How do I Use the Recurring Sales Invoice Feature?

Setting up a repeating Sales Invoice for subsequent and continued re-use.

Written By Gerry Mckeown ()

Updated at May 22nd, 2018

1.     Introduction:

Recurring Invoices, either weekly, monthly, quarterly or annually, are generally used for the purposes of preparing a repeating Sales Invoice for a repetitive activity or sale item such as Service, Maintenance, frequent Delivery, and so on.  Usually, it will be for the same amount and the same list of items – but you can change many of the details later on at each Invoice generation stage, should you require.

2.     Setting up a Recurring Sales Invoice:

To set up a Recurring Invoice you should first click on “Sales”, “Item Invoices”, “New Item Invoice” as shown below in order to prepare the initial Invoice (this feature is not available with “Batch Invoicing”).

To create the Recurring Invoice you must check the “Recurring” Box as shown.  The date of this Invoice will also be the first anniversary date of the recurrence (the “Start Date”).  If you wish to also create the first Invoice at this point in time you should also choose “Post & Print” from the “Save” Drop Down – otherwise the first occurrence of this Invoice will not happen until you generate it later.

On Clicking the “Save” Button the following Screen will be presented and you will be asked to input certain information as regards the conduct of the Recurring transaction;

Firstly you should expand the “Name” field to provide further detail regarding the Recurring Invoice in order to readily identify it subsequently (the Customer Name is shown in the “Account” field). You should also indicate the Frequency at which you wish to generate further Invoices into the future.

If you chose the Weekly Frequency option, then you must also provide the Day of the Week on which the forward Invoices are to occur.  For all the other Frequency options the recurring generation and posting date will be the anniversary of the Start Date.  Also, if the Invoice is for a limited time (e.g. SaaS Contract expires) then you should enter an End Date either on or shortly after the date the last occurrence of the transaction is due.

You can opt to leave the Transaction detail unchanged for all future Recurring Invoices or you can check this tick box.  This in which case you wish to alter the details of the transaction lines (e.g. Price changes) from time to time.  See 4. below.

Finally, you should press “Refresh List” which will then show you a screen with the forward transactions ready to be generated for the next two years (no matter what the frequency) or for the period beginning with the start date and ending on the end date chosen.

You can now generate as many forward transactions as you wish by ticking the “Generate” Check Boxes against each entry and then pressing the “Process Button. 

Alternatively, you can click on the “Generate” button from the Recurring Invoice Grid;

Clicking “Generate” here will produce the Invoice for 22 Aug 2017. You can also access the System Recurring Transaction Setting window by clicking on the Recurring Invoice Name (shown as “BC001”)

The generated Invoices are in the same state as newly prepared Invoices:  They remain to be Printed and/or Emailed to the Customer and must be “Posted” in order to update the General Ledger.

3.    Cancelling and Discontinuing Recurring Invoices:

You can Cancel one or more Recurring Invoice entries by Clicking on the “Cancel” Symbol as shown below;

This will invoke the following screen where you should enter a “Reason” for the Cancellation followed by “Update” if you wish to proceed, or “Cancel” if you decide against proceeding;

If you wish to discontinue a Recurring Invoice, then Click on the “Active” Button to de-activate it (You can subsequently re-activate it) followed by “Process”;

You will no longer able to Generate Invoices from here;

Or from here;

Each time you Log into your System you will be reminded that there may be Recurring Invoices which are now due for Generation and Processing as is shown on this portion of your Menu screen;

If you Click on the foregoing, you will be presented with the Recurring Invoices grid.

4.     Amending the Recurring Invoice Details:

You can also Amend the details of a Recurring Invoice when it is in a Processed or Pro forma or not posted status by clicking on the Internal No. shown below;

Which will bring up the following screen where you can amend the details for future use. The future generated invoices once the Copy Line details from the previous invoice is checked will then be generated with this new information