Sales Agreement Periodic Invoices
One run raises a customer invoice for every agreement line that has fallen due by a date and is not yet invoiced: instalments and separately billed charges, for one customer or for all. Each invoice is an ordinary customer invoice in Receivables.
What it is for
Companies that recognise each instalment as revenue when it falls due use this screen to invoice them. Companies that only record receipts use Billing Proposal instead.
On Create the lines are loaded: every instalment line and every additional-charge line of every agreement (of the chosen customer, or of all customers) whose due date is on or before Date To, less what earlier invoices from this screen already billed. On Save one invoice is raised per line, or one per customer and agreement when Merge by Sales Agreement is ticked. Each invoice line uses the line's payment category, amount, tax group and tax zone; the invoice takes this run's journal, posting status, posting date, currency, exchange rate and payment term, and its due date from the payment term. The invoice number is written back on each line.
The one rule people get wrong: the screen does not leave out lines of cancelled or refunded agreements, nor charges that are already inside the payment plan. Read the list before you save and delete the lines that should not be invoiced.
Every field in plain words
| Field | What it means | What to put |
|---|---|---|
| Transaction | The run's number | Required |
| Posting Date | The date of the invoices | Required. Date To may not be after it |
| Transaction Journal | The journal the invoices are made in | Required. It fills Posting Status |
| Posting Status | Posted or parked | From the journal |
| Journal, Journal Indicator | From the journal | |
| Date To | Lines due on or before this date are invoiced | Required |
| Customer | Only this customer's lines | Leave empty for everyone |
| Payment Method, Payment Term | Of the invoices | Required. The due date of each invoice comes from the payment term |
| Currency, Exchange Rate | Of the invoices | The rate is read for the posting date |
| Merge by Sales Agreement | One invoice per customer and agreement instead of one per line | |
| Reference no, Notes | Free text |
Lines: Customer, Name, Line Type (Recurring for an instalment, Additional for a charge), Invoice, Sales Agreement, Agreement Date, Payment Category, Schedule, Payment Amount, Due Date, Line Text.
Once the run is posted, Edit and Delete are disabled and Reverse is available; a reversed run has every button disabled.
How to configure it
Set up a transaction journal for these invoices and give every payment category its account on the posting profile, since the invoices post through it.
Scenarios
- Month end: invoice every instalment due this month. Date To the last day of the month, no customer, Merge by Sales Agreement ticked so each buyer gets one invoice per unit.
- One buyer asks for an invoice now. Pick the customer only.
What it is connected to
- Sales Agreement supplies the due lines.
- The invoices are customer invoices in Receivables (Customer Invoice), where they are collected on a Collection.
- Transaction Journal and Posting Profile - the journal of the invoices and the account of each payment category.
If something looks wrong
- "No Schedule found" on Create. Nothing is due by Date To that is not already invoiced.
- "Date To: ... cannot be greater than Posting Date: ...". Move Date To back, or Posting Date forward.
- An instalment of a cancelled agreement appears. The screen does not leave those out. Delete the line before Save.
- The invoices carry the payment term in their payment method. The run writes its Payment Term into both fields of each invoice. Check the payment method on the invoices.