Recurring Payments

To use Recurring transactions you must have the Invoices Medium module activated within your book. For help on modifying the book and activating the Invoices module, go to  IPA Books+ Customer Portal help. 

 

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Recurring transactions permissions

Where do I find Recurring transactions?

Recurring transactions list screen

Recurring payment template

Recurring transaction schedule

Skip next occurrence

Set as recurring

Recurring template column on payment list

FAQs


Recurring transactions permissions

The recurring transactions permission is available on Roles (within the Day to Day role dropdown options). The permissions govern whether the specific user can create, edit or delete a recurring transaction template. Administrator and Superuser roles will have all recurring transactions permissions enabled by default.  

 

View: Allows a user to view the recurring transactions list screen and recurring template. However users cannot create or edit a recurring transaction template. 

Create and edit: Allows the user to create and edit recurring transaction templates. Note: Enabling this role also enables 'Create and edit' role options for invoices, receipts and payments. 

Delete: Allows the user to delete recurring transaction templates.

All: Includes View, Create and edit and Delete permissions. All is enabled for the Administrator and Superuser role by default.

Where do I find Recurring transactions?

The recurring transaction list screen is located on the side menu > Day to Day > Business > Recurring Transactions. A minimum role permission level of 'View' is required to access recurring transactions. 

 

Recurring transactions list screen

The recurring transaction list screen displays all recurring transaction templates set up in the book. Click the Add combo button and select Add payment to set up a new recurring payment from this list screen. To create a template, the user will require the Create and edit role permission to be enabled. 

Recurring template: This is the name of the recurring payment template.

Transaction type: Displays what transaction type the recurring template is set up for.

Reference: Reference as stated on the recurring payment template.

Contact: This is the supplier who the recurring payment is created for. 

Start date: The start date when the recurring payment will be first created. 

End date: The end date when the recurring transaction creation will finish. The end date will be blank if there is no end date specified or the status is inactive. 

Frequency: The interval frequency which the recurring transactions will run.

Next transaction date: The date when the next recurring payment will be created.

Status: Active or Inactive. The recurring payment will not create when the template is set to inactive. The status will be inactive when the recurring payment has completed the last occurrence. 

You can filter what type of transactions to display by clicking the funnel icon   on the Transaction type column.

Recurring payment template

The example below shows the recurring payment template where you can set up the details of the payment and the recurring schedule. When creating a recurring payment, select the contact, bank account, payment method, classification (if activated in the book), reference,accounts or items and quantity to be used when the recurring payment is created.

The recurring payment will not be created if the contact, bank account, classification, account, item, project or tax code used on the recurring payment are inactive or deleted. IPA Books+ will automatically set the recurring payment status to Inactive.  

 

Recurring payment templates will generate an 'Accounts Payable' payable type transaction only. Super and Payroll payable types cannot be set up as recurring.

 

Recurring transaction schedule

This is where you define the date interval IPA Books+ will use to create the recurring transaction. 

Name: This is the recurring transaction template name and is a mandatory field. Enter a unique name so you can easily identify the recurring template from the Recurring Transactions list. 

Frequency: This is the frequency in which IPA Books+ will create the recurring payment. There are 3 selections - Day(s), Week(s) or Month(s). For example, enter "2 weeks" if you want the payment to be created fortnightly. 

Start date: Select the date when you want the first recurring payment to be created. If your start date is set on the last day of the month and frequency is monthly, an option will become available to select 'Use last day of the month'. If selected, this will allow IPA Books+ to create the recurring payment on the last day of the calendar month. For example, you have a monthly recurring payment template with a start date of 28 Feb 2019 and opt for 'Use last day of each month' selection, the next transaction date will be 31 Mar 2019.

 

Note: The start date cannot be earlier than today as IPA Books+ does not create historical recurring transactions.

 

End: Specify under which conditions the recurring payment will end.

> After: Set the number of times you want the payment created before it ends. The recurring payment template will be set to inactive after it has completed the set number of recurring payment. 

> At date: Enter an end date when the last recurring payment will created. Recurring receipts will not be created after the end date and the recurring payment template will be set to inactive automatically.

> Never: The recurring payment will continue to create at the set frequency without an end date.

No. of occurrences remaining: IPA Books+ calculates the number of occurrences remaining based on the start date, frequency and end date conditions.

Next transaction date: This is the next transaction date that the recurring payment will be created on. 

Status: This is the recurring payment template status. When the end date has lapsed (no occurrences remaining), the template will be set to inactive and no further payment transactions will not be created.

File attachments cannot be uploaded to Recurring Payment templates.

Skip next occurrence

This function allows you to skip the next occurrence should you not require the recurring payment to be created at any stage. When you click on 'Skip next occurrence' in the recurring transaction template, a message will appear asking you to confirm the action and the new next transaction date for the recurring payment. The number of occurrences remaining will be reduced by 1 when you skip an occurrence.

 

 

Set as recurring

You can also set up a recurring payment template from an existing payment transaction. You will need to have Recurring transactions 'Create and edit' permission to set up a recurring payment template. Payment transaction details such as Contact, Payment method, Reference, Details, Bank account and new transaction allocation details will be copy onto a new recurring payment template when you click 'Set as recurring' from the existing payment. 

 Only new transaction allocation payments can be set up as recurring. If there are allocated transactions on the payment, you will need to create a recurring payment from the Recurring transactions list. 

Recurring template column on payment list

To allow you to easily identify which payments are created from a recurring payment template, a Recurring template column has been added to the Payment list screen. The recurring template name will be shown if the payment transaction was created from a recurring template.

Check the Recurring template column is selected on the Payment list if the recurring template column does not appear on your book.

 

 

FAQs

Q: What time does IPA Books+ create the recurring transaction?

A: IPA Books+ creates the recurring transactions every hour.

 

Q: How can I tell if a transaction is created from a recurring payment template or by another user?

A: The recurring payment template name will be display in the Recurring template column. If the column is empty, it would mean the payment transaction isn't associated to a recurring transaction.  Alternatively, you can go to 'View history' on the Payment and locate the 'Payment created' description. Payments created from recurring payment template will display "System" as the full name of the payment creator.

 

Q: I have set up a recurring payment with today as the Start date. However, when I go to the Payment list, it has not been created yet. 

A: Please check the payment list later as it has been queued. You can also check the 'Next transaction date' on the Recurring transactions list if it has been updated. 

 

Q: I have the Invoices & Bills Medium module on my book. I can create invoices and view recurring transactions list on my book but I cannot add a recurring payment.

A: You need to have the Create and edit permission enabled for Recurring Transactions in order to create a recurring transaction. Check that you have the permission enabled in Settings > Books Settings > Roles. If you do not have the Create and edit permission enabled under Recurring Transactions, you will need to ask your book administrator to grant you access.

 

Q: I have the Core module on my book. I can create a payment on my book but I cannot add a recurring payment.

A: Recurring transaction is available with the Invoice & Bills Medium module only. You can upgrade your book to Invoices & Bills Medium through the book launch page in your Reckon Portal dashboard. Select the menu icon on your book tile > Settings > Customise your IPA Books+ modules.

 

Q: Can I request other IPA Books+ transactions to be available as a recurring transaction?

A: You sure can. If there is something you would like please go to our  IPA Books+ Ideas website to submit a feature request.

 

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