Repeating Invoices - Calendar

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Should you need to invoice a debtor (customer / client) or specific debtors (customers / clients) on a regular basis (e.g. monthly, etc.), you may use the “Repeating invoices” category to schedule and process the repeating invoices with a few mouse-clicks.

Once the Repeating invoices is scheduled, you need to reopen the Repeating invoices event to set your repeating invoices.

Repeating invoices may also be generated on the Edit → Repeating invoices menu.

To Generate Repeating Invoices: 

1.Click on the Input → Calendar menu, or on the Calendar button of the Sidebar.

The Calendar will be displayed.

2.Select the day and a time slot to schedule the hours.

3.Select a date and right-click on a time slot. On the context menu, select the Add Event... option. The Untitled  Event screen will be displayed.

4.On the Untitled Event screen, enter and / or select the following:

a)Subject - Leave blank. This will automatically be filled in with the Debtor (customer) account code, description and Salesperson when selecting it.

b)Category - Select Repeating invoices (Red colour).

c)Hours - Click on the Hours field. Select a debtor customer account.

d)Projects - Empty is the default project. Select a Project from the list.

e)Salesperson - Select a salesperson.

f)All day event - Leave blank.

g)Start Time - This is the date and time as selected on the Calendar from where the Untitled - Event screen was launched. If this date is not correct, you may select the correct date. Enter or select the time slot, if not correct.

h)End Time - Enter the time expected to finish the project.

i)Appointment Recurrence - The default is None. You may set it to repeat per moth, per year, etc.

j)Repeat Until - Field disabled.

k)Reminder - Leave blank. You may activate it and set the Minutes, Hours or Days to remind you in advance to process invoices for hours.

5.After scheduling the Repearing invoices, the screen should display as follows:

The Subject and the Titlebar will display the Debtor (Customer / Client) account code and name as well as the name of the salesperson (consultant).

6.Click on the OK button to register and save the Repeating invoices event.

7.Reopen the “Repeating invoices – Event” to add your debtors (customers / clients). The Repeating invoice tab will be added to the “Repeating invoices – Event” screen. Click on the Repeating invoice tab.

You may enter a Message (up to 3 lines) to display on the invoice. This message will be displayed on the Message fields in the “Document entry” screen's header section and will be printed on the printed invoice.

8.Select the Invoice date; if not correct. This is the date on which the invoice(s) will be created.

9.Click on the New button.

10.Click on the Lookup icon and select the stock item for services.

11.Click on the Process or Process all button. The Information message "Document(s) created!" will be displayed.

12.Click on the OK button.

This Invoice may be viewed on the following options:

Document Entry screen as Unposted.

Documents tab of the Debtor account (Edit → Debtors).

The Hours  Event will be displayed in Purple (Magenta) colour on the time slot of the scheduled day. The Day in the calendar will also be underlined and displayed in a Purple (Magenta) font.

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