Recurring Invoices - Revision history

Amy: /* View Upcoming Recurring Invoices */

2013-09-18T21:46:05Z

View Upcoming Recurring Invoices

Amy: /* View Upcoming Recurring Invoices */

2013-09-18T21:45:52Z

View Upcoming Recurring Invoices

Amy: /* Setup a Recurring Invoice */

2012-02-15T18:50:58Z

Setup a Recurring Invoice

Amy: /* Setup a Recurring Invoice */

2012-02-15T18:48:59Z

Setup a Recurring Invoice

Amy at 23:12, 14 June 2011

2011-06-14T23:12:24Z

Amy at 23:11, 14 June 2011

2011-06-14T23:11:36Z

Amy at 23:09, 14 June 2011

2011-06-14T23:09:42Z

Amy at 23:08, 14 June 2011

2011-06-14T23:08:34Z

Amy: Created page with "The Recurring section of the Receivables module allows you to setup rules for SME to generate an invoice on a regular basis. For example, use recurring invoices if you send out q..."

2011-06-14T23:04:04Z

Created page with "The Recurring section of the Receivables module allows you to setup rules for SME to generate an invoice on a regular basis. For example, use recurring invoices if you send out q..."

New page

The Recurring section of the Receivables module allows you to setup rules for SME to generate an invoice on a regular basis. For example, use recurring invoices if you send out quarterly or monthly invoices to your customers. To use recurring invoices, you will need to:

# Setup the recurring invoice rules in Receivables > Recurring.
# Process the recurring invoices when they are due to be processed.
# View the invoices generated.

'''Setup a Recurring Invoice'''
 1. Go to the '''Receivables''' module > '''Recurring'''.
 2. Click '''New'''.
 3. Double click on the customer you need to setup on a recurring invoice.
 4. On the '''Details and Settings''' tab –

[[File:RecurringInvoiceDates.jpg]]

'''Next Invoice Date''' – Enter the next day you want to invoice the customer. After you process an invoice, this date field will update to reflect the next invoice date.

'''Billing Frequency'''- Select how frequently you will be billing the customer.

'''**End Date**''' – '''make sure the end date is filled out'''. If this is not filled out, SME will continuously generate invoices the next time someone processes the recurring invoices on startup.

 5. On the Work Requested tab, enter the description of the recurring invoice on the Services Performed side (right side).
 6. On the Order Items tab, add the service you are charging for:
* Click '''New Service'''.
* Double click on the recurring service you are charging for.
* In the Service Item Editor window, enter the amount you are charging on the invoice in the Price field.
* Click '''OK'''.
 7. Click [[File:save.jpg]] to save the recurring invoice.

'''Process Recurring Invoice'''

Now that the recurring invoice rules are setup, SME will generate the invoices based on the rules. You must select an SME user that will be prompted to generate the invoices. When there are invoices due to be processed, the SME user will receive a message when they log in to SME that there are invoices ready to be generated. Click Yes and SME will generate the invoices. Instructions below:

'''Set User Preferences'''

For the SME user responsible for processing the recurring invoices, follow these steps:
 1. Click '''Preferences'''.
 2. Select the '''On Startup''' tab.
3. Check '''Generate Recurring Invoices''' and enter the days in advance of the invoice date you want to be notified to generate the invoice.

[[File:OnStartupRecurringInvoices.jpg]]

 4. Click '''OK'''.

'''Generate the Recurring Invoice on Startup'''

Now that the user preferences are setup, that user will be notified when invoices are ready to be generated for the recurring invoices.

[[File:GenerateRecurringInvoices.jpg]]

SME will use the '''Next Invoice Date''' on the recurring invoice and the '''Days in Advances''' set in preferences to determine which invoices need to be generated.

<h3>View Invoices Generated by Recurring Invoice</h3>

'''To view the invoices generated:'''
# Go to Receivables module > Invoicing.
# Click '''Search''' > '''Search Open Invoices'''.
# In the Search window you will see all open invoices. Sort by '''Invoice Date''' to find the invoices you generated. Double click on one to open the invoice.
If you are syncing SME with QuickBooks, after you next sync these invoices will be in QuickBooks.

<h3>View Summary of Next Invoice Date and Last Processed Date</h3>
You can setup a Search View in Receivables > Recurring that gives you a high level view of recurring invoices based on next invoice date and last generated date.

[[File:NextInvoiceDate.jpg]]

If this is helpful for you, follow these steps:
1. Go to '''Receivables''' module > '''Recurring'''.
2. Click '''Search''' > '''Search Open Recurring'''.
3. Click '''Views''' > '''New View'''.
4. Check the following field names:

 '''CustName'''
 '''BillName'''
 '''EndDate'''
 '''NextInvoiceDate''' (may have to scroll to the right to see this option)
 '''LastGenerated'''
 '''Frequency'''

 5. Click '''OK'''.
 6. Click '''Views''' > '''Save View'''.
 7. Enter a name and click '''OK'''.

To use this search view, click '''Search''' > '''Search View''' > Select your new view.

[[File:SearchView_NextInvoiceDate.jpg]]

@@ Line 75: / Line 75: @@
 <br>3.       Click '''Views''' > '''New View'''.
 <br>4.       Check the following field names:
 <br>'''CustName'''
 <br>'''BillName'''

@@ Line 71: / Line 71: @@
 If this is helpful for you, follow these steps:
-.       Go to '''Receivables''' module > '''Recurring'''.
+<br>1.       Go to '''Receivables''' module > '''Recurring'''.
-.       Click '''Search''' > '''Search Open Recurring'''.
+<br>2.       Click '''Search''' > '''Search Open Recurring'''.
-.       Click '''Views''' > '''New View'''.
+<br>3.       Click '''Views''' > '''New View'''.
-.       Check the following field names:
+<br>4.       Check the following field names:
 <br>'''CustName'''

@@ Line 19: / Line 19: @@
 <br>'''Billing Frequency'''- Select how frequently you will be billing the customer.
 <br>[[File:RecurringInvoice_Frequency.png]]
-<br>Bi-Weekly - adds 14 days to date
+<br>'''Bi-Weekly''' - adds 14 days to date
-<br>Monthly - adds 30 days to date
+<br>'''Monthly''' - adds 30 days to date
-<br>Bi-Monthly - adds 2 months to date
+<br>'''Bi-Monthly''' - adds 2 months to date
-<br>Quarterly - adds 90 days to date
+<br>'''Quarterly''' - adds 90 days to date
-<br>Semi Annually - adds 180 days to date
+<br>'''Semi Annually''' - adds 180 days to date
-<br>Annually - adds 365 days to date
+<br>'''Annually''' - adds 365 days to date
-'''**End Date**''' – '''make sure the end date is filled out'''. If this is not filled out, SME will continuously generate invoices the next time someone processes the recurring invoices on startup.
+<br>'''**End Date**''' – '''make sure the end date is filled out'''. If this is not filled out, SME will continuously generate invoices the next time someone processes the recurring invoices on startup.
 <br>5.       On the Work Requested tab, enter the description of the recurring invoice on the Services Performed side (right side).

@@ Line 17: / Line 17: @@
 '''Next Invoice Date''' – Enter the next day you want to invoice the customer. After you process an invoice, this date field will update to reflect the next invoice date.
-'''Billing Frequency'''- Select how frequently you will be billing the customer.
+<br>'''Billing Frequency'''- Select how frequently you will be billing the customer.
 '''**End Date**''' – '''make sure the end date is filled out'''. If this is not filled out, SME will continuously generate invoices the next time someone processes the recurring invoices on startup.
@@ Line 28: / Line 35: @@
 *      Click '''OK'''.
 <br>7.       Click [[File:save.jpg]]  to save the recurring invoice.
 == Process Recurring Invoice ==

@@ Line 52: / Line 52: @@
 SME will use the '''Next Invoice Date''' on the recurring invoice and the '''Days in Advances''' set in preferences to determine which invoices need to be generated.
-== View the invoices generated ==
+== View the Invoices Generated ==
 #       Go to '''Receivables''' module > '''Invoicing'''.
 #       Click '''Search''' > '''Search Open Invoices'''.

@@ Line 51: / Line 51: @@
 SME will use the '''Next Invoice Date''' on the recurring invoice and the '''Days in Advances''' set in preferences to determine which invoices need to be generated.
 == View the invoices generated ==
-#       Go to Receivables module > Invoicing.
+#       Go to '''Receivables''' module > '''Invoicing'''.
 #       Click '''Search''' > '''Search Open Invoices'''.
 #       In the Search window you will see all open invoices. Sort by '''Invoice Date''' to find the invoices you generated. Double click on one to open the invoice.
-If you are syncing SME with QuickBooks, after you next sync these invoices will be in QuickBooks.
+If you are syncing SME with QuickBooks, after your next sync these invoices will be in QuickBooks.
-<h3>View Summary of Next Invoice Date and Last Processed Date</h3>
+== View Upcoming Recurring Invoices ==
 You can setup a Search View in Receivables > Recurring that gives you a high level view of recurring invoices based on next invoice date and last generated date.

@@ Line 5: / Line 5: @@
 #       View the invoices generated.
-'''Setup a Recurring Invoice'''
 <br>1.       Go to the '''Receivables''' module > '''Recurring'''.
 <br>2.       Click '''New'''.
@@ Line 27: / Line 29: @@
 <br>7.       Click [[File:save.jpg]]  to save the recurring invoice.
 Now that the recurring invoice rules are setup, SME will generate the invoices based on the rules. You must select an SME user that will be prompted to generate the invoices. When there are invoices due to be processed, the SME user will receive a message when they log in to SME that there are invoices ready to be generated. Click Yes and SME will generate the invoices. Instructions below:
@@ Line 51: / Line 53: @@
 <h3>View Invoices Generated by Recurring Invoice</h3>
-−
-'''To view the invoices generated:'''
+== View the invoices generated ==
 #       Go to Receivables module > Invoicing.
 #       Click '''Search''' > '''Search Open Invoices'''.

@@ Line 61: / Line 61: @@
 You can setup a Search View in Receivables > Recurring that gives you a high level view of recurring invoices based on next invoice date and last generated date.
-[[File:NextInvoiceDate.jpg]]
+[[File:SearchRecurringInvoices.png]]
 If this is helpful for you, follow these steps: