Recurring Purchase Lines
On purchase documents, if you often add lines with the same information, such as general ledger accounts, dimensions, amount excluding tax, and so on, you may want to use the Recurring Purchase Lines feature. This feature saves time and reduces the need for manual entry. To use the recurring purchase lines feature, you must set up Standard Purchase Codes, and then assigning these Standard Purchase Codes to vendors. After the codes have been assigned to vendors, on a purchase document, such as a purchase invoice, you can choose Get Recurring Lines to insert the standard purchase codes on the Lines.
Note
Note:
Standard purchase codes are vendor specific only. Also, account set codes cannot be specified as part of a standard purchase code. As well, there are restrictions regarding the types of columns that can be specified. You may find that the Sparkrock 365 importing invoice lines or copy document features are a better option.
Create standard purchase codes
To be able to get recurring lines on a purchase document, such as a purchase invoice, Standard Purchase Codes must be created. After the Standard Purchase Codes are created, the Standard Purchase Codes must be assigned to vendors.
To create standard purchase codes
Choose
, enter recurring purchase lines, and then choose the related link.The Recurring Purchase Lines page opens.
On the action bar, choose New.
The Standard Purchase Code Card page opens.
In Code, specify a code to represent this standard purchase.
In Description, specify a description for the code.
In Currency Code, specify a code.
On the Lines, in Type, specify a value, for example, G/L Account.
The allowable values for the Type field are the same values that appear on a purchase invoice line or a purchase order line.
In No., depending on the value that was specified in Type, specify an appropriate value.
For example, if G/L Account was specified in the Type field, specify a general ledger account number.
In Description, verify that the automatically populated default value is what you want, otherwise, you can overwrite the default value.
In Quantity, specify an amount.
Complete the remaining fields as required.
If you have dimension validation setup enabled, dimensions are not validated as part of this feature. It is important that you enter the segments that comprise a valid account set configuration within Sparkrock 365. Otherwise, when recurring purchase lines are inserted on to a purchase invoice, an account set validation error may occur.
Assign standard purchase codes to vendors
To be able to get recurring lines on a purchase document, such as a purchase invoice, after standard purchase codes are created, the standard purchase codes must be assigned to vendors.
To assign standard purchase codes to vendors
Choose
, enter vendors, and then choose the related link.The Vendors page opens.
Select the vendor for which you want to assign one or more standard purchase codes, and then on the action bar, choose Manage > View.
The Vendor Card page opens.
On the action bar, choose Related > Purchases > Recurring Purchase Lines.
The Recurring Purchase Lines page opens.
In Code, specify the standard purchase code that you want to assign to this vendor.
In Description, verify that the default value is what you want, otherwise, you can overwrite the default value.
In Insert Rec. Lines On Quotes, specify one of the following values:
Manual: On a purchase quote, a recurring purchase lines notification is not displayed across the top of the page. If you want to insert a recurring purchase line for the vendor, you must manually insert the recurring purchase line on to the quote.
Automatic: On a purchase quote, a recurring purchase lines notification displays across the top of the page. If only one Standard Purchase Code exists for the vendor, after you choose Get Recurring Lines, the recurring purchase line is automatically inserted on to the quote. If multiple Standard Purchase Codes exist for the vendor, you must manually insert the one or more recurring purchase lines that you want to insert on to the quote.
Always Ask: On a purchase quote, a recurring purchase lines notification displays across the top of the page. You must manually insert the one or more recurring purchase lines that you want to insert on to the quote.
In Insert Rec. Lines On Orders, specify one of the following values:
Manual: On a purchase order, a recurring purchase lines notification is not displayed across the top of the page. If you want to insert a recurring purchase line for the vendor, you must manually insert the recurring purchase line on to the order.
Automatic: On a purchase order, a recurring purchase lines notification displays across the top of the page. If only one Standard Purchase Code exists for the vendor, after you choose Get Recurring Lines, the recurring purchase line is automatically inserted on to the order. If multiple Standard Purchase Codes exist for the vendor, you must manually insert the one or more recurring purchase lines that you want to insert on to the order.
Always Ask: On a purchase order, a recurring purchase lines notification displays across the top of the page. You must manually insert the one or more recurring purchase lines that you want to insert on to the order.
In the Insert Rec. Lines On Invoices field, specify one of the following values:
Manual: On a purchase invoice, a recurring purchase lines notification is not displayed across the top of the page. If you want to insert a recurring purchase line for the vendor, you must manually insert the recurring purchase line on to the invoice.
Automatic: On a purchase invoice, a recurring purchase lines notification displays across the top of the page. If only one Standard Purchase Code exists for the vendor, after you choose Get Recurring Lines, the recurring purchase line is automatically inserted on to the invoice. If multiple Standard Purchase Codes exist for the vendor, you must manually insert the one or more recurring purchase lines that you want to insert on to the invoice.
Always Ask: On a purchase invoice, a recurring purchase lines notification displays across the top of the page. You must manually insert the one or more recurring purchase lines that you want to insert on to the invoice.
In Insert Rec. Lines On Credit Memos, specify one of the following values:
Manual: On a purchase credit memo, a recurring purchase lines notification is not displayed across the top of the page. If you want to insert a recurring purchase line for the vendor, you must manually insert the recurring purchase line on to the credit memo.
Automatic: On a purchase credit memo, a recurring purchase lines notification displays across the top of the page. If only one Standard Purchase Code exists for the vendor, after you choose Get Recurring Lines, the recurring purchase line is automatically inserted on to the credit memo. If multiple Standard Purchase Codes exist for the vendor, you must manually insert the one or more recurring purchase lines that you want to insert on to the credit memo.
Always Ask: On a purchase credit memo, a recurring purchase lines notification displays across the top of the page. You must manually insert the one or more recurring purchase lines that you want to insert on to the credit memo.
Insert standard purchase lines on to a purchase invoice
After Standard Purchase Codes have been assigned to vendors, on a purchase invoice, you can choose Get Recurring Lines and insert the Standard Purchase Codes in the Lines section.
To insert standard purchase lines on to a purchase invoice
Choose
, enter purchase invoices, and then choose the related link.The Purchase Invoices page opens.
Select the purchase invoice for which you want to get recurring lines, and then on the action bar, choose Manage > View.
The Purchase Invoice page opens.
On the notification, choose Get Recurring Lines.
The Recurring Purchase Lines page opens.
If required, to view the contents of a Standard Purchase Code, select the record that you want to view, and then on the action bar, choose Card.
The Standard Purchase Code Card page opens.
To return to the Recurring Purchase Lines page, choose
.Select the one or more recurring purchase lines that you want to insert, and then choose OK.
On the Lines, the recurring purchase lines are inserted and you can proceed with the purchase invoice as per your normal process.
After you insert recurring purchase lines and return to the purchase invoice, the notification and the Get Recurring Lines link are no longer displayed. If required, to open the Recurring Purchase Lines page, on the action bar, choose Actions > Functions > Get Recurring Purchase Lines.
See also
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