With the Recurring Payables feature, you can save a payable as a template, and then run it on a regular basis (typically monthly).
Note: This feature is designed for payables to vendors and owners; it cannot be used for payables to tenants.
To set up a template
Open an existing payable and click the Repeat button.
The New Template screen appears.
Fill in the date fields: Start Occurrence On, End Occurenct On, and Recurring Day (the day of the month for the payable.) By default, all the months of the year are selected, but you can deselect some of them if you don't want the payable created every month.
In the Invoice field, enter the account number for the vendor, for example, "HaGarden 087." When the recurring payable is posted, the invoice number on the new payable is the account number plus the month and year, for example, "HaGarden 087/Jul2020."
In the Post Code field, you can enter a code that represents a group of recurring payable templates. When you post recurring payables, you can select the code and post a group of templates at once.
Creating a New Payable from a Template
Start by adding a new payable (Accounting > Accounts Payable > Payables > Add New). When you select the vendor, the Template button appears.
When you click the button, Breeze pulls in the rest of the details from the template.
Note: The button only appears if there is one (and only one) template for the vendor.
Posting a Group of Recurring Payables
Posting recurring payables can be part of your monthly process. Go to Accounting > Accounts Payable > Post Recurring Payables.
You can filter by vendor or property, or you can leave those fields blank to view all of them.
If you have set up a group with a Post Code, you can enter it here.
Enter a Post Month and click Display.
By default, all the templates are selected -- you can deselect the ones you don't want to post.
Click Post to create payables. Breeze creates an unposted payable batch. At the top of the Post Recurring Payables screen, there is a link to the payable batch.
Click the link to open the batch and post it, if appropriate.
An example of one of the payables is shown below.
The invoice number on the payable is the invoice number from the template plus the month and year (HaGarden 087/Jul2020).
The payable is identified as a Recurring Payable.
Weekly Recurring Payables
If you want a payable to recur on a weekly basis, you can set up four identical templates. In the Recurring Day field, enter days that are a week apart, for example, 1, 8, 15, and 22.
You can post them separately or all at once, depending on how you set up the post codes.