Summary

The Recurring Invoices option on the Maintenance palette (AP> Maintenance> Recurring Invoices) is used to create templates of invoices. Once a recurring invoice template has been created, you can use it to create an invoice using the Invoices process (AP> Invoices> Invoices).

Recurring invoices are used to reduce data entry by creating templates for all regularly reoccurring invoices.

Step by Step

1     Create an Invoices batch.

• Create a new Invoices batch, or add the recurring invoice to an existing batch.
  • If you would like to add the recurring invoice to an existing batch, select a batch in the batch number drop-down menu at the top of the Invoices palette. If the batch has been processed past the Invoices step, the batch will be reset to the Invoices step and you will have to regenerate any reports that have already been processed in the batch.

2     Create invoices from the recurring invoice templates.

• Once the Invoices batch has been created, open the Invoice Selection window (AP> Invoices> Invoices).
• Click the Generate icon to select a recurring invoices template. This will open a window that lists the recurring invoices templates that have been created (AP> Maintenance> Recurring Invoices).
• The Code field is used to filter the recurring invoices that display in the window. Enter a recurring invoice code and click the Refresh icon to filter the recurring invoices that display.
• The Cycle drop-down menu is used to filter the recurring invoices that display in the window. Select a cycle and click the refresh icon to filter the recurring invoices.
• Click the Select toggle of each recurring invoice template you would like to add to the Invoices batch.
  • You can also use the Select All and Deselect All   icons to select or deselect multiple recurring invoices.
• The Vendor column will display the vendor associated with the invoice. If a vendor was not associated with the recurring invoice on the Recurring Invoice Maintenance window, you will need to select one before processing the invoice.
• The Amount column is used to enter the amount of the invoice that will be generated.
  • If the recurring invoice is a flat amount, the Amount column will already be populated with the flat amount of the invoice. For example, if the recurring invoice is for rent, the amount of the rent will populate in the Amount column. The flat amount cannot be modified.
    • If you would like to change the amount of the recurring invoice, you can do so from AP> Maintenance> Recurring Invoices, but this will change the amount of all subsequent invoices created on the selected recurring invoice. If the amount of the recurring invoice changes often, you should probably set up the recurring invoice as a percentage amount.
  • If the recurring invoice is a percentage amount, the value in the Amount column will be distributed to the GL accounts attached to the recurring invoice template. For example, if the recurring invoice template is set up so that 65% of the invoice amount goes to GL account 1-1-001 and 35% goes to 1-1-002, the value in the Amount column will be distributed to those GL accounts.
• The Invoice Number column is used to enter the invoice number of the invoice that will be generated. Enter the invoice number of the invoice you would like to create in the Invoice Number column.
  • If there was an invoice number entered on the recurring invoice template, that invoice number will populate in the Invoice Number column.
• The Invoice Date column will populate with the current date. Modify the value in this field if it does not apply.
• The Payment Date column will populate with the payment date entered on the Settings step of the Invoices palette (AP> Invoices> Settings> Payment Date field).
• Click the Save icon when complete. This will create invoices for the selected recurring invoice templates.

3     View the invoices created by the recurring invoices.

• The invoices created from recurring invoice templates will display in the Invoice Selection window.
• Select an invoice and press ENTER or click the Modify icon to open an invoice. This will open the Edit Invoices window that will display the invoice generated by the recurring invoice template and the invoice line items.