---
title: "Memorize an AP Transaction"
slug: "memorized-ap-transactions"
description: "Save an AP invoice as a reusable template and set auto-recurrence (daily, weekly, monthly, or period) for future use."
updated: 2026-07-28T07:30:29Z
published: 2026-07-28T07:30:29Z
canonical: "docs.restaurant365.com/memorized-ap-transactions"
stale: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Memorize an AP Transaction

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](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access).

---

## 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](/doc/docs/ap-transactions).**

1. Open the **Accounting** app.
2. Expand **Accounts payable**.
3. Click **AP transactions**.
4. Navigate to the **AP transactions** tab. This is the default tab.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-N8P9YPQN.png)

****2)** Open or [create](/doc/docs/ap-invoices-overview-security#ap-invoices-create-an-ap-invoice) the [AP Invoice](/doc/docs/ap-invoice-record) to be memorized.**

> [!TIP]
> **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:

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X2Q38JAX.png)

To create an invoice, click **Create** then select **AP Invoice.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-F0VZ2J63.png)

****3)** Hover over **Action** then select **Memorize.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CSPZ8KKR.png)

****4)** Enter the **memorized template name.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HKLL8YD3.png)

****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.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YBKAOYOB.png)

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.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5WBXTA4C.png)

****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)***

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UVJ0IOTV.png)

****8)** Click **Memorize.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0B2TX8N5.png)

> [!NOTE]
> 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

1. **Create a new AP invoice** using the **Create** button from either the top ribbon or the AP transactions page.
2. *Before entering any information*, hover over **Action**.
3. Click **Copy Memorized Template**.
4. Select the **template** to use, and click **Copy**.
5. The AP invoice fields will automatically be filled with the content from the template.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OWHWPVKD.png)

### AP Invoice: Assigned Vendor Templates

1. Create a new AP invoice using the **Create** button from either the top ribbon or the AP transactions page.
2. Select a **Vendor**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0ZVSZMP0.png)

- 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9YA19QEF.png)
- 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5XFSEIU7.png)

### Memorized AP Transactions Tab

To use a Memorized Transaction from the [Memorized AP transactions](/doc/docs/memorized-ap-transactions-page) tab:

1. Navigate to the AP transactions page [**Memorized AP transaction**](/doc/docs/memorized-ap-transactions-page#navigation) tab. The Memorized AP transactions table will contain all memorized templates that have been created.
2. Locate and **click the template** to use. This will open the transaction in a new tab.
3. On the template, hover over **Action**, and select **Use**. A new AP invoice with the template details will open.
4. Make any necessary changes. Then, click **Save** or **Approve**, as needed.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-C4T0IUCZ.png)

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