4-6 Recurring or 4-2 Invoice

4-6 Recurring or 4-2 Invoice

We have an intern helping us out with some bookkeeping, gaining some real job experience.  Along with ‘how’ to do things, there are usually questions about ‘why’ and under what circumstances. Well, he asked a good one—Why are some things in 4-2 AP Invoices, and others entered in 4-6 Recurring?

This varies by company, but here are a couple of good guidelines; this might even be an opportunity to re-visit how you handle some of these.

• Not all vendors send an invoice, and rent is a good example. The 4-6 screen provides a reminder.
• Some invoices have a lot of detail in the grid. It’s faster to have a 4-6 recurring record to update and post, than to find a previous one, copy-paste, update, then post.
• If you receive a paper invoice with a unique invoice number, and you want that invoice number on the check stub, enter it in 4-2.

A word of caution: If you have people sharing this responsibility, be sure your procedure or checklists are very clear about what is entered where. If you enter in 4-2, then again in 4-6, it will not catch the duplicate.—CMW