Creating recurring invoice template

  1. Select Receivables > Invoices > Recurring > Process > Recurring Invoice Template.
  2. Click Create.
  3. Specify this information:
    Company
    Select a company number.
    Recurring Invoice
    Specify a recurring invoice template identifier.
    Description
    Specify a recurring invoice template description.
  4. On the Main tab, specify this information:
    Type
    Select the invoice type for the recurring invoice.
    Process Level
    Select the process level which is the reporting hierarchy below the company level.
    Invoice Type Code
    Specify Invoice Type Code of the invoice to be generated.
    Account Receivable Code
    Specify Account Receivable Code of the invoice to be generated.
    Memo Reason
    Specify Memo Reason if Debit or Credit memo.
    Currency
    Specify currency of the invoice to be generated.
    Payment Terms
    Specify Payment Terms of the invoice to be generated.
    Distribution Category
    Specify Distribution Category of the invoice to be generated.
    Invoice Entry Template
    Specify Invoice Entry Template of the invoice to be generated. The default value is from the company.
    Invoice Amount
    Specify Invoice Amount.
    Invoice Status
    Specify Invoice Status of the invoice to be generated whether Released or Unreleased. The default value is Released.
    Document Type Code
    Specify Document Type Code of the invoice to be generated.
  5. In the Frequency Control section, specify this information:
    Frequency
    Select the frequency to determine how often a customer is billed.
    • Weekly - Bills every week.
    • Semi Monthly - Bills twice per month.
    • Monthly - Bills once per month.
    • Quarterly - Bills every quarter.
    • Yearly -Bills once per year.
    • On Demand - Manual generation only.
    Bill Month
    Specify a bill month to indicate in which month you want to bill. This field is valid only for Quarterly and Yearly billing frequencies. For a quarterly frequency, the valid values are 1 to 3 and for a yearly frequency, the valid values are 1 to 12.
    Bill Day
    Specify the day of the month that you want to bill. This field is used for calculating the billing date. It is valid forSemi Monthly, Monthly, Quarterly, and Yearly billing frequencies.
    Bill Day Of Week
    Select the day of the week for the invoice. This field is valid only for Weekly billing frequency.
    Cycle Code
    Select a cycle code to group recurring invoices for creation at a level lower than frequency.
    Start Date
    Select a start date to indicate when the template has gone into effect. This field determines when a customer recurring invoice can be created.
    Stop Date
    Select a stop date. After this date, a customer recurring invoice can no longer be created. An existing customer recurring invoice can still be effective after this date.
    Current Bill Date
    Select a current billing date for the recurring invoice. This field is used to calculate the next billing date for all billing frequencies except for the user-defined frequency.
    Total Number Of Invoices
    Specify the total number of invoices for the recurring invoice. This is an alternative to stop date.
  6. On the Line Items tab, specify this information if the invoice template is Standard:
    Description
    Specify an item description.
    Item Reference
    Specify an item reference.
    Project Funding
    Select a project funding value, which is a Finance Dimension 2 value.
    Project Contract
    Select a project contract.
    Project
    Select a project.
    Transaction Amount
    Specify a transaction amount.
    Start Date
    Select a start date to indicate when the template line has gone into effect. This field determines when a customer recurring invoice line can be created.
  7. On the Line Items tab, specify this information if the invoice template is Expanded:
    1. On the Main tab, specify this information:
      Item
      Select a receivable item or specify a user item. User items are refenced as Special items.
      Quantity
      Specify an item quantity.
      Unit Price
      Specify an item unit price.
      Unit Of Measure
      Select an item unit of measure. The unit of measure default value is from the receivable item definition.
      Description
      Specify an item description. The default description is from the receivable item definition.
      Distribution Category
      Select a distribution category for user items.
      Line Type
      Select a global line type.
      Start Date
      Select a start date to indicate when the template line has gone into effect. This field determines when a customer recurring invoice line can be created.
      Stop Date
      Select a stop date. You cannot create customer recurring invoice after this date. An existing customer recurring invoice can still be effective after this date.
    2. On the Tax section, specify this information:
      Taxable
      Select this check box if the item is taxable. The default taxable indicator is from the receivable item definition.
      Tax Code
      Select a tax code. The default tax code is from the receivable item definition.
      Product Tax Category
      Select a product tax category. The default product tax category is from the receivable item definition.
      Tax Usage Code
      Select a tax usage code. The default tax usage code is from the receivable item definition.
      UNSPSC Code
      Select a United Nations Standard Products and Services (UNSPSC) code.
    3. On the Project section, specify this information:
      Project Funding
      Select a project funding value, which is a Finance Dimension 2 value.
      Project Contract
      Select a project contract.
      Project
      Select a project.
    4. On the Add On Charges tab for an invoice, specify this information if the Main tab’s Invoice Entry Template value is Expanded:
      Add On Charge
      Select an add on charge.
      Flat Amount
      If the add on charge is defined as flat amount type, the default amount is from the add on charge definition. The amount can be overwritten.
      Percent
      If the add on charge defines a percent type, the default percent is from the add on charge definition. The percent can be overwritten.
      Start Date
      Specify a start date.
      Stop Date
      specify a stop date.
    5. On the Tax section, specify this information:
      Taxable
      Select this check box if the item is taxable. The default taxable indicator is from the receivable item definition.
      Tax Code
      Select a tax code. The default tax code is from the receivable item definition.
      Product Tax Category
      Select a product tax category. The default product tax category is from the receivable item definition.
      Tax Usage Code
      Select a tax usage code. The default tax usage code is from the receivable item definition.
      UNSPSC Code
      Select a United Nations Standard Products and Services (UNSPSC) code.
    6. On the Project section, specify this information:
      Project Funding
      Select a project funding value, which is a Finance Dimension 2 value.
      Project Contract
      Select a project contract.
      Project
      Select a project.
    7. On the Add On Charges tab, specify this information:
      Add On Charge
      Select an add on charge.
      Flat Amount
      If the add on charge is define a flat amount type, the default amount is from the add on charge definition. The amount can be overwritten.
      Percent
      If the add on charge defines a percent type, the default percent is from the add on charge definition. The percent can be overwritten.
  8. On the Distribution tab, specify this information:
    Distribution Category
    Select the distribution category. The Global Ledger Account field is the default for the distribution category.
    Distribution Amount
    Specify the allocated amount to this line of expense distribution. The total expense distribution amount is equivalent to the invoice amount and the total tax distribution amount is equivalent to the invoice tax amount.
    Global Ledger Account
    Specify the account information that is found in Global Ledger.
    Tax Code
    Select an assigned tax code for the distribution. This field is used to identify a tax percentage to assess against the taxable amount of a transaction.
    Taxable Amount
    Specify the taxable amount of the transaction for this distribution. If this field is blank, then the transaction amount is the default.
    Line Type
    Select whether the line type is for Goods or Services.
    Start Date
    Select a start date to indicate when the template distribution has gone into effect. This field determines when a customer recurring invoice distribution can be created.
  9. On the Comments tab, specify this information:
    Start Date
    Select the date that this comment becomes valid. If this field is blank, then the system date is the default.
    Stop Date
    Select the last date that this comment is valid. If this field is blank, then 14 days is added to the beginning date.
    Print Code
    Select whether the comment is displayed on Both Display And Print, Display, Print, or Order Entry Forms.
    Description
    Provide a description for the comment.
  10. On the Attachments tab, specify this information:
    Attachment
    Select an attachment.
    Comment
    Optionally, provide a comment.
    1. On the Distribution tab, distributions are automatically created. Specify this information to update or create distributions:
      Distribution Category
      Select a distribution category.
      Currency Amount
      Specify the amount of the distribution.
      Global Ledger Account
      Specify the global ledger account. Default global ledger accounts can be overwritten.
      Tax Code
      Select a tax code. The tax code will default from the receivable item definition.
  11. Click Activate to activate the recurring invoice template.
  12. Process a Create Customer Recurring Invoice before generating actual invoices. User must assign customer for the recurring Invoice template and create customer recurring invoice.
  13. Activate Customer Recurring Invoice.
  14. Select the Process Recurring Invoice action to generate invoices from the customer recurring invoice.
  15. Specify this information:
    Company or Company Group
    Specify the company or company group.
    Frequency
    Specify if Weekly, Semi-Monthly, Monthly, Quarterly, Yearly, or On-Demand.
    • Cycle Code - process only templates with specific cycle code. This is optional.
    • Number of Days - No/Add/Subtract. Days will be added/subtracted from current date. This is useful when user want to generate documents from templates in past or future days. Default with No.
    • Add/Subtract Days - Adjust calculated bill date by specified days.
    • Past Invoices - Flag to generate missed invoices from past dates.
    • Generate IDM Documents - Select to generate IDM documents for the invoices.
  16. Click Save.
    The results of each run is displayed in Recurring Invoice Results section. To view, select Receivables > Invoices > Recurring > Recurring Invoice Results.
    Active Templates are displayed in Active Recurring Invoice Templates. To view, select Receivables > Invoices > Recurring > Active Recurring Document Templates.
    Inactive Templates are displayed in Inactive Recurring Invoice Template. To view, select Receivables > Invoices > Recurring > Inactive Recurring Document Templates.