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AR Recurring Invoice Maintenance

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Summary

Recurring Invoices can be set up for fees that are billed on a recurring basis. Follow this process to create a recurring invoice. Once the recurring invoice is created, it can be used to generate individual invoices through the AR Invoices batch process.

Step by Step

 

1     View the existing recurring invoices attached to an account.

  • Open the Account Maintenance window (AR> Maintenance> Account).
  • Open the Recurring Invoices tab and click the Create icon to open the Recurring Invoice Maintenance window.

 

2     Create a recurring invoice.

  • The Recurring Invoice Maintenance window will display the account information associated with the account you have open.
  • Enter a recurring group code in the Group field or click the field label to choose one from a list. This is a required field.
    • Recurring groups are created and maintained in the Recurring Group Maintenance window (AR> Maintenance> Recurring Groups).
  • Enter a Day of Month Due between the 1st and the 31st.
    • This is the due date that will automatically populate the Due Date field when the recurring invoice is included in an AR Invoices batch.
  • Enter a Reference Number. This is an optional field and is used for tracking purposes.
  • Enter an optional Description. The description can be up to 512 alphanumeric characters long and will print as an overall description for the invoice when invoices are generated.
  • If the customer is eligible for an early payment discount, fill in the Discount Start and Discount End fields.

 

3     Enter the invoice line items.

  • Click the Create icon to open the Recurring Invoice Fee Maintenance window.
  • Enter a Fee Code or click the field label to open the Fee Selection window.
    • Only Standard and Tax fee types can be attached to a recurring invoice. Deposit and Penalty fee types will not display in the selection window.
    • The Fee Type, Description and Unit Type fields will automatically populate with the fee information, but you can edit the Description field for this specific recurring invoice fee.
    • Fees are created and maintained on the Fee Maintenance window (AR> Maintenance> Fee).
  • Enter a Number of Units if the fee is a unit-based fee.
    • The system will calculate the amount to assess based on the number of units specified and the rate tier structure set up on the Fee Maintenance window.
    • If you specify the Number of Units for the fee, you will not be able to specify a flat amount in the Amount field below.
  • Enter an Amount for the fee.
    • If a fixed amount was specified when the selected fee was created, the Amount field will automatically populate with that value (AR> Maintenance> Fee> Fixed Amount field). This value can be edited for each individual recurring invoice.
    • If you specify a flat amount for the fee, you will not be able to specify the Number of Units.
  • Enter a Discount Amount if you specified a date range for offering a discount.
  • Repeat this process to add additional fees to the recurring invoice.
  • Click the Save icon when complete.

 

4     Generate recurring invoices.

  • Once the Recurring Invoices tab is complete, the account can be included in a Recurring Invoices batch (AP> Invoices> Recurring).
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