Recurring Invoices

Recurring Invoices allows you to setup and maintain repetitive customer billing that occurs on a scheduled periodic basis, such as monthly service or maintenance fees.

To enter a recurring invoice, complete the following steps:

  1. Access the Recurring Invoices application from the Financial/Accounts Receivable menu and click on New in the Recurring Invoices List screen to enter a new transaction.

  2. Type will default to "Recurring Invoice" and you just need to press Tab.

  3. Select the Customer for whom are you setting up the recurring invoice template and press Tab. As you enter a Customer in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of customers. Scroll down the list until you find the desired customer and click to retrieve it for the recurring invoice. NOTE: If the customer you wish to select has not been setup in the system, you can enter the customer by clicking on the field caption to open a customer entry form.

  4. After you select a Customer, the Salesperson, Class, Terms, Sales Tax Group, Payment Method, Print Format and Shipping Method fields will default from the Customer's setup defaults. The Billing Address will default to the Customer's Bill To Address, the Shipping Address will default to the Customer's Primary Address.

  5. The Account will default to the Company Setup Accounts Receivable Account. You may change this account. As you enter an Account in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of Accounts. Scroll down the list until you find the desired Account and click to retrieve it for the recurring invoice.

  6. If applicable, select a contact related to the customer. As you enter a Contact in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of contacts. Scroll down the list until you find the desired contact and click to retrieve it for the recurring invoice. NOTE: If the contact you wish to assign to the recurring invoice has not been setup in the system, you can enter the contact by clicking on the field caption to open a contact entry form.

  7. Print/Send will default to checked. If you uncheck the Print/Send field, the Invoices generated from the Recurring Invoice template will not appear in the Print Invoices/Credit Memos application.

  8. Optionally, you may select a Customer Message to appear on the printed Invoices in the Billing Tab, Message drop down field.

  9. By default, Active will be checked. If you uncheck the Active field, the Recurring invoice will not be available in the Generate Recurring Customer Invoices application.

  10. Optionally, you may select a Sales type or enter a Reference Number or descriptive text in the Description field.

  11. The Recurring Invoice ID will automatically be assigned at Save.

  12. Select a recurring Billing Period and enter the Number of Cycles. These values will determine the how often and the total number of invoices that will be generated for the customer using the recurring invoice template.

  13. Fill in the recurring invoice detail lines. You must select an Item and enter a Quantity. The detail Account and Price will default from the Item. The Amount will be calculated as Quantity * Price. The Taxable checkbox will default to checked if the Item you selected is setup as Taxable in Items. You may select a Class or enter descriptive text in the Memo field for each transaction. Enter as many transactions lines as you need.

  14. Click on Save to save the Recurring Invoice. Upon Save, the Total Tax and Total Amount of the transactions lines and the Total Amount Due (sum of the Total Tax and Total Amount) of the recurring invoice will be calculated and displayed.

  15. Invoices will be generated in the Generate Recurring Customer Invoices application.

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