Recurring Invoicing

Recurring Invoicing ***

This option is used to view the recurring invoicing templates that you have set-up. You can add new recurring templates, edit existing templates and run templates to generate new invoices.

You can access this option by selecting Tasks > Sales > Recurring Invoices from the main menu or click the Recurring button in the Sales section.

The purpose of Recurring Invoicing is to enable you to set-up templates for invoices that you want to repeat whether on a regular frequency such as monthly, weekly or simply to generate whenever you need. The templates that you create that are set to repeat regularly will automatically remind you when they due to be processed whenever you open the software (See Post Recurring Entries for more information).

The Recurring Invoices windows displays two lists. The top list shows you each recurring template you have set-up and the bottom list shows you the invoices which have been processed from the template which is currently selected in the template list. As you move to a different record in the template list, the list of invoices will change to show the invoices generated from that newly selected template.

The templates list shows you the frequency of when the template will be processed and also the date when it is next due to be processed. If the Frequency is set to None then the template will not recur on a specific date but is available to generate invoices whenever required.

To edit the details of a recurring template, whether to change standard transaction information such as items, prices etc or to change the frequency or the next due date, you should highlight the template in the list and click the Edit button. This will open the Invoice Entry window for you to edit any of the details on the template. To edit the name of the template, the frequency or the next due date you should click the Recurring button once the template is displayed in the Invoice Entry window.

If you need to create a new recurring template click the New button. (You can also create new templates from the Sales section by clicking the arrow on the right of the New button and selecting Template from the menu.)

Updates

Updates are used to actually generate new invoices from recurring templates. This facility is particularly of use where you have templates that do not have a set frequency and you need to generate invoices from them. Simply click the Updates button to open the Invoice Template Updates window.

All of the recurring invoice templates will be included in the list including those that have a pre-determined frequency whether they are due yet or not. To generate invoices from any of the templates tick the Update box next to each template that you want to process. By default all of the template's update boxes are unticked. If you want to select them all to process then click the Reverse button. This will tick all of the unticked Update boxes and vice versa.

If you want to process all of the selected templates on the date that they are next due ensure that the Update On Due Date box is ticked which is the default setting. With this set, any templates that do not have a frequency will be processed with the current System Date (displayed on the main toolbar). If you'd prefer to process all of the selected templates for a particular date, untick the Update On Due Date box and enter the date you want into the Select Specific Date To Update On date box.

When you are ready to process the selected templates and generate the invoices click the Update button or click Cancel to abort. When the selected templates have been processed, the selected invoice(s) will be generated and you will be prompted with the Quick Print window if you want to print or email the newly created transactions and you can select accordingly.