Enter a Fixed Expense

Use the Fixed Expense Maintenance (NFM) program to enter, change, copy, and delete a fixed expense. Use the Fixed Expense Processing (NFP) program to release the current month's fixed expenses to the AP Invoice Register. See Background and Road Map for more information.

Enter the vendor number for this expense or click the Lookup icon and use the standard lookup options to select the vendor from a list.
Click Add if contracts exist for this vendor. The program prompts Contract number.
Enter a unique identifier (22 alphanumeric characters maximum) for the contract number.

Note
Avoid re-using recently deleted contract numbers.
Enter data in these fields:

Field Name

Type / Max Length

Action / Description

Contr strt date

Required
10 date

Select the date that the fixed expense comes into effect or enter a date shortcut.

Usually, the start date is the date that the first payment is due. However, it can be different; for example, if the start date is the beginning of the fiscal year.

Frequency code

Required
2 alphanumeric

Select a code that indicates how often you pay this fixed expense:

Code	Description
AN	Annually
BW	Biweekly
MO	Monthly
QT	Quarterly
SA	Semi-annually
SM	Semi-monthly
WK	Weekly

Next due date

Required
10date

Select the date of the next scheduled payment or enter a date shortcut. When you process the fixed expense, the system calculates the next due date based on the last posting date and the posting frequency:

If frequency code is	The system adds
AN	1 year
BW	14 days
MO	1 month
QT	3 months
SA	6 months
SM	See below
WK	7 days

If the frequency code is SM, when you complete data entry or press F10 the program prompts you to enter the first and second days of the month for payment.

Payment amount

Required
14 numeric in the format 999999999999.99

Enter the amount of the fixed expense payment for each period.

Orig balance

Optional
14 numeric in the format 999999999999.99

Enter the total amount due or leave blank to process fixed payments indefinitely.

If the expense has a maximum value (for example, a loan or contract for a fixed amount), enter the total amount as the original balance. When the payments to date reach this balance, the system no longer processes the fixed expense.

If you leave blank, the system processes the fixed expense until you delete the record.

Pmts to date

Conditional
14 numeric in the format 999999999999.99

If you entered a total amount due in the Orig balance field, enter the amount of any payments you have already made.

When processing begins, the system updates in this field.

Reference

Optional
30 alphanumeric

Enter the source of the fixed expense (for example, department or authority). If your system updates the general ledger in detail, this entry is the invoice reference.

AP org code

Required
2 alphanumeric

Accept the displayed organization code or select another organization for the AP account for this fixed expense.

The default comes from the GL org code field in the vendor's record in the Vendor Maintenance (VM) program. If that field is blank, the program displays the GL org code field in the record for your login branch in the Branch Maintenance (TBM) program.

AP account no

Required
10 alphanumeric

Accept the displayed account, enter another account for this fixed expense, or click the Lookup icon and use the standard lookup options to select the account from a list.

The default comes from the AP posting set up in the Posting Criteria Maintenance (XPC) program for the program NR.

If you selected SM for the Frequency code, the program prompts Enter first day of the month for payment.

(Conditional) Enter the day of the month for the first payment. The program prompt Enter second day of the month for payment. Enter the day for the second payment, which must be greater than the first.
Click Lines or OK.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Sequence number	Required 2 alphanumeric	Accept the displayed sequence number or enter a different sequence number for the distribution portion of the fixed expense. The program creates sequence 1 from the fields you have already entered.
GL org code	Required 2 alphanumeric	Select an organization code within the same consolidation.
GL account no	Required 10 alphanumeric	Enter the expense or liability account that you want to debit for this distribution or click the Lookup icon and use the standard lookup options to select the account from a list.
Description	Optional 25 alphanumeric	Enter a description for this transaction sequence or leave blank to use the account description. This description prints for this transaction on the AP Distribution Report (NRA).
Payment amount	Required 14 numeric in the format 999999999999.99	Enter the amount that you want to distribute to this account. This amount can be a full or partial distribution of the amount specified as the periodic payment.

Choose the appropriate options:

To	Do This
Change a field	Click Modify.
Exit without updating this distribution	Click Cancel. The program displays the next Sequence number. Enter another sequence or clear the field to exit.
Change the Sequence number field	Click Change no. This button appears on in add mode.
Accept the data and exit add mode	Click OK. The program displays the next Sequence number. Enter another sequence or clear the field to exit.

Note
You cannot delete a record unless it has been saved; use Cancel.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another sequence	Click Add.
Delete the selected sequence	Click Delete. See Delete. You cannot delete the first sequence.
Copy the selected sequence	Click Copy. See Copy.
Display the selected sequence	Click Select.
Display sequences from a specific sequence	Click Restart. The program prompts Sequence number. Enter the first sequence number you want to display or leave blank to begin with the first sequence in the file.
Print the sequence listing	Click Print. See Print.
Display the previous set of records in the file	Click Page up.
Display the next set of records in the file	Click Page down.
Exit add contract mode	Click Exit. The program prompts Contract number. Enter another contract for this vendor or leave blank to exit. If the program displays the message Debits do not equal credits., click OK. You must balance fixed expense distributions. Otherwise, the system cannot release expenses to the AP Invoice Register.

Choose the appropriate options when you click Exit:

To	Do This
Add another contract	Click Add.
Delete the selected contract number	Click Delete. See Delete.
Copy the selected contract number	Click Copy. See Copy.
Display the selected contract number	Click Select.
Display contract numbers from a specific number	Click Restart. The program prompts Contract number. Enter the first contract number you want to display or leave blank to begin with the first contract number in the file.
Print the contract listing for this vendor	Click Print. See Print.
Display the previous set of records in the file	Click Page up.
Display the next set of records in the file	Click Page down.
Exit this vendor	Click Exit.

Choose the appropriate options when you click Exit:

To	Do This
Display the selected record	Click OK.
Display the previous record in the file	Click Prev.
Display the next record in the file	Click Next.
Exit the program	Click Exit.