Understanding Recurring Charges
Recurring charges in Sage 300 are designed to automate repetitive billing transactions, such as monthly rent payments, regular service fees, or subscription charges. These charges can be configured in multiple modules including Accounts Receivable (AR), Accounts Payable (AP), and General Ledger (GL).
Setting Up Recurring Charges
Initial Configuration To begin setting up recurring charges, navigate to the appropriate module based on your needs: • For AR: AR Customers → Recurring Charges • For AP: AP Vendors → Recurring Payables • For GL: GL Setup → Recurring Entries
Basic Information Setup When creating a recurring charge, you'll need to enter: • Customer number • Recurring charge code (up to 16 characters) • Amount in the customer's currency • Start date • Terms code for calculating due dates and discounts
Schedule Configuration
Creating Schedules A schedule must be assigned to each recurring charge to determine its frequency. You can create schedules through: • Common Services / Scheduling • On-the-fly during recurring charge setup
Time Period Options You can configure recurring charges to: • Run for a specific time period with start and end dates • Continue indefinitely with no expiration date
Email and Communication Settings
Ship-To Location The ship-to location record contains important communication details: • Primary shipping address • Special instructions • Billing contact information
Customer Information To access and modify billing email information:
- Open the customer record
- Click the Zoom button next to the customer number
- Access the A/R Customer Information Screen
- Update the billing contact details
Processing Recurring Charges
Generation Methods Recurring charges can be generated through: • Periodic Processing • Create Recurring Entries Batch • Reminder popup notifications
Batch Management After generation, entries are placed in a batch for review: • Review all details before posting • Make necessary adjustments • Verify billing information is correct
Best Practices and Tips
Maintenance and Updates Keep your recurring charge system efficient by: • Regularly reviewing and updating contact information • Verifying email addresses are current • Maintaining accurate scheduling information
Error Prevention To avoid common issues: • Never delete recurring entries as they cannot be regenerated • Make changes before posting batches • Update recurring setup for future transactions
Recovery and Troubleshooting
Recovering Deleted Entries If a recurring entry is accidentally deleted:
- Export an older recurring entry
- Edit the data in Excel
- Import as a new batch
- Update contact information as needed
Advanced Features
Multicurrency Considerations When working with multiple currencies: • Enter amounts in the customer's currency • Verify exchange rates • Confirm billing information for international customers
Project Integration For project-related recurring charges: • Select the Job Related option • Enter project-specific information • Link to Sage 300 Project and Job Costing
System Requirements and Limitations
Important Restrictions Be aware that: • Recurring entries can only run once per scheduled period • Changes must be made before posting • Some features may require specific modules or permissions
Future Planning
Long-term Management For optimal results: • Plan recurring entries up to a fiscal year in advance • Regularly audit billing information • Maintain updated contact records
Security and Compliance
Data Protection Ensure security by: • Regularly backing up recurring charge data • Maintaining audit trails • Protecting customer contact information
Optimization Strategies
Efficiency Improvements Maximize system effectiveness by: • Grouping similar recurring charges • Establishing consistent scheduling patterns • Maintaining organized customer records
The proper setup and management of billing email information in Sage 300's recurring charge system is crucial for maintaining smooth business operations. By following these comprehensive guidelines and best practices, you can ensure that your recurring billing processes run efficiently and effectively, while maintaining accurate communication channels with your customers.
Remember that the initial time investment in setting up recurring charges and maintaining accurate billing information will result in significant time savings and reduced manual entry errors in the long run[3]. Regular maintenance and updates to your customer contact information will ensure continued successful automated billing operations.
Citations: [1] https://www.greytrix.com/blogs/sageaccpacerp/2019/02/18/recurring-entries-of-gl-ap-ar-in-sage-300/ [2] https://help.sage300.com/en-us/2023/classic/Subsystems/AR/Content/Customers/SCREENS/RecurringCharges.htm [3] https://www.baass.com/blog/recurring-entries-in-sage-300-accpac-a-huge-time-saver [4] https://help.sage300.com/en-us/2023/classic/Subsystems/AR/Content/Customers/RecurringCharges/AboutRecurringCharges.htm
