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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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Cheryl Waswick on at

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RE: Posting Future Payable Invoices for the entire year.

Hello,

I read this thread and there are some good options for you. I would encourage you to set up a test company and play with them in there first, before doing this in your live production database.

For rent, etc, i do see most use 'recurring batches'. This works really well if you are paying the same amount each month. It wasn't intended to change the amount each month, but I know some do. I see many GP customers use recurring invoice batches and just post it each month, as Richard explained above.

Regards,

Cheryl

Dynamics GP support

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Richard Wheeler 75,848 Moderator on at

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RE: Posting Future Payable Invoices for the entire year.

You would select the recurring batch and then the invoice within that batch to change the invoice number. If you have a large number of invoices scheduled payments would make more sense.

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Richard Wheeler 75,848 Moderator on at

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RE: Posting Future Payable Invoices for the entire year.

There should be no reason to enter any invoices again if they are in a recurring batch. These batches are being marked as recurring aren't they? I must be missing something in this scenario. Scheduled payments is another option. Depending on the volume and nature of these transactions that may be a way to go.

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Lisa at AonC.com 833 Super User 2025 Season 2 on at

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RE: Posting Future Payable Invoices for the entire year.

I'm so sorry, Debbie that GP support hasn't been able to help with what appears to be a straightforward process. (I too am not a fan of recurring batches and do try to move to other methods, like Scheduled Payments, for managing the transactions in an efficient and manageable manner.) I must be missing something in the complexity of the scenario as I would expect the "Post Scheduled Payment" routine would get you the monthly transaction and editing the transaction to include the new vendor invoice number in the PO Number and/or Transaction Description would work for documentation purposes.

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Debbie King 15 on at

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RE: Posting Future Payable Invoices for the entire year.

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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Lisa at AonC.com 833 Super User 2025 Season 2 on at

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RE: Posting Future Payable Invoices for the entire year.

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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RE: Posting Future Payable Invoices for the entire year.

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 833 Super User 2025 Season 2 on at

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RE: Posting Future Payable Invoices for the entire year.

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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Richard Wheeler 75,848 Moderator on at

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RE: Posting Future Payable Invoices for the entire year.

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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Debbie King 15 on at

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RE: Posting Future Payable Invoices for the entire year.

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

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