Recurring purchase lines help simplify invoice entry for vendors that are paid regularly using the same general ledger accounts and allocation structure. By creating recurring purchase line codes, you can reduce manual data entry and ensure consistent allocations across departments, lines of business, and dimensions.

Setting up a recurring purchase line code

To begin, navigate to Recurring Purchase Lines in Business Central. Recurring purchase line codes can be used for many types of recurring expenses, including:

• Rent expense
• Professional fees
• Repairs and maintenance
• Advertising expense
• Office supplies

Each recurring purchase line can include:

• General ledger accounts
• Department assignments
• Line of business allocations
• Required dimensions
• Multiple distribution lines

For example, an office supplies recurring purchase line may contain multiple lines that automatically split expenses across different departments and business units.

Assigning recurring purchase lines to a vendor

After creating the recurring purchase line code, assign it to the appropriate vendor. From the vendor card:

1. Select Related
2. Select Purchases
3. Select Recurring Purchase Lines

A vendor can have multiple recurring purchase line codes assigned. You can:

• Add new recurring codes
• Remove existing codes
• Select how the recurring lines should be applied

Recurring line options

When assigning recurring purchase lines, you can choose from several options:

• Manual: The recurring lines must be selected manually when creating a purchase invoice.
• Automatic: The recurring lines are added automatically to the invoice.
• Always Ask: Business Central prompts you to decide whether to add the recurring lines each time.

While recurring purchase lines are commonly used with purchase invoices, they can also be used with credit memos when needed.

Creating a purchase invoice using recurring purchase lines

Once the code is assigned to a vendor, creating an invoice becomes much faster.To create a purchase invoice:

1. Open the vendor card.
2. Create a new purchase invoice.
3. Enter the vendor invoice number.
4. Select Prepare and then Get Recurring Purchase Lines.
5. Choose the appropriate recurring purchase line code.

Business Central automatically fills in all the predefined invoice lines.

Allocating amounts across multiple lines

Many recurring expenses change in total amount but follow the same allocation pattern every month. For example, if an office supplies invoice totals $1,000:

1. Enter the allocation percentages or split amounts on the recurring lines.
2. Enter the invoice total.
3. Use the F8 key to copy the amount down the remaining lines.

This allows the invoice to be entered quickly while maintaining consistent allocations across departments and business units.

Using the automatic option

If the recurring purchase line is set to Automatic, Business Central will populate the recurring lines whenever a new invoice is created for that vendor.Benefits include:

• No recurring line selection required
• Faster invoice entry
• Consistent allocation percentages
• Reduced manual effort
• Improved accuracy

After entering the invoice amount, you can use the same allocation structure and quickly complete the invoice for posting.

Key takeaways

Recurring purchase lines provide a simple way to automate recurring vendor invoices in Business Central. By creating recurring purchase line codes, assigning them to vendors, and selecting the appropriate automation option, organizations can speed up invoice processing while maintaining consistent account and dimension allocations.