Recurring Debtors Invoice Setup

The recurring debtor setup consists of three steps:

Create contract
Create invoice template
Apply to debtor

Step 1: Creating Contract

Go to Systems configuration> General menu> Recurring Transactions

To set up the contract

Code	Enter Code
Description	Enter a description
Long Description	The long description can be the same as the description but has functionality for additional information
Active	Put the tick on if the recurring transaction should be in use or is active
Transaction Period Setup	Select the date you wish the monthly invoice to be created or generated on This can be either on the last day/ first day or on a specific day of the month
Number of Transactions	Enter the number of invoices to be created. This can be looked at as the terms of the contract Enter the number of invoices to be created. (usually the contract term, eg. 6. 12, 24)

Step 2: Creating Invoice Template

The next step will be to create an invoice template

To create an invoice template, one needs to capture the invoice to begin with

Capture the invoice as follows:

Debtors Module> Activity> Invoices

Capture the invoice as normal

Once the invoice detail has been captured and saved, click the extra Drop Down

Select Convert to invoice template

Enter the code for your template

Enter the description for your template.

Click continue

This now complete the creation for your invoice Template

Apply the contract to the respective Debtor

Debtors module> Configuration>Debtors Setup

Search and Highlight the debtor you want to apply the recurring contract to.

Click on Extras Dropdown arrow > View Recurring Transactions

Click on add transactions

Select the recurring transaction you wish to set up

Select the Recurring Transaction Setup: This is the Recurring Contract description you created in step 1 above.

Select the Transaction Type: this will typically be Invoice

Select the required invoice template.

This is the template created in step 2 above.

Enter the code or description and click Search

Click once on the template on the grid to select. (will be highlighted in Orange)

Leave the Initialise setting on immediately

Select whether you wish the monthly invoice to be processed Manually or automatically

Automatic processing will result in the invoice automatically processing and no edits will be able to be made.

Selecting manual processing will result in the monthly recurring invoice status to be changed from recurring status to preparation status automatically on the date the invoice is to be generated each month.

You can then still make changes if required before processing the invoice manually.

Once the above selections have been entered, click the Create Transactions Button

Then Click Yes

Click on the Detail tab to see all invoice created

To Apply Automatic Increases (Escalation)

In the event where the recurring contract stipulates an annual increase or needs to be amended, you will then click on the invoice where the amendment needs to start from and edit the invoice detail or value

Double Click to Open the Invoice line

Amend the prices and or details.

Once the invoice has been adjusted as required, Click Save

Click on the Functions Dropdown

Click Update Recurring

The below window will be displayed, where you can opt to update either the Invoice Header information or the Invoice Iine detail.