Auto Pay Invoices

[wms7328]

Church has several invoices that are the same each month so we are thinking about setting those up on autopay from the vendor so they just draft our checking account each month. I know we can set these up as repeating transactions and release as manual checks. I'm looking for a way to indicate this to AP clerk so that if she tries to enter an invoice to print a computer check, it would somehow remind her that this invoice is auto pay and has to be entered as manual check. I know it will probably be indicated on the vendor bill that is sent, but sometimes that is easy to miss.

Would like any suggestions you might have on how to indicate this when you use the Maintain Open Invoice screen. Thought we might could use the description box that comes up right under the reference box on Maintain Open Invoices screen, but don't see a way to change this permanently to indicate something other than Vendor name. It appears this description box is set up to always use the vendor name, would be good to have some way to change this so it comes up with something else that could be used to indicate Auto Pay.

Power Church support, a suggestion would be to have a way to indicate an auto pay vendor in vendor records and then give a warning if you attempt to enter an invoice that would generate a computer printed check.

[NeilZ]

Church has several invoices that are the same each month so we are thinking about setting those up on autopay from the vendor so they just draft our checking account each month. I know we can set these up as repeating transactions and release as manual checks. I'm looking for a way to indicate this to AP clerk so that if she tries to enter an invoice to print a computer check, it would somehow remind her that this invoice is auto pay and has to be entered as manual check. I know it will probably be indicated on the vendor bill that is sent, but sometimes that is easy to miss.

Would like any suggestions you might have on how to indicate this when you use the Maintain Open Invoice screen. Thought we might could use the description box that comes up right under the reference box on Maintain Open Invoices screen, but don't see a way to change this permanently to indicate something other than Vendor name. It appears this description box is set up to always use the vendor name, would be good to have some way to change this so it comes up with something else that could be used to indicate Auto Pay.

Power Church support, a suggestion would be to have a way to indicate an auto pay vendor in vendor records and then give a warning if you attempt to enter an invoice that would generate a computer printed check.

The only problem I see with indicating an 'autopay' vendor in such a way is if the person is entering a different invoice than the one that is usually sent by the vendor.

Wouldn't it be easier just to have the person do a weekly check to see if there are any REPEATING ENTRIES that need to be released. If the repeating entry is setup properly, the system already knows that payment is by manual check, what the monthly payment pattern is, and the amount. In which case its simply a matter of training.

I do believe that the Reference block on the Maintain Repeating Entries screen is a permanent comment that will stay with the transaction.