance.


  • Due Date - Due Date of the invoice as calculated based on Vendor Term page. CLICK HERE for more information 


  • Post Date - The date the invoice will Post to the general ledger.  Post Date can only be in an open period.


  • Invoice No - Enter the Invoice No from the invoice.  The Invoice No must be unique for a specific vendor. Note- Included on check remittance.


  • Credit Memo - Click the checkbox if posting a Credit Memo, which will reduce the amount owed to the vendor.


  • Reference - For use with Strongroom integration.  If not using Strongroom, can be used to include additional information on check remittance.  Note- Included on check remittance.


  • Account No - Enter Account No from vendor.


  • Invoice Amount - The amount of the invoice.  Note:  Included on check remittance.


  • Open Amount - Amount of the invoice that has not yet been allocated.  This amount must be $0.00 in order to post.


  • Pay Via- This field shows how the invoice will be paid, as follows:


  • Check - Will print paper Check - Check number automatically assigned by uManage.


  • AutoDebit - Funds drafted from association's bank account.


  • Manual - No paper check, but user can manually choose a check number.


  • Process Payment - Click this option to bypass the Pay Invoice page, and immediately process a check.  


NOTE-  If the Pay Invoice page is bypassed, user will not be able to verify the bank balance balance prior to check printing.  Also, invoices will not combine.


  • Pay From Bank - Pay From Bank will default to bank account with "Check Default" chosen.  If no bank account has been chosen as a default, or, if user wishes to choose a different bank account, select the bank account to pay the invoice from the dropdown list. 


  • Do Not Combine Invoice - Click on this option if you do not want to combine this invoice with other invoices for payment.


  • Check Memo - Enter in a Memo for the invoice.  Note:  Included on check remittance as "Description".


  • A/P Note - Enter additional notes for the A/P department.


  • File - Use this field to upload a PDF file to the invoice.



Step 3. Enter the distribution details in the Expense Distribution section. 


Overview Tab - Expense Distribution Section


  • GLAccount - Choose general ledger account number(s) to allocate to invoice as follows:


  • Choose general ledger account from dropdown list;


  • Enter all or part of general ledger account number, and arrow down to set; or


  • Enter all or part of the general ledger description, and arrow down to set.


  • Exclude 1099 - Exclude allocation from 1099.


  • Memo - Enter description for allocation.  Note:  This will appear on the general ledger.


  • Amount - Enter amount to allocate to the general ledger.


  • Total - Total amount of allocation.


  • Unapplied - Amount of the invoice that has not yet been allocated.  


Step 4.  Check the totals at the bottom of the page. If the total amount of the Allocation matches the Invoice, the Unapplied should be $0.00. 


NOTE- If you have made an error, you can use the Clear Allocation link to start over.


  • Save Allocation - Click to save the general ledger Allocation.


  • Clear Allocation - Clear the general ledger Allocation entered.


Step 5. When the Allocation is correct and complete, check the Save Allocation box. 



Step 6. Click the Save or the Save and Post button when complete. Save will maintain your work but allows the Invoice to be edited and will note yet impact the General Ledger. Save and Post will finalize the invoice and add all necessary General Ledger transactions. 


Processing Section 


    Auto Post- Select if the Recurring Invoice should automatically Post

    

    Auto Pay- Select if the Recurring Invoice should automatically Pay


Recurring Tab


Use this Tab to make the previously entered Invoice a recurring invoice. 


Add a Recurring Invoice


Steps 1.- 5. Follow the steps outlined above.


Step 6. Click on Recurring Tab.


Step 7. Complete the fields below. 


  • Daily- Select if the invoice should recur on a daily basis. To the right select the number of days for each recurrence. 


  • Weekly- Select if the invoice should recur on a weekly basis. More fields will open to add additional detail.


  • Monthly- Select if the invoice should recur on a monthly basis. More fields will open to add additional detail. 


  • Yearly- Select if the invoice should recur on a monthly basis. More fields will open to add additional detail. 



Step 7. Click the Save Recurring button to finalize.



Files Tab


Use this Tab to upload documents that relate to this invoice.