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Tip of the Week: Recurring Transactions

Recurring Transactions SAP Business One

Do you have recurring transactions such as rent payments or billing every month?  If you do, SAP Business One has a nice feature for recurring transactions by creating templates.

In addition, you can set up the application in such a way that when you log on to the system, the Recurring Transactions window is displayed automatically.  To achieve this, you must select the Display Recurring Transactions on Execution checkbox in the General Settings window.

Prerequisites

You have full authorization for recurring transactions (  Administration  System Initialization  Authorizations  General Authorizations  Sales – A/R  Recurring Transactions  ).

Procedure

Creating Recurring Transactions Templates
  1. From the SAP Business One Main Menu, choose one of the following:

    •   Purchasing – A/P  Recurring Transactions  

    •   Sales – A/R  Recurring Transactions  

    •   Inventory  Inventory Transactions  Recurring Transactions  

    The Recurring Transactions window appears.

  2. Choose the Templates… button.

    The Recurring Transactions – Document Drafts and Templates window appears.

  3. In the Template column, enter a name for the template you want to create.

  4. In the Type column, specify the document type for the transaction, for example, purchase order, A/R invoice, or goods issue.

  5. Place your cursor in the Doc. No. column and press the Tab key.

    The application displays a list of document drafts that are available for the selected document type.

  6. Select a document draft or create a new one by choosing the New button.

    If you decide to create a new document draft, the respective document opens. Enter the relevant customer or vendor data, the item data, and any logistics or accounting information.

  7. Specify the recurrence details, such as the recurrence period, recurrence date, and a start and end date (optional) of the recurrence.

    Example Example

    Below are some examples of determining the recurrence details.

    Type of transaction

    Recurrence Period

    Recurrence Date

    Transaction to be posted every day

    Daily

    Every 1

    Transaction to be posted every other day

    Daily

    Every 2

    Transaction to be posted every ten days

    Daily

    Every 10

    Transaction to be posted every Monday

    Weekly

    On Monday

    Transaction to be posted every 15th of the month

    Monthly

    On 15

    Transaction to be posted once per quarter

    Quarterly

    N/A

  8. To save the template, choose Update.

  9. To add another template, repeat steps 3-8.

    To close the window, choose OK.

Filtering Recurring Transactions
  1. Choose the Filter Recurring Templates button.

    The Filter Recurring Templates window appears.

  2. To exclude templates for all document types in a particular area, deselect Sales – A/R, Purchasing – A/P, or Inventory.

    To exclude templates based on certain document types, deselect the relevant document type, for example, sales order or goods issue.

  3. To save the filtering criteria, choose Update.

    The application displays the recurring templates according to your filtering criteria.

Editing Recurring Transactions Templates
  1. From the SAP Business One Main Menu, choose one of the following:

    •   Purchasing – A/P  Recurring Transactions  

    •   Sales – A/R  Recurring Transactions  

    •   Inventory  Inventory Transactions  Recurring Transactions  

    The Recurring Transactions window appears.

  2. Choose the Templates… button.

    The Recurring Transactions – Document Drafts and Templates window appears.

  3. Change the template name, document type, or recurrence details as required.

  4. To change the transaction details, click Draft No. (Draft No.) next to the document number, change the business partner or item data and choose Add to close the document draft.

  5. To save the changes, in the Recurring Transactions – Document Drafts and Templates window, chooseUpdate.

    The changes are reflected in the recurring transactions that are to be executed in the future.

Deleting Recurring Transactions Templates
  1. From the SAP Business One Main Menu, choose one of the following:

    •   Purchasing – A/P  Recurring Transactions  

    •   Sales – A/R  Recurring Transactions  

    •   Inventory  Inventory Transactions  Recurring Transactions  

    The Recurring Transactions window appears.

  2. Choose the Templates… button.

    The Recurring Transactions – Document Drafts and Templates window appears.

  3. Select a template and choose   Data  Delete Row  .

  4. Choose Update and OK.

    The template, as well as any scheduled future instances of the recurring transaction, is deleted.

Filtering Recurring Transactions

If there is a large number of recurring transactions in the system, you may want to narrow down the number of transactions displayed, for example, according to the area you work in. To do so, proceed as follows:

  1. Choose the Filter Recurring Transactions… button.

    The Filter Recurring Transactions window appears.

  2. To exclude transactions for all document types in a particular area, deselect Sales – A/R, Purchasing – A/P, or Inventory.

    To exclude transactions based on certain document types, deselect the relevant document type, for example, sales order or goods issue.

  3. To save the filtering criteria, choose Update.

    The application displays the recurring transactions according to your filtering criteria.

Executing Single Recurring Transactions
  1. Select the recurring transaction that you want to execute and choose the Link Button (Link Button) of the transaction.

    This opens the document that is to be posted.

  2. If necessary, edit the document.

  3. To execute the transaction, choose the Add button.

    The application posts the transaction you selected.

Note Note

You can also execute single recurring transactions from the business partner area. To do so, proceed as follows:

  1. Open a business partner master data record and choose the You Can Also button.

  2. Select the “View Related Recurring Transactions” option.

    The Recurring Transactions for Business Partner window appears.

  3. Proceed as described in steps 1–3 above.

Executing Recurring Transactions by Batch
  1. Select all instances of recurring transactions that you want to execute.

  2. Determine what the application should do in case a system message or error occurs. For example, prompt for user confirmation, skip to the next transaction, or ignore all system warnings and continue executing the transactions.

  3. Choose the Execute button.

    The application posts the transactions you selected and displays a summary of any system messages or errors and the application’s response.

Removing Instances of Recurring Transactions
  1. Select one or several instances of recurring transactions.

  2. Choose the Remove button.

    The application removes the transactions you selected.

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