Recurring Bill Schedules Overview

If you receive the same bill from a vendor on a regular basis, you can set up a recurring bill schedule to automate the creation of those bills. This saves time and ensures you never miss entering a regularly occurring bill. This guide provides an overview of the recurring schedule system.

What Are Recurring Bill Schedules

A recurring bill schedule is a template that tells AccuArk to automatically create new bills at specified intervals. For example, you might set up a monthly schedule for your office rent, a quarterly schedule for insurance premiums, or a weekly schedule for a cleaning service.

Each schedule defines:

• Which vendor the bills are for
• The bill amount
• The billing pattern (how often bills are generated)
• The first bill date
• The number of days until payment is due
• The location the bills are assigned to

Opening the Schedule Form

To manage recurring bill schedules:

1. Open the Bills Browser from Financials > Bills
2. Click the Recurring button on the toolbar
3. The Recurring Bill Schedule form opens

The Recurring button requires the FIN_MANAGE_BILL_SCHEDULE permission. This permission is assigned to Super Admin, Location Admin, and Manager roles by default. Accountants and Employees do not have this permission.

Schedule Components

The Recurring Bill Schedule form contains the following components:

Vendor Selection

Select the vendor that the recurring bills will be assigned to. The vendor dropdown lists all vendors in your system.

Bill Amount

Enter the fixed amount for each bill that will be generated. If the bill amount varies each time, you can set it to the typical amount and adjust individual bills after they are created.

Due After Number of Days

Select how many days after the bill date the payment should be due. This sets the due date on each generated bill. Common values include 15, 30, 45, 60, and 90 days.

First Bill Date

Set the date for the first bill in the schedule. Subsequent bill dates are calculated from this date based on the billing pattern.

Billing Schedule Option

Select one of the nine available schedule patterns. Each pattern determines how the next bill date is calculated. See the Schedule Pattern Types article for details on each pattern.

Pattern Option

Based on the selected schedule option, a secondary dropdown lets you refine the pattern. For example, if you select Monthly (Specific Day), the pattern option lets you choose which day of the month (1st, 2nd, 3rd, and so on).

Location

Select the location that generated bills will be assigned to.

How Auto-Generation Works

When you set up a schedule and click Create Schedule, the system generates a preview of all upcoming bills in the preview grid. Each row shows the bill number, status, amount, bill date, and due date.

The generated bills are created in the database as actual bill records with a status of New. You can then find them in the Bills Browser and manage them like any other bill, including recording payments, editing amounts, or cancelling them.

Maximum Bills Limit

The schedule system generates a maximum of 30 bills per schedule creation. This prevents accidentally creating hundreds of bills from a very frequent schedule pattern. If you need more than 30 bills, you can create additional schedules or regenerate after the first batch has been processed.

What to Read Next

• Schedule Pattern Types — Detailed guide to all nine schedule patterns
• Creating a New Bill — Understand the bills that are auto-generated
• Bills Permissions and Roles — Who can manage recurring schedules