Recurring Bills

The Recurring Bills form is where you enter vendor bills that are the same or close to the same each month. After a bill is added as a recurring bill, it can be recalled into the Enter Bills with only a few mouse clicks or keyboard strokes.

To add a new recurring bill, click on the New button in the toolbar. This will prepare the window for the new bill information. The detail lines of this recurring bill will be entered, or edited in the yellow area of the Recurring Bills .

Vendor ID
Enter the ID of the vendor for this recurring bill. The vendor can be chosen from a list by typing it in, pressing the F2 key or by clicking on the lookup button.

Invoice No
Enter the invoice number of the vendor's invoice you are entering. If there is not one, come up with one of your own. The invoice number can also be changed when the recurring bill is recalled into the Enter Bills .

Reference
Enter the reference information.

Terms
The terms drop-down list box contains the payment terms that apply to this invoice. If the vendor has a default set of terms set up in their vendor record, that terms code will be automatically plugged in for you. If the vendor does not have a default set of terms, the system next looks for a terms code that has been tagged as the system default terms. If one is found, it will be automatically entered for you. If you want to choose another terms code, click on the down arrow at the right hand side of the terms code box and a list of term codes will appear. Just click on the terms code that you want to apply to this invoice.

Well/Lease
Enter the Well ID to which this expense applies, if necessary. Choose the Well ID from a list by typing it in, pressing the F2 key or by clicking on the Well button.

Code
Enter the expense code as defined in the Expense codes. This allows you to enter well expenses in the Accounts Payable module and then later apply them to the wells for distribution. Choose the expense code by typing it in, clicking on the Code button or by pressing the F2 key. Only expenses with both a well ID and expense code on them will be sent to the revenue distribution. It is not necessary to select an expense code if this is not a well-related expense.

Class
The expense selected will default to the class associated with that expense code. However, if this individual expense should be placed against a different class than the default, it can be chosen by selecting the desired class from the pull-down menu. Changing the class will only affect this individual occurrence of the expense. This will not change the default class for the expense code, and will not affect future entry of this expense code.

Description
Enter a description for the expense. This field will automatically display the description for the expense code chosen, but can be overtyped if desired.

Account
Enter the account number for the expense you are entering. This will usually be one of the expense accounts. Choose the account from a list by typing it in, pressing the F2 key or by clicking on the Account button. If the expense is well-related and should be included in a run closing, be sure to select the Expense Clearing account.

Dept
Enter the department code if this expense should be tracked by department. The department code can be chosen from the department list by typing it in, clicking on the Dept button or pressing the F2 key.

Amount
Enter the amount of the expense.

Allocate All To
If this is an expense that should be charged entirely to a single owner in the well instead of using the percentages that have been defined on the Division of Interests , enter that owner's ID here or select them from the lookup list. The available owners are any working interest owners that have been defined in the Division of Interests for the selected well.

Int Type:
If the well entered for this detail line is marked as an investment well then the "Allocate All To" field will be replaced with this field. You will need to choose the type of interest that this detail is for. It can be a Landowner, Override or Working Interest.

Once the expense detail line has been entered, it will appear in the list box at the bottom of the . Keep adding detail lines until the recurring bill is complete. When the bill is complete, press the Save button in the toolbar to save the recurring bill. To edit a detail line, double-click on it in the list box at the bottom of the , and it will pop back up into the editing area where any changes can be made. You can use this entry by going to the Tasks, Enter Bills , adding a new record, and then clicking on the Recurring Bills button. This will bring up a list of all recurring bills that you have defined.

Delete Detail Line
Select this to delete the highlighted detail line from this . If you delete a detail line, it will ask you if you want to send it to the allocation file. If you choose Yes it will be sent to the allocation file and can be released later. If you choose No, then it will permanently be deleted and will not be allocated on the run closing.