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Recurring Payables

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Overview

A Recurring Payable is a Payable template that allows you to create payable records that should be repeated during a defined future interval.

Important: If you are an existing user who is using your own Lightning Record Page for the Recurring Payable object, in order to see the Advanced Line Manager, a new page must be activated. For information on the one-time configuration setup, refer to the Winter '23 Configuration Changes article.

Do you want to:

Create a Recurring Payable

  1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Recurring Payables.
  2. Click New.
    Note: Setting up a Recurring Payable includes an Owner field that is populated with the login name. 
  3. The following fields are required before the New Recurring Payable can be saved:
    • Recurring Payable Name: Any name can be used.
    • Vendor, Contact, or Employee name.
      Note: You must select one and only one of the three options.
      Note: If selecting a Contact or Employee, the resulting Payable created will have its Due Date set to the Issue Date.
    • Status: Determines if the Recurring Payable should still be used (defaults to Active, can be set to Inactive).
    • Payable Frequency defaults to Monthly but can be reset to:
        • Weekly
        • Bi-weekly
        • Quarterly
        • Semi-Annual
        • Annual
          Note: Accounting Seed does not support the usage of custom frequencies.
    • Next Payable Date: Used to specify the creation date of the next Payable.
  4. Complete the following optional fields, as necessary:
    • End Date: Used to specify the date until which Payables can be created from this Recurring Payable. If the Next Payable Date is equal to or greater than the End Date, the Status on the Recurring Payable will automatically be set to “Inactive.” If an attempt is made to create a Payable after the End Date, a message displays to indicate that “You cannot create a Payable from an inactive Recurring Payable record.”
      Note: The existing End Date can be manually changed and the Status can be reset to “Active,” if necessary.
    • Last Payable Date: This field is used for recording the date the last Payable was created from this Recurring Payable template. It is ignored when creating a new Payable.
  5. Exit the New Recurring Payable screen by clicking:
    • Save: Saves the New Recurring Payable. 
    • Save & New: Saves the New Recurring Payable screen and offers another (blank) New Recurring Payable screen to populate (repeat this process until all required Recurring Payables have been created).
    • Cancel: Cancels the current New Recurring Payable.

RecPay_01.png

Note: The Exclude from Automation checkbox is used in conjunction with scheduled jobs. By default, this is unchecked and the Recurring Payable record will be included in a scheduled job. When checked, the Recurring Payable record will be excluded from the scheduled job.

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Create Recurring Payable Lines

The Advanced Line Manager functionality that includes the data grid with expand/collapse drawer capabilities is available when creating a Recurring Payable Line.

Important: If you are an existing user who is using your own Lightning Record Page for the Recurring Payable object, in order to see the Advanced Line Manager, a new page must be activated. For information on the one-time configuration setup, refer to the Winter '23 Configuration Changes article.

The Advanced Line Manager functionality includes the following:

  • After saving a Recurring Payable header record, an initial Recurring Payable Line row will automatically display with the drawer expanded for entering the first row of data.
  • If you include images on your products or other objects and would like to have a formula field that displays an image in the Advanced Line Manager, you will need to create a formula field. Once the new formula field is created, you will need to add it to the Advanced Line Manager Columns or Drawer field set.

    Best Practice: Since an image typically takes up extra real estate on the screen, the new image formula field should be added to the Advanced Line Manager Drawer field set. 

    For information about using images in formula fields, refer to the Use Images in Formula Fields Salesforce article. Additionally, if you need information about how to add the new formula fields to the Advanced Line Manager field sets, refer to the Edit a Field Set article.

  • If a required field is missed, when you click Save, the icon below displays, which you can hover over to view any missing required fields. In the example below, the Date required field was missing.

    REPA_01.png

  • The top section of the data grid, which displays when a drawer is expanded and/or collapsed, includes the following fields:
    Note: Depending upon your setup, these fields may be different if the Advanced Line Manager Columns field set was edited. For more information, refer to the Edit a Field Set article.
      • Recurring Payable Line Name - initially displays grayed out until the row is saved. After saving, this field will automatically populate with the subsequent Recurring Payable Line number, such as RAPL - 00012.
      • Date
      • Product
      • Quantity
      • Unit Cost - If an amount is entered in the Total field, after you click Save, this same amount will automatically populate in the Unit Cost field and the Quantity will be 1. If the Total field is left blank, the Unit Cost is required.

        The amount that is entered in the Unit Cost field multiplied by the Quantity plus the Tax Amount will determine the Total. If the Total equals this equation (Quantity x Unit Cost + Tax Amount  = Total), then the Unit Cost and the Total can be entered simultaneously. If the Quantity field is blank, upon saving, a Quantity of one will auto-populate for the line.

        Best Practice: To ensure that the correct Quantity and Unit Cost are reflected on the Payable, it is strongly recommended that the Quantity and Unit Cost be entered on the Recurring Payable Line. If only the Total amount is entered, the Quantity will always be set to 1 once Save is clicked.
      • Sub-Total -  initially displays grayed out until the row is saved. After saving, this field will automatically populate with the Sub-Total amount.
      • Total - after saving, this field will automatically populate with the Total amount.
      • Expense GL Account - If an Expense GL Account has been included on the customer Account record or a Product was entered, which includes an Expense GL Account, this GL Account will automatically populate in the Expense GL Account field on the Recurring Payable Line after clicking Save.  Otherwise, the Expense GL Account is a required field.
  • The expanded drawer section of the data grid, which only displays when the drawer is expanded, includes the fields below:
    Note: Depending upon your setup, these fields may be different if the Advanced Line Manager Drawer field set was edited. For more information, refer to the Edit a Field Set article.

    Note: Click the right-arrow to expand the drawer. Once the drawer is expanded, a down-arrow will display with the open drawer. The down-arrow can be clicked at any time to collapse the drawer, if necessary.

    REPA_02.png
      • GL Variable 1-4
      • Project
      • Project Task
      • Tax Amount
      • Tax Group - related to Header Level Posting (HLP) being enabled and using AS Native Tax calculation. For information about Tax Groups, refer to the Set up AS Native Tax article.
      • Internal Comment - enter comments that will only be seen internally. Customers will not see comments that are entered in this field.
  • Button options that display on the upper-right section of the data grid include the following:

    RBL_01.png
      • Add Row - the ability to add one or multi rows to the data grid can be performed by clicking Add Row. The new row(s) will display at the bottom of the last row. For example, the Recurring Payable record that currently displays has 2 pages of Recurring Payable Lines. Then, Add Row is clicked to add a new row.  The new row will display at the bottom of the last row on page 2.
      • Save - when a change is made to the information on the data grid, this button becomes enabled. Click Save to save any changes.

        Important: Click Save prior to leaving the record detail page. Otherwise, changes will be lost. For example, if you are on the Recurring Payable record detail page, and leave this page to access the Accounts page without clicking Save, any changes on the Recurring Payable Lines data grid will be lost.

      • Refresh - reloads the data grid with the latest/most recent information.
      • Import - used to import new and/or existing template file data as Payable Lines into the data grid. For more information, refer to the Import a Import a Recurring Payable Template File section below. 
      • Export - used to export Payable Lines into a .CSV file for reviewing and/or updating. For more information, refer to the Export Recurring Payable Lines into a File section below.
      • Delete - used to delete one or multiple rows of data. Select the row(s) that you want to delete. Then, click Delete.

        Important: Clicking Delete is a soft Delete. Click Save to complete the Delete action.

        REPA_03.png

      • Undo - provides the ability to undo the last action that was performed prior to clicking Save. Additionally, you can continue to click Undo to undo any additional actions that were performed prior to saving. If you attempt to use the Undo button after saving information, the “No recent updates” message will display.
      • Redo - if the Undo button was used to undo information in a field(s), the Redo button can be used to re-add the data that was removed from a field(s). Redo can be clicked to redo the last action and any other actions that were performed prior to clicking Save.
  • Three actions can be performed from the Actions drop-down list.

    REPA_04.png

      • Clone - use this action to make a clone of the existing row. When a row is cloned, the same line number displays for the clone version of the row. The line number can be updated to the next sequential line number by clicking the Pencil icon to make the change. The order of the line numbers following the change will automatically adjust to the correct numbering sequence.
        Note: Line number order can be modified if you have one of the following permission levels:
          • AS Full Admin
          • Accounting Manager
          • Cash Out Banking

      • Edit - use this action to make changes to a line. Clicking the Edit action displays the Edit Record dialog box. Make any necessary changes. Then, click Save.
        Note: Clicking Save from the Edit dialog box is a soft Save. After saving here, click Save on the button row that displays at the top right section of the data grid.

        Note: In addition to using the Edit action to make changes, fields that are editable on the data grid display with the Pencil icon. Therefore, on any field that has this icon, click the Pencil icon to make an edit. Then, click Save to save your changes. Additionally, you can click the Pencil icon to make changes on multiple rows and then, click Save once to save all of the changes at the same time.

      • Delete - use this action to delete a single row.
        Note: Clicking the Delete action is a soft Delete. To complete the deletion, click Save on the button row that displays at the top right section of the data grid.
  • Up to 10 rows per page will display in the data grid. If you have more than 10 rows, normal pagination will be available to select the Next/Previous page and/or pages in between.

    Recurring_06.png
  • Column headings on the data grid are sortable. Click the up-arrow or down-arrow to change the sort order from ascending to descending.

    REPA_05.png
    •  
  • To prevent errors based upon Salesforce limits when creating records, Accounting Seed restricts the number of Recurring Payable Lines within a single Recurring Payable to 500 lines without a Product on any lines and 250 lines with a Product on even just 1 line.

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Use the steps below to create a Recurring Payable Line(s)

  1. If you already have a Recurring Payable displayed based upon the information above, continue with step 2. Otherwise, navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Recurring Payables. Do the following:
    1. Select a list view (other than the Recently Viewed list view).
    2. Select a desired Recurring Payable. Then, continue with step 2.
  2. The initial row displays in the expand/collapse data grid. Click the Calendar icon to select and enter a Date, which is a required field. 

    RecurPL_01.png
    Note: Click here to view the above image in full screen.   

    Note: If an amount is entered in the Total field, after you click Save, this same amount will automatically populate in the Unit Cost field and the Quantity will be 1. If the Total field is left blank, the Unit Cost is required.

    The amount that is entered in the Unit Cost field multiplied by the Quantity plus the Tax Amount will determine the Total. If the Total equals this equation (Quantity x Unit Cost + Tax Amount  = Total), then the Unit Cost and the Total can be entered simultaneously. If the Quantity field is blank, upon saving, a Quantity of one will auto-populate for the line.

    Best Practice: To ensure that the correct Quantity and Unit Cost are reflected on the Payable, it is strongly recommended that the Quantity and Unit Cost be entered on the Recurring Payable Line. If only the Total amount is entered, the Quantity will always be set to 1 once Save is clicked.

    Note: If an Expense GL Account has been included on the customer Account record or a Product was entered, which includes an Expense GL Account, this GL Account will automatically populate in the Expense GL Account field on the Recurring Payable Line after clicking Save.  Otherwise, the Expense GL Account is a required field.
  3. (Optional) Complete the following fields, as necessary.
    1. Product
    2. Quantity
    3. Total
    4. GL Variable 1-4
    5. Project/Project Task
      Note: If a Project is selected, a Project Task must also be selected.
    6. Tax Amount - populates automatically upon saving the row. However, you can click the Pencil icon to modify the Tax Amount, if necessary.
    7. Tax Group - click the Lookup icon to search for and select the Tax Group.
      Note: If Header Level Posting (HLP) is enabled and using AS Native Tax calculation, the Tax Group field is available. For information about Tax Groups, refer to the       Set up AS Native Tax article.
    8. Internal Comment - enter comments that will only be seen internally. Customers will not see comments that are entered in this field.
  4. Click Save.
  5. (Optional) Click Add Row to include an additional row(s).

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Clone a Recurring Payable

  1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Recurring Payables.
  2. Select a list view (other than the Recently Viewed list view).
  3. Click the Recurring Payable that you want to clone.
  4. Click Clone w/Lines. The Clone with Lines dialog box displays.

    RPClone_01.png

  5. (Optional) Update the Next Payable Date.
    Note: The Next Payable Date defaults to today’s date.
  6. (Optional) Select the appropriate Currency from the drop-down list.
    Note: The Currency drop-down list only displays if Multi-currency is enabled.
  7. Click Clone.
  8. On the Edit dialog box, update the Recurring Payable information, as needed. 
  9. Click Save.

Import a Recurring Payable Template File

The Import button in the Advanced Line Manager is similar to and built on the Import Templates tool.  The Import process in the Advanced Line Manager offers a quick and easy way to add additional lines into an existing Recurring record. The name of the Recurring record or the Salesforce ID number must be used to import the new lines directly into an existing Recurring record. 

The main steps for importing include performing a one-time creation and mapping process. Once a file has been imported and mapped to the related fields on the record, the file can be selected and reused, as needed, without having to re-map fields. 

Only .CSV files can be imported using the Import button in the Advanced Line Manager. 

Best Practice: To avoid issues with special characters creating error messages when importing files, we recommend that you save import files using .CSV UTF-8 as the extension instead of only saving as a .CSV file extension. 

Import files with up to 200 lines of data can be imported using the Import button in the Advanced Line Manager. 

  1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Recurring Payables.
  2. Select a list view (other than the Recently Viewed list view).
  3. Select the Recurring Payable for which you want to import new lines. Then, scroll to the Recurring Payable Lines related list.
  4. Click Import. 
  5. Refer to the Upload File and Select/Create Template article to complete the Import process.

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Export Recurring Payable Lines into a File

The Export button on the Recurring Payable Lines related list, which is a part of the Advanced Line Manager data grid, provides the ability to export all of the lines into a .CSV file for reviewing the data. For example, you might have a large number of lines on a Recurring Payable, exporting the data would make it easier to review all lines in one file, at the same time. For Recurring Payables, up to 250 lines can be exported into a .CSV file. Additionally, since the exported file includes a Salesforce Record ID for each line, you can make changes to the exported file and then, import the file to include the changes. 

Important: Since the Import process handles low volume imports that are up to 200 lines, if you export more than 200 lines and want to re-import, you may need to split up the file so that only 200 lines are imported at a time. 

The naming convention for the .CSV file that automatically downloads once Export is clicked includes the following:

<header_record_name>_Export_<Date-Time Stamp>.csv

RAP - 00012_Export_20220610_12_05.csv

  1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Recurring Payables.
  2. Select a list view (other than the Recently Viewed list view).
  3. Select the Recurring Payable for which you want to export the lines. Then, scroll to the Recurring Payable Lines related list.
  4. Click Export.

    RPL_01.png
    Note: Click here to view the above image in full screen. 

    A .CSV file automatically downloads.
    Note: When you export a file, it will automatically be saved in your Downloads folder. However, you can navigate to save the file in a preferred location.

  5. Open the .CSV file. Then, review or make changes to the data, as necessary.  For more information, refer to the Update Existing Recurring Lines (Recurring Objects - Import Templates) article.

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____________________

Summer_23.png

Summer '23 Preview 1 Release

Release Notes and Schedule

  • Images that are included on products or other objects can be added using a formula field. 

____________________

Winter_23.png

Winter '23 Release

Release Notes and Schedule

  • Import and Export buttons have been added to the Advanced Line Manager for creating Recurring Lines.
  • The Advanced Line Manager has been added for Recurring Payable Lines. 
  • The Recurring Payable End Date formula changed.
  • The ability to Clone a Recurring Payable is available.
  • Total and Unit Cost can be entered at the same time.

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