Recurring Entries in Sage 300 (Accpac) – A Huge Time Saver!

    

Recurring Entries can be setup in several modules – AR, AP, and GL. Entries that happen on a regular basis can be setup to be generated automatically and eliminate the need for you to enter the same transaction over and over and over again!

Monthly charges, amortization, expensing prepaids, paying rent are all examples of recurring entries. Any entry you make more than once can classify! Here are a few tips for setting up and generating recurring entries:

  1. Create recurring entries under GL Setup / Recurring Entries, and AP Vendors / Recurring Payables, and AR Customers / Recurring Charges.  This is where you setup the initial entry that will be created through the recurring entry function.
  2. You can setup your recurring entries to run for a specific time period (have a start and end date) or you can have them run indefinitely.
  3. You need to assign a schedule to each recurring charge, and this schedule can be created ‘on the fly’ through the recurring charge setup, or can be setup through Common Services / Scheduling.  This tells Sage how often you need the entry to be processed.
  4. You can setup a reminder for each schedule, to have a pop-up show up on your screen when you login to Accpac.  This will prompt you to generate your recurring entries and will allow you to generate them right from the reminder screen. 
  5. Once your recurring entries are setup – they will need to be generated from Periodic Processing / Create Recurring Entries Batch OR – see tip #4 – run them from the reminder popup!  The entries will be placed in a batch for you to review and edit (if necessary) before posting.
  6. You can run your recurring entries into the future, allowing you to post all entries for the fiscal year ahead of time – another helpful feature to keep you from forgetting each month! 
  7.  Recurring Entries can only be run once per scheduled time period.  Therefore, if you run your recurring batch and the entries need to be changed – edit them in your batch list before posting.  Then update your recurring setup for the next time.  Avoid deleting the recurring entries as they cannot be re-generated and will need to be entered manually.
  8.  **But if you do delete a recurring entry or recurring batch, all is not lost!  We cannot re-run the recurring entry, but we can use the export / import functionality to export an older recurring entry, edit it in excel to correct dates and amounts and then import it into a new batch. 

Setting up recurring entries is well worth the initial setup time to save you hours of time and avoid a lot of repetitive work in the future. 

BAASS Consultant

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BAASS Consultant