Auto Periodic Expenses

A fixed cost that leaves the vault the same day every month, written once so the panel books it.

Reaching the Screen

Panel menu: Billing then Cash Management, and the Periodic Expenses button there: {admin}/invoices/periodic-expenses

The screen has no menu entry. Back to Vault goes back to Cash Management. With the invoice system off the Billing entries leave the menu, but the address works.

It opens for staff who can see invoices. Without the invoice operation right, Add New Entry, the tick boxes, the bulk box, the row menu and its dialog are absent.

What Is on the Screen

A note, two figures with the page actions, a filter row, and the list.

The two figures

Total Expense Records reads like a count but is money: every rule's amount, converted into the local currency.

Active Schedules is the count, and every rule is counted. A rule has no on and off switch, so delete the ones you no longer want.

The list of rules

Description is the text written on the vault entry. Amount is the sum in the rule's own currency. Period is a chip with the day and time, for example 15th Day, 09:00. Created is the date the rule was written, and editing does not move it.

Amount and Created can be sorted; Description and Period cannot.

When a rule fires

One scheduled task, Recurring Expenses, checks every rule once a minute. It books the ones whose turn has come.

A rule's turn comes when today matches its day and the clock reaches its time. The booking can land up to five minutes later. That window closes on the hour: a rule set for 09:58 can only be booked at 09:58 or 09:59. The entry always carries the planned minute.

A duplicate check compares description, amount, currency and minute, so a late round cannot book twice. Two rules matching in all four produce one entry, and a matching hand-written entry stops the automatic one.

It writes an ordinary vault expense with the rule's description, amount and currency. No staff member or payment method is recorded, so Cash Management shows System. It is not tied to an invoice, so you can edit or delete it there.

The filters

Advanced Filter holds four. Item Description searches inside the description, Currency narrows to one currency and Amount filters on the amount. Date Range works on the date the rule was created, not the day it fires.

The panel opens by itself when a filter has a value; the button counts them.

Fields

Add New Entry and the row menu's Edit open the same form.

Above the list:

Tasks

Write a new rule

1. Click Add New Entry.
2. Fill in the amount with its currency, and a description that identifies the expense in the vault.
3. Pick the day of the month and the time, then click Add.
4. The rule joins the list with its Period chip. Nothing is booked until that day and time arrive.

Change a rule

1. Open the row menu and choose Edit.
2. Change what you need and click Save. The row shows the new values at once, Created stays put, and entries already in the vault keep their values.

Delete rules

1. Use Delete in a rule's row menu. For several, tick the rows and pick Delete under Apply to selected.
2. Deleting one shows its description and amount; several show only a count. Confirm.
3. The rows leave the list; the entries they created stay in the vault.

Check that an expense was booked

1. Once the rule's day and time have passed, open Cash Management with Back to Vault.
2. Look for an expense with the rule's description at the planned time; the handler reads System.
3. If it is missing, open the automation dashboard and find the Recurring Expenses task.

Things to Watch

Required Privileges

The list opens for INVOICES_LOOK or INVOICES_OPERATION; either is enough.

Adding, editing and deleting need INVOICES_OPERATION. The Cash Management menu entry needs INVOICES_CASH; downloading needs TABLE_EXPORT.

Related Articles

• Cash Management
• Automation Overview
• Currencies