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TASBooks - Recurring transactions

You may have some transactions which are repeated on a regular basis, for example, a monthly direct debit to pay a utility bill, or a standing order from a customer to pay their account. Using recurring journals, you can enter recurring transactions, specify how often they occur and how you'd like to process the transactions.

Using repeating transactions you can:

  • Enter recurring cash payments or receipts.
  • Enter recurring supplier payments or customer receipts.
  • Enter recurring bank transfers.
  • Enter recurring VAT payments.
  • Create recurring sales orders, to produce invoices, pro forma, etc.

When you set up the repeating transaction, you can specify how often the transaction is to occur, for example, weekly or monthly and so on. You can also enter a cut off date, which is the date the recurring entry is to stop. If required, you can amend this date at any time.

The following steps contain everything you need to help you enter and process recurring transactions in TASBooks.

To enter recurring purchase invoices, credit journals or supplier payments

To enter a recurring purchase invoice

To enter a recurring credit journal

To enter a recurring supplier payment

To enter recurring sales invoices , debit journals or customer receipts

To enter a recurring sales invoice

To enter a recurring debit journal

To enter a recurring customer receipt

To enter recurring cash book journals

To enter a recurring cash book receipt

To enter a recurring cash book payment

To enter a recurring cash book transfer

To enter a recurring VAT payment

To enter recurring sales orders

  1. Sales Orders > Sales Orders > Recurring Sales Orders (option 614).
  2. To create a new recurring sales order > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of Times to post > enter how many times you want to post this item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Invoice To > enter the customer code. Alternatively, press F2 > select the relevant customer.
  7. Deliver To > enter the delivery code. Alternatively, press F2 > select the appropriate delivery address.
  8. Order Ref > Enter a reference if required.
  9. Desc > Enter a description if required.
  10. Salesperson > enter the appropriate salesperson if required.

    11. Tip: If you don't want to enter a salesperson, press the Tab button on your keyboard. The field automatically populates with default information.

  11. Market Code > enter the appropriate code if required.

    12. Tip: If you don't want to enter a market, press the Tab button on your keyboard. The field automatically populates with default information.

  12. To include a product on this invoice > on the next available entry line, complete the following information:
    13. Product Code Enter the product code. Alternatively, press F2 > select the relevant product.
    Description Edit the description, if required.
    Quantity Enter the number of orders you want to make for this product.
    Unit Pr The current selling price of this product appears here.

    Tip: Depending on the selling options you selected for this customer in Sales > Customers > Maintain Customers (option 211), this value may vary from customer to customer.
    Disc % Enter any discount percentage offered for this product if applicable.
    Line Amount This will calculate the total value of the order for this product excluding VAT, unless you are using the Retail VAT-inclusive price for this customer.
  13. Repeat the previous step for each product line you want to include on the invoice.

    14. Note: The maximum number of product lines that you can include on an invoice is 99.

  14. To save the Sales Order > Save > Yes.
  15. To close the Recurring Sales Orders window > Close.

To enter recurring nominal journals

  1. Nominal > Enter / Change Journals > Recurring Nominal Journals (option 122).
  2. To create a new recurring journal > New.
  3. Frequency > choose how often you want to post this journal.
  4. Post next occurrence on > enter the date you want to post the first recurring journal
  5. Number of times to post > enter how many times you want to post this item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Reference > to help you identify the nominal journal, enter a reference if required.
  7. Desc > enter a description if required.
  8. Tab to the entry grid. Then for each nominal code you want to use on the journal, complete the following information on the next available line:
    9. NL Acct Enter the nominal code. Alternatively, press F2 > select the relevant nominal account.
    Dept If applicable, the relevant department code appears here.
    Description Edit the description, if required.
    Debit/Credit Enter the amount you want to debit or credit.
  9. Repeat the previous step for each nominal code you want to use for this journal.
  10. To save the recurring journal > Save > Yes.
  11. To close the Recurring Nominal Journals window > Close.

To process your recurring transactions

  1. File > Managers > Recurring Transaction Manager.
  2. To filter the types of transaction that appear on-screen > Transaction Filter > choose the relevant options from the Ledger, Transaction Type or Show drop-down lists.

    3. Note: Only the transactions that are visible on the filtered window are included in the posting run.

  3. Cut-Off Date > enter the required cut off date.

    4. Note: If you have any transactions due after this date, you can't process them. You must edit the cut off date first.

  4. To process all recurring transactions due for the current date > Process All.

    5. A list of the transactions that are about to be posted appears. By default, all recurring transactions are selected.

  5. If you don't want to include a recurring transaction in the posting, select the relevant check box to clear it.
  6. To post the selected transactions > Post Now > OK.
  7. To close the Recurring Transaction Manager window > Close.

The following steps contain everything you need to help you enter and process recurring transactions in TASBooks.

To enter recurring purchase invoices, credit journals or supplier payments

To enter a recurring purchase invoice

  1. Purchase > Enter / Change Journals > Recurring Purchase Invoices / Journals/ Supplier Payments (option 323).
  2. To create a new recurring purchase invoice > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Purchase Invoice tab > complete the following information:
    7. Code Enter the supplier code. Alternatively, press F2 > select the relevant supplier.
    Reference Enter a reference for the recurring entry.
    Project If required, enter or select the project code.
    Description Enter a description for this entry.
    Net Amount Enter the net amount of the invoice.
    VAT Rate If required, edit the VAT rate applicable.
    Total Amount The total calculates automatically for you. You don't need to enter anything here.
    Debit/Credit Enter the amount to be debited/credited.
  7. Tab to the entry grid. The first lines automatically appear for you. Press F2 and select the relevant nominal code for this item, for example, your purchases nominal code. Then press the Tab button on your keyboard again and enter the amount you want to apply to this code.
  8. To save the recurring entry > Save > Yes.
  9. To close the Recurring Purchase Invoices / Journals/ Supplier Payments window > Close.

To enter a recurring credit journal

  1. Purchase > Enter / Change Journals > Recurring Purchase Invoices / Journals/ Supplier Payments (option 323).
  2. To create a new recurring journal > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Credit Journal tab > complete the following information:
    7. Code Enter the supplier code. Alternatively, press F2 > select the relevant supplier.
    Reference Enter a reference for the recurring entry.
    Project If required, enter or select the project code.
    Description Enter a description for this entry.
    Net Amount Enter the net amount of the credit journal.
    VAT Rate If required, edit the VAT rate applicable.
    Total Amount The total calculates automatically for you. You don't need to enter anything here.
    Debit/Credit Enter the amount to be debited/credited.
  7. Tab to the entry grid. The first lines automatically appear for you. Press F2 and select the relevant nominal code for this item. Then press the Tab button on your keyboard again and enter the amount you want to apply to this code.
  8. To save the recurring entry > Save > Yes.
  9. To close the Recurring Purchase Invoices / Journals/ Supplier Payments window > Close.

To enter a recurring supplier payment

  1. Purchase > Enter / Change Journals > Recurring Purchase Invoices / Journals/ Supplier Payments (option 323).
  2. To create a new recurring supplier payment > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Supplier Payment tab > complete the following information:
    7. Code Enter the supplier code. Alternatively, press F2 > select the relevant supplier.
    Bank Account Choose the bank where the payment is coming from.
    Project If required, enter or select the project code.
    Note Enter any notes you require about this payment.
    Reference To help you identify the payment, enter a reference for it.
    Amount Enter the total amount of the payment.
  7. To save the recurring entry > Save > Yes.
  8. To close the Recurring Purchase Invoices / Journals/ Supplier Payments window > Close.

To enter recurring sales invoices , debit journals or customer receipts

To enter a recurring sales invoice

  1. Sales > Enter / Change Journals > Recurring Sales Invoices / Journals / Customer Receipts (option 223).
  2. To create a new recurring sales invoice > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Sales Invoice tab > complete the following information:
    7. Code Enter the customer code. Alternatively, press F2 > select the relevant customer.
    Reference Enter a reference for the recurring entry.
    Project If required, enter or select the project code.
    Description Enter a description for this entry.
    Net Amount Enter the net amount of the invoice.
    VAT Rate If required, edit the VAT rate applicable.
    Total Amount The total calculates automatically for you. You don't need to enter anything here.
    Debit/Credit Enter the amount to be debited/credited.
  7. Tab to the entry grid. The first lines automatically appear for you. Press F2 and select the relevant nominal code for this item, for example, your sales nominal code. Then press the Tab button on your keyboard again and enter the amount you want to apply to this code.
  8. To save the recurring entry > Save > Yes.
  9. To close the Recurring Sales Invoices / Journals / Customer Receipts window > Close.

To enter a recurring debit journal

  1. Sales > Enter / Change Journals > Recurring Sales Invoices / Journals / Customer Receipts (option 223).
  2. To create a new recurring journal > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Debit Journal tab > complete the following information:
    7. Code Enter the customer code. Alternatively, press F2 > select the relevant customer.
    Reference Enter a reference for the recurring entry.
    Project If required, enter or select the project code.
    Description Enter a description for this entry.
    Net Amount Enter the net amount of the debit journal.
    VAT Rate If required, edit the VAT rate applicable.
    Total Amount The total calculates automatically for you. You don't need to enter anything here.
    Debit/Credit Enter the amount to be debited/credited.
  7. Tab to the entry grid. The first lines automatically appear for you. Press F2 and select the relevant nominal code for this item, for example, your sales nominal code. Then press the Tab button on your keyboard again and enter the amount you want to apply to this code.
  8. To save the recurring entry > Save > Yes.
  9. To close the Recurring Sales Invoices / Journals / Customer Receipts window > Close.

To enter a recurring customer receipt

  1. Sales > Enter / Change Journals > Recurring Sales Invoices / Journals / Customer Receipts (option 223).
  2. To create a new recurring customer receipt > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Customer Receipt tab > complete the following information:
    7. Code Enter the customer code. Alternatively, press F2 > select the relevant customer.
    Bank Account Choose the bank where the payment is received.
    Project If required, enter or select the project code.
    Note Enter any notes you require about this payment.
    Reference To help you identify the payment, enter a reference for it.
    Amount Enter the total amount of the payment.
  7. To save the recurring entry > Save > Yes.
  8. To close the Recurring Sales Invoices / Journals / Customer Receipts window > Close.

To enter recurring cash book journals

To enter a recurring cash book receipt

  1. Cash Book > Enter / Change Journals > Recurring Cash Book Journals (option 423).
  2. To create a new recurring cash book receipt > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Cash Book Receipt tab > complete the following information:
    7. Bank Account Choose the bank the payment is coming from.
    Reference Enter a reference for the recurring entry.
    Project If required, enter or select the project code.
    Description Enter a description for this entry.
    Net Amount Enter the net amount of the receipt.
    VAT Rate If required, edit the VAT rate applicable.
    Total Amount The total calculates automatically for you. You don't need to enter anything here.
    Debit/Credit Enter the amount to be debited/credited.
  7. Tab to the entry grid. The first lines automatically appear for you. Press F2 and select the relevant nominal code for this item, for example, your purchases nominal code. Then press the Tab button on your keyboard again and enter the amount you want to apply to this code.
  8. To save the recurring entry > Save > Yes.
  9. To close the Recurring Cash Book Journals window > Close.

To enter a recurring cash book payment

  1. Cash Book > Enter / Change Journals > Recurring Cash Book Journals (option 423).
  2. To create a new recurring cash book payment > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Cash Book Payment tab > complete the following information:
    7. Bank Account Choose the bank the payment is coming into.
    Reference Enter a reference for the recurring entry.
    Project If required, enter or select the project code.
    Description Enter a description for this entry.
    Net Amount Enter the net amount of the payment.
    VAT Rate If required, edit the VAT rate applicable.
    Total Amount The total calculates automatically for you. You don't need to enter anything here.
    Debit/Credit Enter the amount you want to debit or credit.
  7. Tab to the entry grid. The first lines automatically appear for you. Press F2 and select the relevant nominal code for this item, for example, your sales nominal code. Then press the Tab button on your keyboard again and enter the amount you want to apply to this code.
  8. To save the recurring entry > Save > Yes.
  9. To close the Recurring Cash Book Journals window > Close.

To enter a recurring cash book transfer

  1. Cash Book > Enter / Change Journals > Recurring Cash Book Journals (option 423).
  2. To create a new recurring cash book transfer > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Cash Book Transfer tab > complete the following information:
    7. From Bank Account Choose the bank account the transfer comes from.
    To Bank Account Choose the bank account you want the transfer to go to.
    Note Enter any notes you require about this transfer.
    Reference To help you identify the transfer, enter a reference for it.
    Amount Enter the total amount of the transfer.
  7. To save the recurring entry > Save > Yes.
  8. To close the Recurring Cash Book Journals window > Close.

To enter a recurring VAT payment

  1. Cash Book > Enter / Change Journals > Recurring Cash Book Journals (option 423).
  2. To create a new recurring VAT payment > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of times to post > enter how many times you want to post the item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. VAT Payment tab > complete the following information:
    7. Code Enter the customer code. Alternatively, press F2 > select the relevant customer.
    From Bank Account Choose the bank where the payment is coming from.
    Description If required, enter or select the project code.
    Description Enter a description for this payment.
    Reference To help you identify the payment, enter a reference for it.
    Amount Enter the total amount of the payment.
  7. To save the recurring entry > Save > Yes.
  8. To close the Recurring Cash Book Journals window > Close.

To enter recurring sales orders

  1. Sales Orders > Sales Orders > Recurring Sales Orders (option 614).
  2. To create a new recurring sales order > New.
  3. Frequency > choose how often you want to post this item, for example, daily, weekly, etc.
  4. Process next occurrence on > enter the date you want the first recurring entry to process.
  5. Number of Times to post > enter how many times you want to post this item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Invoice To > enter the customer code. Alternatively, press F2 > select the relevant customer.
  7. Deliver To > enter the delivery code. Alternatively, press F2 > select the appropriate delivery address.
  8. Order Ref > Enter a reference if required.
  9. Desc > Enter a description if required.
  10. Salesperson > enter the appropriate salesperson if required.

    11. Tip: If you don't want to enter a salesperson, press the Tab button on your keyboard. The field automatically populates with default information.

  11. Market Code > enter the appropriate code if required.

    12. Tip: If you don't want to enter a market, press the Tab button on your keyboard. The field automatically populates with default information.

  12. To include a product on this invoice > on the next available entry line, complete the following information:
    13. Product Code Enter the product code. Alternatively, press F2 > select the relevant product.
    Description Edit the description, if required.
    Quantity Enter the number of orders you want to make for this product.
    Unit Pr The current selling price of this product appears here.

    Tip: Depending on the selling options you selected for this customer in Sales > Customers > Maintain Customers (option 211), this value may vary from customer to customer.
    Disc % Enter any discount percentage offered for this product if applicable.
    Line Amount This will calculate the total value of the order for this product excluding VAT, unless you are using the Retail VAT-inclusive price for this customer.
  13. Repeat the previous step for each product line you want to include on the invoice.

    14. Note: The maximum number of product lines that you can include on an invoice is 99.

  14. To save the Sales Order > Save > Yes.
  15. To close the Recurring Sales Orders window > Close.

To enter recurring nominal journals

  1. Nominal > Enter / Change Journals > Recurring Nominal Journals (option 122).
  2. To create a new recurring journal > New.
  3. Frequency > choose how often you want to post this journal.
  4. Post next occurrence on > enter the date you want to post the first recurring journal
  5. Number of times to post > enter how many times you want to post this item. For example, if you want to post an invoice monthly, for each month of the year, enter 12.
  6. Reference > to help you identify the nominal journal, enter a reference if required.
  7. Desc > enter a description if required.
  8. Tab to the entry grid. Then for each nominal code you want to use on the journal, complete the following information on the next available line:
    9. NL Acct Enter the nominal code. Alternatively, press F2 > select the relevant nominal account.
    Dept If applicable, the relevant department code appears here.
    Description Edit the description, if required.
    Debit/Credit Enter the amount you want to debit or credit.
  9. Repeat the previous step for each nominal code you want to use for this journal.
  10. To save the recurring journal > Save > Yes.
  11. To close the Recurring Nominal Journals window > Close.

To process your recurring transactions

  1. File > Managers > Recurring Transaction Manager.
  2. To filter the types of transaction that appear on-screen > Transaction Filter > choose the relevant options from the Ledger, Transaction Type or Show drop-down lists.

    3. Note: Only the transactions that are visible on the filtered window are included in the posting run.

  3. Cut-Off Date > enter the required cut off date.

    4. Note: If you have any transactions due after this date, you can't process them. You must edit the cut off date first.

  4. To process all recurring transactions due for the current date > Process All.

    5. A list of the transactions that are about to be posted appears. By default, all recurring transactions are selected.

  5. If you don't want to include a recurring transaction in the posting, select the relevant check box to clear it.
  6. To post the selected transactions > Post Now > OK.
  7. To close the Recurring Transaction Manager window > Close.