New Recurring Invoice Template

To add a new Recurring Sales Invoice Template press the Add button from Accounts » Recurring Invoices. The Recurring Sales Invoice page appears.

Add the following details:

 

Recurring_Sales_Invoice_Browse.png

Customer

Use the Add button to create a new recurring Invoice template.

Ref. No:

Use  the open button to edit existing recurring invoice template

Quote S O/ Inv No:

Use the History button to view the transactions already generated

Payment Terms:

The Payment Terms are copied from the Financial Settings or the Customer Settings (if entered) and can be overwritten.

Account Manager

The Account Manager will default to the one setup on the Customer but this can be overwritten.

Invoice Address

The Invoice Address is copied in from the Customer Address/Quote / Order and can be overwritten.

Delivery Address

The Delivery Address is copied in from the Customer Address/Quote / Order and can be overwritten.

Recurring

Select the mode of recurrence from the drop-down. The options are:- weekly, monthly and yearly

Repeat Every

Choose which months or weeks to repeat. For example: if you want to generate a bill every 3rd week select ‘weekly’ from ‘recurring’ option and select 3 from ‘repeat every’ option.

Starts In

Enter the first date of generation of the bill.

Next Due

System will automatically calculate the next date of generation of the bill

Status

Select how you would generate the bill.

Email- Select this option if you want the generated bills to be emailed. In that case, the generated bills will be sent to queue for email.

Print- Select this option if you want the generated bills to be printed

On Hold – Select this option if you do not want to generate the bills at this point of time

Closed – select closed if you are no longer using the template to generate the bill. The system will automatically set the status to closed if, the pattern of bill generation completes.

Ends

Select how you would end the recurring pattern.

Date- select a date on which the recurring bill generate should be over.

Number- select occurrence, if you are spanning up to the bill generation pattern into a number of several occurrences. This is particularly useful if you have entered into a situation where payment is split into instalments.

Never – select the pattern where you wish to generate the bill for an indefinite period. The system will generate bills up to system date. To generate bills for the future date, simply extend the date from ‘generate bill’ option and preview.

Product

Enter in the Product Code or press the magnifying glass to search for the Product; if it does not already exist it can also be setup from here.

ADD_NEW_RECURRING_SALES_INVOICE-_fig2_Product_look_up.png

To create New Product Code from Invoice page, select the magnifying glass, click on the New Button from Product look up.

 

Product window opens up here to quickly add Product details without having to leave the Invoice page.

New_Recurring_Invoice_Template_Image_III.jpg

 

Add the following details:

Product Category

This will be how you categorize your product e.g. Laptop will be under Electronics. Click on the magnifying glass to select the category. Click on the new button within the category look up window, to define a new category.

Code

Enter a unique code to identify the product. This code will be used when entering in the details of an Invoice.

Description

Enter the Description of the Product; this description appears on the Invoice and can be changed while creating the Invoice.

Sales Price

This is where you set the price of the product you are selling, as with the description this can be overwritten when creating the Invoice.

Sales Nominal Code

From the dropdown select the appropriate Nominal Code from the Chart of Accounts. This should be in the Sales range “001” to “109”.

Sales VAT Rate

From the dropdown select the appropriate VAT Rate for the product. If the VAT Rate on a product varies, choose the most common rate as this can be over written while adding the Invoice by using the Advance button.

Purchase Price

Enter the Price which you are charged for the product. If you have not purchased the product leave this field as blank.

Purchase Nominal Code

From the dropdown select the appropriate Purchase Nominal Code for the product. If you have not purchased the product leave this field as blank.

Purchase VAT Rate

From the dropdown select the appropriate VAT Rate for the product. If you have not purchased the product leaves the field as blank.

 

Description

The Description of the Product is displayed but can be overwritten; this can be useful if you have a general Service/Other Product Code where you can enter the details on the fly.

Quantity

Enter the Quantity of the Product being Invoiced.

Price

The Price of the Product is Defaulted in but this can be overwritten.

Discount %

Enter in any Discount being given. This field is only enabled if Discount Method (in Financial Settings) is set to “Calculate Net Amount from Discount %”. If the Discount Method is set to “Calculate Discount % from Net Amount” then this field is read only and is automatically calculated from the Net Amount.

VAT%

The VAT % is displayed based on the Rate setup on the Product Code. This can only be changed by using the Advanced button.

Nominal Code

The Nominal Code is displayed based on the Nominal Code setup on the Product Code. This can only be changed by using the Advanced button.

Net Amount

The Net Amount is automatically calculated using the Price less Discount multiplied by the Quantity. If the Discount Method (in Financial Settings) is set to “Calculate Discount % from Net Amount” then this amount can be changed and the Discount % is then affected.

Add

The Invoice is initially created with 5 lines, if you need more simply press the Add button to create new blank lines.

Delete

If you want to delete an invoice line, simply highlight the line and press the delete button.

Advanced

Use the Advanced button if you wish to change the Nominal Code or the VAT Rate. You can add further details in description. Invoice other information (defined in Settings tab >> under Business Settings column) fields appear on clicking Advanced Button. 

Notes

Enter in any notes you may wish to make on the invoice, these can be optionally be displayed on the invoice (see Invoice Template).

After adding all the information, save the recurring invoice template. Note, by adding a template you are not generating the bills. You will see a record appearing in the recurring invoice page as below:

New_Recurring_Invoice_Template_Image_II.jpg

 To generate the invoices, Select the generate button from the toolbar. 

See Generate Recurring Invoice from Template

 

Go to top   uparrow.png

Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.
Powered by Zendesk