AP Transactions can be memorized as transaction templates that can be used again in the future. In addition to creating a transaction template, Memorized Transactions can be scheduled and automatically created.
Memorized Transactions will not carry over the toggled on Mark as Paid setting or Credit Expected amount from the initial template.
Memorized templates are displayed only while they are still scheduled to run. When Times Repeated equals Times to Repeat, the schedule is finished and the template is no longer shown in the Memorized Transactions list. The related transactions remain in the records.
Security
The following permission is required to memorize an AP transaction:
Accounts Payable → AP Invoices → Create AP Invoices
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Create a Memorized AP Invoice
Once a transaction has been memorized, a real unapproved transaction with the containing data will also be created. If the Memorized Transaction is solely for future use as a Template, ensure to delete the unapproved transaction that was just created.
When the Credit Expected field is greater than $0, the Memorize function in the Action menu will be disabled. Credit Expected amounts will not carry over from a memorized template.
To memorize an AP invoice, follow these steps:
Click steps to expand for additional information and images.
1) Navigate to the AP Transactions page.
Open the Accounting app.
Expand Accounts payable.
Click AP transactions.
Navigate to the AP transactions tab. This is the default tab.
2) Open or create the AP Invoice to be memorized.
R365 Best Practice
Use a placeholder like FoodVendor_Template as the invoice number to remind users to update the invoice number each time the template is used.
To open an existing invoice, click the invoice row:
To create an invoice, click Create then select AP Invoice.
3) Hover over Action then select Memorize.
4) Enter the memorized template name.
5) Use the dropdown to select the auto-recurrence period. (When None is selected, skip to step #8).
The auto-recurrence defines how often a memorized transaction is automatically posted based on a set schedule.
Options include:
None: Saves the transaction as a template without scheduling an automatic recurrence.
Monthly - First Day: Posts the transaction automatically on the first day of each month.
Monthly - Last Day: Posts the transaction automatically on the last day of each month.
Monthly - Same Day: Posts the transaction on the same day of the month as the original transaction date.
Period - First Day: Posts the transaction on the first day of each financial period.
Period - Last Day: Posts the transaction on the last day of each financial period.
Weekly: Posts the transaction every seven days from the original transaction date.
Every 2 Weeks: Posts the transaction every 14 days from the original transaction date.
Daily: Posts the transaction every day from the original transaction date.
6) Enter the number of times the auto-recurrence should be repeated.
Once the invoice has been created this set number of times, the Memorized AP Invoice will no longer run.
Times to repeat must be a whole number.
7) To create the AP invoice before the posting date, enter the number of days prior to the AP Invoice date when the entry should be created. (Optional)
8) Click Memorize.
If duplicate AP invoice numbers are NOT allowed for your organization, recurring memorized transactions are created as unapproved transactions.
If the initial Template had the Mark as Paid setting toggled on, copies of this Memorized Template will not have this setting toggled on. They must be manually changed before approving.
Use a Memorized Transaction
Memorized Transactions can be used via any of the following methods:
AP Invoice: Action Menu
Create a new AP invoice using the Create button from either the top ribbon or the AP transactions page.
Before entering any information, hover over Action.
Click Copy Memorized Template.
Select the template to use, and click Copy.
The AP invoice fields will automatically be filled with the content from the template.
AP Invoice: Assigned Vendor Templates
Create a new AP invoice using the Create button from either the top ribbon or the AP transactions page.
Select a Vendor.
When there is a single memorized template using the selected vendor, the user will be prompted and asked if the memorized template should be used to complete the invoice.
When there are multiple memorized templates using the selected vendor, a document button will appear next to the vendor selector. Clicking this button will open the list of memorized templates that can be used to complete the invoice.
Memorized AP Transactions Tab
To use a Memorized Transaction from the Memorized AP transactions tab:
Navigate to the AP transactions page Memorized AP transaction tab. The Memorized AP transactions table will contain all memorized templates that have been created.
Locate and click the template to use. This will open the transaction in a new tab.
On the template, hover over Action, and select Use. A new AP invoice with the template details will open.
Make any necessary changes. Then, click Save or Approve, as needed.
