Recurring Expenses
For: Anyone who pays the same cost on a fixed repeat — rent from Paid Through, a monthly software fee that is not a vendor bill
A Recurring Expense is a schedule. Save makes Draft. Mark As Active, then the daily job creates a real Expense — and that expense posts money immediately. Prefix is RECE. If you need a payable with items, use Recurring Bills instead.
What this module does
1. Creating a recurring expense
Pick Division, Branch, Warehouse. Only Save.
Expenses#: Recurring Expense number. Default prefix RECE under Recurring Expense Configuration.
Customer/Vendor Name: Required on this form (unlike a one-off Expense).
Expense Account, Amount, Paid Through: Copied onto each generated expense. Same account rules as Expenses.
Notes, receipts, Terms: Upload Your Files (3 × 5 MB). Terms from the configuration drawer. No Profile Name field.
2. Repeat schedule
Same math as Recurring Bills / Recurring Invoices: Day(s) uses Start On as a generation day; Week / Month / Year first generate on Start On plus frequency. Never Expires or End On → Completed when the last cycle is done. Paused does not catch up.
3. How expenses actually get created
Daily job, Active schedules only. Each hit creates an Expense (EX) that posts ledger immediately — there is no Draft expense to Mark As later.
Warning: Recurring Bills create Draft bills you still open. Recurring Expenses create posted spend on the generation day.
4. Viewing, searching, and the list
Status tabs Draft / Active / Paused / Completed / Cancelled. No Export. Preferences → Recurring Expense Configuration. Detail shows Customer Name, Repeat Every, and Recurring Activities.
5. Editing a recurring expense
UI: Draft only. Location stays locked after save.
6. Changing status
Button: Mark Recurring Expense As.
| From | Mark As |
|---|---|
| Draft | Active, Cancelled |
| Active | Paused, Cancelled |
| Paused | Active, Cancelled |
| Completed | The job sets this when the last cycle is done. You do not Mark As Completed |
| Cancelled | Nothing. Mark Recurring Expense As is hidden. Cancelled is a dead end |
7. Recurring Activities — success, failed, retry
Execution Log & Expenses. FAILED → Create Expense retry. Money effect applies on create and on retry.
8. Deleting a recurring expense
Draft only on screen. Expenses already generated stay in Expenses.
Business rules
| Topic | Rule |
|---|---|
| This is a schedule, not an expense | Saving a Recurring Expense does not post money. The daily job (or Create Expense retry) creates a real Expense, and that expense posts immediately |
| Subscription gate | Creating a Recurring Expense is limited by your plan. Retrying a failed cycle (Create Expense) also checks Create and the plan. Editing, Mark As, and deleting are not plan-gated the same way |
| Save always makes Draft | There is no Save & Active. Draft and Paused are skipped by the daily job |
| Recurring Expense number | Field is labelled Expenses#. Default prefix RECE under Recurring Expense Configuration. Generated expenses use Expense numbering (EX), not RECE |
| Division, Branch, Warehouse | Required, plus Repeat Every, Frequency, Start On, Expense Account, Amount, Paid Through. Customer/Vendor Name is required on the form. There is no Profile Name field |
| No primary-bank gate, no stock | Same as Expenses. Inventory Config is not used here |
| Generated docs are live expenses | Unlike Recurring Bills (Draft bills) or Recurring Invoices (Draft invoices), Expenses have no draft status — money moves when the expense is created |
| Edit and delete in the UI: Draft only | Active, Paused, Completed, and Cancelled cannot be edited or deleted on screen. Generated expenses are not deleted with the schedule |
| Paused does not catch up | Missed dates while Paused are not created when you Mark As Active again |
| Failed cycle retry | Recurring Activities → Execution Log & Expenses. FAILED → Create Expense from the current template, then SUCCESS |
| No Duplicate, no Export, no Convert from | Nothing converts into a Recurring Expense |