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Posting Future Payable Invoices for the entire year.

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Posted on by Debbie King

I have tried the Reoccurring Payable s option in GP, which does not work well. I have several payable invoices paid each month such as: Rent, Insurance Premiums, loan payments. The issue is since the payments are due each month, the chance of human error is there to miss the payments which is not good. I was wondering if it was possible to post the invoices in the month they will be paid in GP and what effects it would have on the Financials? Example: Insurance premiums are paid monthly for the same amount each month for 11 months. The invoice is downloaded each month and processed for payment based on the due date. A monthly AJE is process for the accrual each month for the entire year. If the invoices are entered on May 5, dated and posted in future months, i.e. Aug, Sept, Oct, Nov, Dec. The invoices will be dated for the future month, posted to the GL in the Future date. What effect will this have on the Financials and GL?

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Microsoft Dynamics GP

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Bill Campbell 12 on at

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If I have read and understood your question - I believe that that the impact on the Financials and GL will only be to place that dollar value into each future period. It would not 'lump' all the transactions into one period unless you do something different with the batch settings.

Double check the Posting Settings and ensure that you are using the transaction date to be the batch posting date.

Hope this helps.

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Richard Wheeler 75,848 Moderator on at

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Just to add my two cents, why does using recurring batches not work well? You put all your recurring payables invoices into a recurring batch and post the batch once a month. If you start posting into the future you will no longer be able to use the aged trial balance report. You will need to use the historical aged trial balance report instead.

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Debbie King 15 on at

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I have tried to use the Reoccurring Payable Batches. It caused a huge mess in the General Ledger and Payable s Management. It took over a year to finally clean up the GL. The AP Aged TB was not correct, the payments did not post correctly, and nothing balance to the GL or actual. I spoke with my GP Support and the said they admitted the reoccurring AP Batches does not work correctly. My concern with posting into future periods will make the TB Summary and YTD amounts incorrect on the financials.

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Richard Wheeler 75,848 Moderator on at

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I would suggest your GP support get better trained on the use of recurring batches. They have worked fine for everyone else since the inception of GP. As I said you will now need to use the historical aged trial balance to properly handle the future dates. You are correct that your YTD values will now reflect those future transaction. Your options are to either use recurring batches properly or post to future periods.

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Debbie King 15 on at

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Ok. So what is the correct way to use reoccurring batches in GP2018?

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Richard Wheeler 75,848 Moderator on at

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Something must have wrong when the recurring batches were created. Using rent and telephone as examples of monthly invoices, you would create the batch with a frequency of monthly. As you posted the batch the date will advance one month. Then each month these distributions would fall into the correct month. Were the problems you experienced due to wrong fiscal periods or amounts? Were they trying to mix invoices with different frequencies in the same batch?

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Lisa at AonC.com 933 Super User 2025 Season 2 on at

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With the example of insurance, if you want to book the entire prepaid and then pay on a schedule (for example, monthly), GP's Scheduled Payment option works very well for this.

[If you want the expense recorded without booking the entire prepaid, the way you are doing it is correct. You don't have to pre-run all the recurring entries at once; you can leave future periods closed and then run the recurring batch each month as you open future periods.]

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Debbie King 15 on at

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This is the way we had originally tried to set up the payments. I posted the entire amount of the invoice to the Vendor open payable report and the aged AP History reports. The problem was the amount due did not reflect the correct balance remaining. There did not appear to be a way to post the invoices each month with the correct vendor invoice number.

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Lisa at AonC.com 933 Super User 2025 Season 2 on at

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GP can definitely keep track of the amounts, due dates, and vendor document numbers. I agree with Richard and Bill that it sounds like accounting and the GP partner should discuss the specific situation to determine what processes need to be modified to more accurately reflect the accounting requirements and streamline the process for the user.

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Debbie King 15 on at

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I have spent over 12 hours of GP Support and more than 20 hours of my time trying to get this to work and resolve the issues created. I have discussed this with our GP Support partner on multiple occasions and was told that Scheduled payments does work correctly and would not solve my issue of having to enter the invoices each month. I am really hesitant to go down that path again. I was hoping there was another way to enter the data. Thanks everyone for your advice.

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