Recurring Bills

Overview

The Recurring Bills feature automates the process of entering vendor bills. You can set up a recurring schedule that runs at a specified frequency to create vendor bills using a template. It is useful for those who enter same vendor bills from the same vendors, such as utilities, auto lease, copier, etc. As an example, if you are getting your Internet bill every month, you can enter it once and then memorize it for monthly frequency. A huge time saver for those responsible for entering vendor bills. Click to watch this video on creating recurring bills in BQE CORE.

Upon login, you can view all the scheduled transactions that require your intervention for processing. These recurring bills are static because only the date and bill number changes; the bill amount is fixed. BQE CORE lets you see every vendor bill that has been memorized for the purpose of automatic or semi-automatic replication. A single recurring vendor bill can produce an unlimited number of duplications. Note that the recurring bills schedule is no longer valid if the projects are not active.

You can see the recurring or memorized bills under the notifications. On clicking, CORE displays a screen for viewing or processing them.

Field Descriptions

How To

Create Recurring Bills

Edit Recurring Bills

Show/Hide Columns in Grid

Export Recurring Bills

Apply Filters

Mark Screen as Favorite

Field Descriptions

Create Recurring Bills

You can set up recurring bills by memorizing an existing vendor bill.

To do so, watch this video or follow these steps:

1. Open the Recurring Bills screen from the side menu > Accounting > Payables.
   
   
   
   

2. Click Create Recurring Bill on the top-right.

3. On the Create Recurring Bill screen, enter the required information. Check Field Descriptions above for details.

   • Name

   • Description

   • Vendor

   • Source Bill
     
     

4. Specify your billing schedule. Check Field Descriptions above for details.

   • Frequency
   • Start/End Date
   • Processor
5. Select the Process automatically option if you want to automate the entire process completely. You still need to specify a processor who gets notified about it. Check Field Descriptions above for details.
6. Click Save & Done or Save & Add Another.

Edit Recurring Bills

To edit your recurring bill, watch this video or follow these steps:

1. Open the Recurring Bills screen from the side menu > Accounting > Payables.
   
   
   
   

2. In the list view, click  on the bill that you want to edit and select View Details.

3. On the Edit Recurring Bill screen, enter more details or make changes, as needed.

4. Back in the list view, if you want to delete multiple bills, you can do so by selecting them on the grid and clicking Actions > Delete or by clicking the row-action menu to delete individual bills.

5. Click Save.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

1. Open the Recurring Bills screen from the side menu > Accounting > Payables.
   
   
2. In the list view, click More > Show/Hide Columns on the action bar.
3. Select or un-select the column names in the drop-down list, say Status.
4. Next, click the column name you want to sort the data by, say Next Bill Date.
5. Click once for ascending order (A-Z) and twice for descending order (Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

You can also check the detailed video on navigation and customizing grids in CORE.

Export Recurring Bills

In CORE, you can export recurring vendor bills to the Comma Separated Values file format. CORE exports data from all available columns and not just the columns visible in the grid.

To export the recurring bills to a .CSV file, watch this video or follow these steps:

1. Open the Recurring Bills screen from the side menu > Accounting > Payables.
   
   
   
   

2. In the list view, click More > Export as CSV.

3. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

You can also check the detailed video on exporting data in CORE.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

1. Open the Recurring Bills screen from the side menu > Accounting > Payables.
   
   
   
   

2. In the list view, click  on the right.

3. On the Filters panel, select a filter from the drop-down and specify individual records or range.

4. Click Add Filters to specify more filters.

5. When you have finished, click Apply Filter. You can see selective data now.

6. You can remove the individual filters by clicking  on each. To disable applied filters temporarily or remove all filters, click  next to the Filters icon and select Disable Filters or Clear All, respectively.

You can also check the detailed video on applying filters in CORE.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in CORE as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in CORE from User Settings.

To mark this screen as your favorite, watch this video or follow these steps:

1. Open the Recurring Bills screen from the side menu > Accounting > Payables.
   
   
   
   

2. In the list view, click  on the top-right.

3. You can access this screen from the side menu under Favorites.

You can also check the detailed video on marking screens as favorite in CORE.