Administration - Invoice: Adding a Recurring Invoice

Administration - Invoice: Adding a Recurring Invoice

Adding a Recurring Invoice Overview

The purpose of this guide is to provide instruction on how to use recurring invoices.

Invoices can be set up to automatically generate at regular intervals by creating a Recurring Invoice template, which contains a Start Date and Recurrence Pattern. Once the Start Date has passed, a Recurring Invoice template is added to the templates checked by XPLAN at the start of each day. When the current day matches the Recurring Pattern, an Invoice is generated from the Recurring Invoice template.

 

How to add a Recurring Invoice

From the title bar at the top of the screen:

  1. Select XPLAN > Administration Functions > Invoicing.
  2. From the left hand navigation menu, select Invoice > Recurring Invoices
  3. Click Add under the Recurring Invoices Results panel



  4. The Recurring Invoice screen will open.
  5. Complete the details of the Recurring Invoice:


    • Active - Select Yes to ensure the recurring invoice is activated
    • Entity – The client the recurring invoice is to be added to
    • Joint Invoice – Is this a joint invoice
    • User – Select the user the invoice belongs to
    • Market Type – Categorises the invoice
    • Market Source – Categorises the invoice
    • Payment Required - When set to No payment required, the Invoice Products have values while the outstanding Invoice total is $0.00
    • Other Ref – Other reference information

  6. Click on the Details Tab and enter the recurrence details:


    • Due Days – Due days from date of invoice
    • Schedule
    • Daily - Invoices are generated every day
    • Weekly - set how many weeks apart, and on what day, Invoices are generated
    • Monthly - choose either:
    • The day number, and how many months apart, Invoices are generated
    • Which day within a month, and how many months apart, Invoices are generated
    • Yearly - choose either:
    • The date day and month Invoices are generated
    • The day within a month Invoices are generated
    • Range
    • Select the Start date
    • Select when the Recurring Invoices will end:
    • No end date recurring Invoices will continue until they are manually stopped
    • End after X occurrences will stop after a set number of Invoices have been generated
    • Date Invoices will stop when a selected date is reached

  7. Click the Secondary Tab and select relevant notifications



  8. Click the Comments Tab and add any comments as required



  9. Under the Items panel, click Add
  10. The Edit Invoice Item dialog box opens. 
  11. Enter the details of the Invoice Item:


    • Category – Used for locating the correct Product
    • Type – Used for locating the correct Product
    • Subtype – Used for locating the correct Product
    • Product – This will prefill the Amount before GST, GST and Amount after GST
    • Quantity - The number of Products to be added to the Invoice
    • Amount before GST – Dollar value of the Item before GST
    • GST – GST of the Item
    • Amount after GST – Dollar value of the Item after GST

  12. Click Save.
  13. The invoice item will appear as below:



  14. Add any additional invoice items that will be charged on this invoice
  15. Click Save.

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