This feature allows you to automatically create sale invoices for your customers at set intervals.
Recurring invoices can be set up for both new invoices which are created in the system and also for invoices which have already been authorised and processed. Let’s take a look at how to do that.
To create a recurring invoice from scratch we'll navigate to New Sale. Upon selecting the customer, most of the information will automatically pre-populate. And we'll need to navigate to recurring task and tick the tick box. We'll then be asked to provide a recurring frequency, which is weekly, fortnightly, monthly, quarterly, half-yearly, or annually. We're going to select a monthly recurring frequency which will automatically generate the next invoice using the invoice date of this particular sale.
So we'll then need to specify some sale order lines, provide a quantity, and then authorise the order which will then allow us to produce an invoice to the customer which will need to be authorised.
This invoice date will be used to automatically calculate the next invoice date using the recurring frequency specified. And the next invoice that will be generated will be for the 25th of November, 2014 in this instance. We will be able to see this invoice within the Recurring Invoices module by navigating to the Sale module and selecting Recurring Invoices. We can now view the recurring invoice which is created with a monthly frequency and the next invoice date which is the 25th of November, 2014, exactly one month ahead of the original invoice that was created.
Now, within this Recurring Invoices section, you can view a list of all recurring invoices and you also have the ability to generate these invoices prior to the next invoice date. So for example if today was the 1st of November, 2014 and I wanted to get this invoice out earlier than its next invoice date, which is the 25th of November, I can select that invoice and click the Create Invoices button which will automatically create the sale task and provide me with a link to view that sale task. You should only use this functionality in cases where you need to generate an invoice prior to this next invoice date. Otherwise, the system will automatically create these invoices for you.
To view the invoice that’s been created for us, we can click the link then view the details associated with the sale task by expanding the document header. And if we're happy with this sale order, we'll need to authorise it and that will give us the ability to produce an invoice for the customer, which would then need to be authorised and can either be printed or emailed to the customer.
The recurring invoice functionality can also be used for existing invoices which have already been authorised and processed in the system. Let’s take a look at how to do that.
Link to navigate to the Sale module and then select View All. In this table, we'll need to select a past invoice which has already been authorised and processed in the system. We'll need to expand the document header and then select the Recurring Task option. We'll also need to provide a recurring frequency.
And because this is a past invoice with an invoice date on the 27th of April, 2014, current date is the 25th of October, which means that the next invoice which would have normally been generated for the 27th of May will be generated in October. The reason for this is that DEAR Inventory cannot create invoices in the past. It can only create invoices with an invoice date which is in the future. So let’s take a look at this.
So when we save this invoice, we'll be able to navigate to the Recurring Invoices module. And within the Recurring Invoices module we'll be able to see the new invoice will be generated with the date of the 27th of October, 2014 rather than May because today’s date is already past the 27th of May.
You are also able to change the next invoice date.