Recurring invoices are templates created for sales invoices that are frequently processed for regular customers.
This document consists of the following sections:
This document describes creating a recurring invoice. When you are creating a recurring invoice, some of the columns are pre-filled with the information extracted from the debtor, item, or resource maintenance. If the fields or columns are still enabled once they are pre-filled, you may edit the information by typing or selecting different information. You may also modify existing recurring invoice using the same method if the fields or columns can be edited.
A list of options will be displayed if you click at Ordered by, Resource, and other fields. From the list, select an option and click Select.
Type or select the invoice code for the recurring invoice. The invoice code will determine the type of invoice that you are creating and differentiate it from other types of recurring invoices. The type of recurring invoice with the selected invoice code will be shown in red text next to the box. For more information on how to create and maintain recurring invoice codes, see Creating and maintaining recurring invoice codes.
Note: Upon typing or selecting the invoice code, this is disabled and thus cannot be edited.
Type or select the ID or name of the customer that places the order. This information is mandatory. If the status of the selected customer is Inactive and you have selected Ask user at Order debtor:Status in the columns settings, a message will be displayed asking whether you want to continue. Click Yes to continue or click No to select another customer. If the status of the selected customer is Blocked, a message will be displayed to inform the status of the customer. Click OK to continue. This applies to all legislations except the US and Canadian legislations. For more information on column settings, see Customizing columns for invoice or credit note lines.
Note: This is enabled only if the invoice code has been selected at Invoice code.
Type or select the ID or name of the customer to deliver the order to. By default, this is pre-filled with the customer selected at Ordered by. This information is mandatory.
Note: This is enabled only if you have selected a customer at Ordered by.
Type or select the ID or name of the customer who will be receiving the invoice. By default, the debtor selected at Invoice debtor at the debtor maintenance of the customer who places the order (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, in the Logistics tab for the Simple mode, or in the Financial tab for the Advanced mode) is displayed. Otherwise, the customer selected at Ordered by is displayed. This is mandatory.
Click Maintain to view or edit the details of the selected customer.
Click Card to view the transaction card of the selected customer.
This displays the name and address of the contact person that are specified at the debtor maintenance of the selected customer. You can view or edit the contact person and address by clicking Address. For more information on maintaining addresses, see Maintaining addresses in invoices or credit notes.
SO no. or sales order number is not applicable when creating recurring invoices.
Our ref. is blank and cannot be edited. It will be automatically filled with the internal reference number of the invoice depending on the settings selected at Assign invoice numbers at System ➔ General ➔ Settings, in Invoice settings. If you have selected At entry, the reference number will be generated when the recurring invoice is processed. For more information, see Processing recurring invoices. If you have selected At trial print, the reference number will be generated when a trial copy of the sales invoice (processed from the recurring invoice) is printed. If you have selected At final print, the reference number will be generated during the processing of the sales invoice. For more information, see Printing and processing invoices.
This is pre-filled with the current system date and cannot be changed because the transaction date is not critical when creating recurring invoices.
This is not applicable when creating recurring invoices, thus it is disabled.
Type or select the ID or name of the resource that handles the invoice. By default, the resource defined at Representative at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, in the Logistics tab for the Simple mode, or in the Marketing tab for the Advanced mode) is displayed. Otherwise, the employee who logs in to Exact Globe Next is displayed. This is mandatory.
Type the recurring invoice description. Once the recurring invoice is processed to sales invoice, this description will be displayed in the sales invoice.
Warehouse is not applicable when creating recurring invoices, thus it is disabled.
Type or select a shipping method at Shipping via to deliver the item(s). By default, the shipping method defined at Shipping via at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, in the Logistics tab for the Simple mode, or in the Financial tab for the Advanced mode) is displayed. Otherwise, the shipping method defined at Shipping via at System ➔ General settings ➔ Settings, in Invoice settings will be displayed. This is mandatory.
Note: Shipping via is enabled only if you have selected a customer at Ordered by.
Click this to define and view additional details for the recurring invoice such as payment term or analytical group. For more information, see Invoice and credit note conditions.
This displays the price list of the selected debtor selected at Pricelist at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, in the Logistics tab for the Simple mode, or in the Financial tab for the Advanced mode). If there is a price list defined, you can view the items in the specified price list and other price lists by clicking . This is disabled and thus cannot be edited.
This displays the price list of the selected invoice debtor selected at Pricelist at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, in the Logistics tab for the Simple mode, or in the Financial tab for the Advanced mode). If there is a price list defined, you can view the items in the specified price list and other price lists by clicking . This is disabled and thus cannot be edited.
Type or select the item(s) ordered by the customer and fill in the necessary information under the respective columns when entering the recurring invoice lines. A list of options appears if you press F2 in the Item column, Pricelist column, and other columns. From the list, make your selection and click Select.
Note: It is possible that not all columns are displayed. You can add or remove columns as required by clicking Columns at the toolbar. For more information on how to specify the columns, see Customizing columns for invoice or credit note lines.
Type or select the item(s) ordered by the customer. For more information, see Selecting items in invoices and credit notes.
Note: If the selected item has the text attribute setting turned on (the Text check box in the item maintenance is selected), the Enter text item box will be displayed with the text filled in once you press TAB. The text displayed is based on the text entered in the Basics tab under the Text section in the item maintenance. You have the option to edit the text, or click OK without changing the text.
For further details on other columns such as Description, Pricelist, and other columns, see Customizing columns for invoice or credit note lines.
Click this to view related information of the net price such as the cost price and margin. The amount next to this button is the total net price of the invoice.
Click this to view the information of the taxes. The amount next to this button is the total tax amount of the invoice.
This is disabled. The amount next to this button is the total amount including the taxes and the extra charges of the invoice.
Click this to view the project linked to the direct invoice.
Note: This button is available if you have E-Project in your license. This button is enabled only if you have linked a project to the direct invoice. For more information on how to link a project to the direct invoice, see Invoice and credit note conditions.
Click this to view the debtor of the direct invoice.
Note: This is enabled only if you click the Ordered by, Delivery to, or Invoice to box.
Click this to view the corresponding item of the selected recurring invoice line. For more information on how to create and maintain items, see Creating and maintaining items.
Note: This is enabled only if you click one of the columns in the recurring invoice line which has an item selected.
Click this to create a recurring invoice.
Click this to exit.