Introduction

Recurring invoices can be used to invoice for services, maintenance, or frequent delivery. They can be set up to recur automatically at weekly, bi-weekly, monthly, quarterly, or yearly intervals. The system will remind you when recurring invoices are due to be generated. At this stage, you can change any details as needed.

See:

  Sales Recurring Invoices (3.3) - AIQ Academy

Sales Item Invoices‍ 

How do I Maintain Customer Master Records?‍ 

Creating a Recurring Sales Invoice

Step One: Complete the Item Invoice

1. Go to Sales > Item Invoices > New Item Invoice.
   
   
    
2. Complete a Sales Item Invoice‍ as normal but check Save as Recurring Invoice. 
3. To post the first Invoice now, click Save > Post & Print Invoice. This will also create a Recurring Invoice template. Alternatively, just click Save if you want to make changes and generate it later.
   
   

Step Two: Setting up the Recurrence

1. On clicking Save, the System Recurring Transaction screen will open. Complete the header details as required:
   1. Name: Provide further detail for identification purposes.
   2. Account: The Customer Name will appear here.
   3. Frequency: Enter the Frequency of Invoice generation. If you select the Weekly Frequency option, then you must also provide the Day of the Week on which the forward Invoices are to occur.  
   4. Start Date: For non-weekly frequencies, Invoices will recur on the anniversary of the Start Date. 
   5. End Date: If the Invoice is for a limited time, such as if a SaaS Contract will expire, then you should enter an End Date either on or shortly after the date the last Recurring Invoice is due.
   6. Copy line details from the previous invoice: If you made changes in the previous Invoice that you want to carry forward, check this.
      
      
   7. Refresh List: Click to view a listing of the forward transactions for the next two or for the Start and End Dates selected. Recurring Invoices in green are past the Invoice date, allowing you to generate and post them. Invoices in yellow are the next scheduled for recurrence. 
      
      
      
      
      
      
2.  Generate as many forward transactions as you wish by checking the relevant entries in the Generate column. 
3. Click Process.
   
   

Using the Recurring Invoice Listing Grid

Cancelling and Discontinuing Recurring Invoices

Go to Sales > Recurring and find the relevant Invoice. Click on the Invoice code under the Name column to open the System Recurring Transactions Setting.

Cancelling a Recurring Invoice

1. Cancel one or more Recurring Invoices by clicking on the icon in the Cancel column against the relevant Invoice.
   
   
    
2. In the screen that appears, enter a reason for the cancellation and click Update if you wish to proceed, or else Cancel.
   
   

Discontinuing a Recurring Invoice

1. To discontinue a Recurring Invoice, uncheck Active.
   
   
   
   
2. Click Process. You will no longer be able to generate Invoices from the Actions dropdown in the Recurring Invoice grid or within that System Recurring Transactions Setting screen. However, this will not affect any saved or posted Recurring Invoices.
   
   
   
   

Editing Recurring Invoice Details

You can edit a Recurring Invoice when it is:

• In a Processed state.
• In a Pro forma state. 
• Does not have a posted status.

1. Go to Sales > Recurring and find the relevant Invoice. 
2. Click on the Invoice code under the Name column to open the System Recurring Transactions Setting screen.
3. Click the relevant Int No. to open the Sales Item Invoice screen.
   
   
    
4. Edit the details as necessary. If you checked Copy Line details from the previous invoice, then future generated invoices will have the edited details.
   
   

EDI File Generation

If you operate or deal with supermarkets, you can generate an EDI file to send sales invoices in electronic soft copy format rather than PDF. Each debtor needs to be linked to a file format in their Customer Master Record‍ in the Finance Settings tab. 

1. Create a Sales Invoice.
2. Go to Sales > EDI File Generation and create and save the file to send to your debtor.