Recurring transactions (AP203500)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

Introduction

This window allows you to create and manage schedules for recurring supplier ledger documents. To do this, create a schedule and add one or multiple documents of the following types: Purchase invoice, Purchase credit note, Credit adjustment, and Prepayment. Additionally, you can add documents to existing schedules.

  • You can only schedule documents with the Balanced status. Once you assign a document to a schedule, its status changes to Scheduled.

  • A schedule determines the frequency and number of times assigned documents should be generated. The system uses the original documents as templates to create similar documents with updated transaction dates and other details.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Button Description
Run now Initiates the process of running a schedule and generating documents according to the schedule.

In this area, you can create a new schedule and edit or delete any existing schedule.

Element Description

Schedule ID

The ID of the schedule.
A new schedule gets its unique ID in accordance with the number series assigned to schedules in the Supplier ledger preferences (AP101000) window.

Active

When this check box is selected, the schedule is active.
When the check box is cleared, the schedule cannot be used.

Start date

The start date for the schedule.

Expiration date

A date that, if set, indicates when the schedule expires.
This field is unavailable if the Never expires check box is selected.

Never expires

When this check box is selected, no expiration date is set.

Execution limit (times)

The maximum number of times the schedule can be executed.
This field is unavailable when the No limit check box is selected.

No limit

Selecting this check box will continue the schedule indefinitely into future financial periods. Upon selection, the Execution limit field will be unavailable.
Description A description for the schedule.

Last executed

A read-only field that displays the date when the documents were last generated.
If no documents were generated according to the schedule, the field is unavailable.

Next execution

A read-only field that displays the date when the schedule should be executed next, based on the schedule parameters.

Executed (times)

A read-only field whose value shows how many times the schedule was executed or how many times the documents were generated.
A 0 here indicates that the schedule has not been executed yet and no documents have been generated.

The section you see to the right of this section depends on the schedule type you select here.

Element Description

Schedule type

The frequency at which documents should be generated.
Click one of the following option buttons, which are described in detail in the next sections:
  • Daily: The documents will be generated daily or once every x days.
  • Weekly: The documents will be generated once a week or once every x weeks.
  • Monthly: The documents will be generated once per month or once every x months.
  • By financial period: The documents will be generated only once per financial period or once every x financial periods.

Select the schedule type, and then enter the settings specific to the type in the corresponding section.
Element Description

Every x day(s)

A number that specifies the time interval (in days) for document generation.
For example: 1 would mean every day and 2 would mean every other day, starting on the start date.
Element Description

Every x week(s)

A number that specifies the time interval (in weeks) for document generation, with the boxes indicating the day or days of the week when the documents should be generated: Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, or Saturday.
Element Description

Every x month(s)

A number that specifies a time interval (in months) for generating documents.
For example: A 3 here would generate the documents every three months.
For this schedule type, you should enter a number and select one of the option buttons below this field.

On day

An option button that you select if you want to select a particular day of the month.

If you select this button, you should select the day of the month for the invoice in the adjacent field.

On the nth day of the week

An option button that you can select if you want to select a particular day of the week within the month.

If you select this button, you should also select the ordinal number in the left field that specifies the week in the month, and the day of the week in the right field, for example, 2nd Thursday.
Element Description

Every x period(s)

A number that specifies a time interval for document generation, measured in financial periods.

In addition to selecting this number, you should select one of the following option buttons, which determine when documents should be generated.

Start of the financial period

An option button that sets the start date of the financial period as the day when documents should be generated.

End of period

An option button that sets the end date of the financial period as the day when documents should be generated.

Fixed day of the period

An option button that you use if documents should be generated on a particular day of the financial period.

If you select this button, select the particular day in the field.

On the Document list tab, you can assign one document or multiple documents to the schedule.
You can select documents from the list of those with the status Balanced. Other columns in the row display the selected document's details.

Column Description

Type

The type of the supplier ledger document.
The following types of documents can be scheduled: Purchase invoice, Prepayment, Purchase credit note, or Credit adjustment.

Ref. no.

The ID of the original document, which is used as a template.
Other columns in the row are read-only and display the details of the original document.

Supplier

The ID of the supplier whose document is being scheduled.

Supplier name

The complete name of the supplier as it appears on the documents.

Status

The status of the original document.

Date

The date of the transactions.

Post period

The financial period to which the transactions should be posted.

Amount

The amount of the original document.

Currency

An identifier of the currency used for the document.
Description A user-defined description for the document.

This tab displays the list of documents generated from this schedule being run.

Column Description

Type

The document type that can be one of the following: Purchase invoice, Prepayment, Purchase credit note, or Credit adjustment.

Ref. no.

The reference number of the generated document.

Supplier

The supplier whose document was generated.

Supplier name

The complete name of the supplier as it appears on the documents.

Status

The status of the generated document.

Date

The date of the transactions.

Post period

The financial period to which the generated transactions should be posted.

Amount

The amount of the generated document.

Currency

The ID of the currency used for the document.
Description The user-defined description of the document.