Recurring AP Journal Viewer


This new feature enables you to create templates for recurring AP Entries that you wish to create on a periodic (e.g., monthly, quarterly, yearly, etc.) basis. For example, this feature can be used to automate rent, license, and other regular payables.


Entries made in the Recurring AP Journal will simply be static records until they are used to generate actual AP Journal Entries by running the Start Release Recurring AP Journal function.

This function supports Credit/Debit card and EFT transactions, but not manual checks.

Validation rules prevent each Recurring AP Journal record from being released and run more than once per accounting period. 

Validation prevents the entry of negative amounts in the following fields to prevent errors when these entries are released:

Main Tab: Recurring Amount:

Recurring Lines Tab: Quantity, Quantity Billable, Unit Cost, Amount, Revenue Rate, Amount Revenue

Important Fields: Upper Section

Main Tab

Recurring Id:
This field will be completed by the system when you save a new record.

This field specifies the AP Journal header description for the generated entry (e.g., Warehouse Rent). This field is displayed during the release process to help you confirm that the correct entries are being auto-generated.

Vendor Id:
The Vendor that the AP Journal entry should be created for.

Start Date: End Date:
These fields define the range of effective dates for which this recurring entry is valid. The Release Recurring AP Journals function checks this range against the Effective Date that you enter.

Day (0-31):
This field enables the user to select the day of the month that will be used as the effective date for AP Journal entries generated from this record. Validation ensures that the Day value is not greater than 31.

The Start Release Recurring AP function will use this value if one is specified.  If the Day value is zero, then the Effective Day of the generated AP Entry will be set from the Effective Date that you select in the Release Recurring Journal range screen. 

If the Day value is not zero, it will override the Effective Date of the Release function. If this date doesn't fit within the Accounting Period Start/End Dates (for example, you are releasing AP Journals for February, and the Days field is set to 31), then the system will adjust the Date to fit (e.g., February 28 or 29).

Cycle Code:
This text field defines the cycle for which this recurring entry would be generated. For example, M (monthly), Q (quarterly), W (weekly), and so on. The Release Recurring AP Journals function checks this field against the Cycle Code that you enter. A Cycle Code should always be specified when running this function.

Tax Group Id:
This field defaults from the Vendor record (if completed). It may be entered by the user if sales tax should be included on this payable. The Sales Tax will be automatically computed (and entered on the AP Journal’s Sales Tax Tab) when this entry is released.

Payment Type: Check EFT CR/DB Card
This field will initially default to Check. If you will be paying the Vendor with a Credit/Debit Card or EFT payment, select the appropriate option and also complete GL Bank Account field on the GL Tab. You will be able to enter the EFT / Credit Transaction Id when you run the Start Release Recurring AP Journal function.

Recurring Amount:
The Total amount due the Vendor (not including Sales Tax). This field must match the Total Entered field (calculated by the system base on your Recurring Lines) in order to be able to save this entry.

GL Tab

GL A/P Control Account This field specifies the GL A/P Account to be credited by the Invoice Total. The Account Name field defaults when an Id is selected. The AP Control account must be type 'AP Control'.

Note: If the Currency Id is completed in the Vendor referenced in Recurring Entry, this account should be maintained in terms of the Vendor’s currency, and will NOT be converted to your firm’s local currency.

GL AP Retainage Account:
The GL Account to be credited with the Retainage Total amount. Note that the AP Control Account will be credited with the Invoice Total - Retainage Total. The AP Retainage account must be type 'AP Control'.

Note: If the Currency Id is completed in the Vendor referenced in Recurring Entry, this account should be maintained in terms of the Vendor’s currency, and will NOT be converted to your firm’s local currency.

Currency Adjust GL Account:
If recurring entry is for a foreign currency Vendor (where the Currency Id field is completed in the Vendor record), complete this field with the appropriate currency adjustment account. The different between the foreign and local currencies will be recorded to this account.

GL A/P Discount Account Id:
This field is required if the Discount field will be filled in, and should be set to the GL Account to be credited for the Discount. The AP Discount account must be type 'Normal'.

GL Expense Account
This display-only field defaults from the Vendor record. This account will default into the AP Journal when it is generated if the GL Expense Account in the Cost Category is blank.

GL Entity Id:
This field supports the setting of the AP Journal’s header GL Entity when a Recurring AP Journal Entry is released. In addition, if a GL Entity is specified, it will be used on the AP Journal's Taxes tab when the Recurring AP is released. If a GL Entity is not specified, the GL Entity specified in the applicable Sale Tax Authority record(s) will be written to the AP Journal's Taxes tab when the Recurring AP is released.

Note: Registry Entry to Validate GL Entity Group
SAMPro has the capability to validate the consistency of the GL Entities entered in the parent and children of the Recurring AP Journal.  The validation can take the form of either an error or a warning based on the content of this following registry entry; see Registry Recurring AP Journal for details.

GL Bank Account Id:
If this recurring entry is for an EFT or Credit payment, enter the appropriate GL Account Id for the Bank Account from which the funds will be drawn. Double-click on this field to select from a list of GL Accounts. The Bank account must be type 'Bank'. This field must NOT be completed if the Transaction Type is Check.

Important Fields: Lower Section

Recurring Lines Tab

The lines entered on this tab will be used to generate the corresponding fields on the AP Journal General tab.

Click the Magnify button to display all fields for this line.

Click the Line View button to re-display the multiple line view.

Qty: Qty Billed: (magnify view)
The Actual (Used) and Billable Quantities. The Quantity will be used for costing. The Quantity Billable would only be completed if a direct job is specified.

Unit Cost: Amount:
The unit and extended cost for this item. The Amount defaults from the Unit Cost times the Quantity.

Job Id: Cost Code Id: Billing Item Id:
(Optional). The Job this cost was incurred for. You may specify an overhead or direct job. If a Job is specified, both the Cost Code and Billing Item must be completed.

Flag this field if this item was ordered as a contract extra that you can bill your customer for.

Other Rate Id:
Optional. If an Other Rate has been set up to describe this expense, enter its Id for Job Costing purposes. The Bill Type Id and Revenue Rate (if applicable) will default.

Cost Cat Id:
The Cost Category for this expense; this field should be completed if a Job is specified. Cost Category Selection Types of Material, Other, Equipment and Subcontract are allowed; the user is warned if Labor is selected. This field supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field.  The full relationship is validated again when leaving a child line or saving a record.

GL Account Id:
The expense account to be debited for this item.

GL Entity Id:
Optional. The Id of the GL Entity to be affected by this transaction.

Bill Type Id:  Revenue Rate:
These fields default from the Other Rate record (as specified in the Rate Schedule for the Job these items are being vouchered for), but may be changed if needed. These fields jointly determine how the Unit Price will be calculated.

No Discount?
Flag this field if no discount is available for early payment.

Trx History Tab

This tab displays the following fields for the AP Journal Transactions that have been released for this record.

Trx Id: Trx Date: Entered By: Entry Date: Entry Time: Amount: Period Id: Status:

Note that if Sales Tax was calculated, it will be included in the Amount.