Enter a Recurring Invoice - Process Help (R12)

Use these instructions to enter a recurring invoice. A recurring invoice is when you have a periodic business expense, such as a lease payment, for which you may not receive an invoice.

Prerequisites

1. The supplier must exist in the business applications.
2. A purchase order or distribution set must exist.

1. Note: Only central office staff can set up a distribution set.

To Enter a Recurring Invoice

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select Invoices: Entry > Recurring Invoices to open the Recurring Invoices form.
2. Enter the following fields on the Recurring Invoices form:

1. Field Name	Required (R) or Optional (O)	Description
   Supplier Region
   Operating Unit	__	Auto-populated field of operating unit: The Research Foundation for SUNY.
   Name	R	The name of the business or individual providing goods or services. When a value is entered, the system automatically completes the Number field.
   Site	R	A unique name identifying the supplier's address or site.
   Calendar Region
   Name	R	The frequency of invoice creation. Select from a List of Values: Monthly: To select monthly invoices Quarterly: To select quarterly invoices
   Number of Periods	R	The total number of invoices to be made over the life of the template.
   First	R	The first period for which a recurring invoice will be created.. Select from a List of Values. The date is in this format: December-13
   Invoice Definition Tab
   Number	R	A template number that's unique to a supplier. The system will automatically fill this number into the Invoice Number field on the invoice. (e.g. Rent, Lease, etc.)
   Currency	R	The type of currency. This is always U.S. dollar (USD).
   Description	O	A description of the template for a recurring invoice. The system will automatically fill this description into the Description field on the invoice.
   Line Definition Tab
   Name	O	The distribution set name. This field is used only by central office.
   PO	O	Check this box to enter a purchase order number.
   Num	O	The purchase order number associated with the recurring invoice. Complete this field if you selected PO.
   Line	O	The purchase order line associated with a recurring invoice.
   Shipment	O	The recurring goods or services received.
   Amounts Tab
   First Amount	R	The dollar amount of each invoice payment.
   Change	R	Change Percentage needs to be between -100% to 100%
   Tax Tab
   Tax Control Amount	O
   Control Tab
   Requester	O	Name of the employee.
   Hold	O	Places a payment hold on the selected payment line.
   Expiration Date	O	The date the invoice expires. You may type in the date or select it from a calendar.
   Payment Tab
   Terms	R	The payment terms for the recurring invoice.   For example: Immediate   The system will automatically fill this value into the Terms field on the invoice.
   Pay Group	R	The pay group defines the check batch. Select from a List of Values: Mail from Central Office: Central office (CO) mails the check to the supplier. Return to Campus: CO mails the check to the campus. BOA Credit Card: Vendor is notified to charge our credit card. BOA Vendor ACH: Vendor is paid via ACH deposit to their bank acct.
   Payment Method	R	The method by which the invoice is paid. Select from a List of Values: BOA, Check, Clearing, Electronic, Foreign Draft, or Wire.
   Pay Alone	O	If the invoice needs to be paid with its own payment document, not including other invoices for the supplier, check the box.

2. 1. Click Create Recurring Invoices to open the Create Invoices form.
   2. Review the invoices you created.
   3. Click OK to return to the Recurring Invoices form. The invoice(s) have been created.
3. Note: Click cancel if you do not want the invoices created. It will bring you back to the Recurring Invoices template to make any changes.
   1. Select File > Close Form to return to the Navigator.