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).
• Select an account and open the Recurring Invoices tab. Click ADD 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.
  • Use the Tab Order button to customize the order in which the fields are displayed on the screen.
• Enter a recurring group code in the Group field or click the field search button   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.

• The data grid below is used to add line items to the recurring invoice.
• Click CREATE LINE to add a new line to the data grid.
• Enter a Fee Code or click the field search button   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 button 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).