Accounting AP

A Recurring Purchase Order (PO) in Q360 is not sent directly to a Vendor; rather, it serves as a template that automatically generates Vendor Vouchers on a defined schedule.

Benefits

• Automate regular expenses – set up non-varying, routine spend (e.g., monthly software subscriptions, office lease payments) once and let Q360 generate Vouchers for you
• Ensure timely coverage for Service Contracts – automatically bill for third-party service coverage under Customer Service Contracts without manual entry each period
• Maintain consistent records – by using a template, you ensure Line Item structure and GL allocations remain uniform, reducing data-entry errors
• Flexible amounts when needed – if amounts vary by period, leave Auto Release off so you can review and adjust before release

Create a Recurring PO

1. Open a Vendor Record in Q360 and click on the PO Tab
2. To add a new Purchase Order, click the ADD icon on the Purchase Orders grid.  A new PO Record will open in DATAENTRY Status
3. Select RECURRING from the PO Type drop down menu
4. Define your schedule:
   • Billing Period Start / End Dates: enter the first and last dates of the template’s period
   • Duration Name: select Frequency such as Monthly, Quarterly, etc.
   • Renewal Type: Select “Auto” to extend the End Date each cycle, or “None” to stop at End Date
5. Auto Release Checkbox:
   • Checked: Vouchers auto-post and release when generated
   • Unchecked: Vouchers generate in Un-Posted / Un-Released Vouchers Queue for review
6. Complete Header Details – fill in additional PO Header fields such as Branch, Department, Payment Terms, etc.
7. Add Line Items:
   1. On the Line Items Tab, click the ADD icon
   2. Enter Quantity, Description and Cost
   3. Search for and select a Master No. to default the GL Account, Cost and Part No.
   4. Link the Line Item to a specific Q360 Item such as a Service Contract, to associate Costs directly for reporting purposes
8. Click the SAVE icon, then use the PO’s PROCESS icon to Confirm PO.  This activates the schedule

Generate Vouchers from Recurring POs

• Automatic Nightly Scan (ResQ Daily) – Q360 scans CONFIRMED Recurring POs each night and generates due Vouchers
• Manual Trigger
  • From the Accounts Payable Workflow, click “Generate Recurring Vouchers” (which opens the Bill Recurring POs form) to run on-demand
  • From Accounting menu > Accounts Payable > Bill Recurring POs

• Review Queue
  If Auto Release was left unchecked, Vouchers appear in the Un-Posted / Un-Released Vouchers bucket for AP Team to review and post

Tips and Considerations

• Deferring Costs – to spread a Line Item Cost over time, point its GL to the Prepaid Expense Account and link to an M-Type Master with COGS configured. When Vouchers are created, Q360 will prompt you to set Deferral Periods
• Pushing the Recurring PO Status to RECEIVED will prevent automatic Vouchers from being created
• Audit and Reporting – use Live Data Reports like “Un-Posted / Un-Released Vouchers” and “Generate Recurring Vouchers” bucket filters to track pending and processed recurring payments