Recurring Invoice
Recurring Invoice repeats one customer invoice on a schedule. Each night, every date the schedule has reached gets a copy of the invoice, dated that day, and each copy can be emailed or sent on WhatsApp to the customer as its PDF. The invoice repeated is the first one; the copies follow it.
What it is for
Enter the first invoice once, then let it repeat. Each copy is a normal Customer Invoice: same customer, lines and amounts, its own number from the number range, today's exchange rate, and the same number of days between baseline and due date as the first. It takes the journal's usual status, Park or Posted. If Customer Invoice has an approval, each copy goes for approval in the name of the person who set up the schedule and posts once approved.
Every field in plain words
| Field | What it means |
|---|---|
| Recurring Invoice, Date | The schedule's number and date |
| Invoice Type | Customer invoice |
| Invoice to Repeat | The invoice copied. Required. Not reversed, not made from another document, and repeated by only one active schedule |
| Customer | Filled from the invoice |
| Active | Untick to stop the schedule. A schedule that has made invoices cannot be deleted, only stopped |
| Repeat Every, Repeat In | For example 1 Month, 2 Week, 1 Year. Every must be 1 or more |
| Invoice Day | For Month and Year: Start (the 1st), Middle (the 15th) or End (the last day of the month). Empty keeps the day of Date From |
| Date From | The first date of the schedule. Required |
| Date To | The last date. Empty means no end |
| Next Invoice On | The next date not invoiced yet |
| Last Invoice Made | The newest copy |
| Email Each Invoice, Email To | Email each copy's PDF. Email To empty takes the invoice's email, else the customer's |
| WhatsApp Each Invoice, WhatsApp To | Send each copy's PDF on WhatsApp. WhatsApp To empty takes the invoice's mobile, else the customer's notification number or mobile |
| Notes | Free text |
How the dates are counted
Each date is counted from Date From, never from the previous date: monthly from 31 January gives 28 February, then 31 March. The first invoice's own date is never invoiced again. A date already invoiced is skipped, even if that copy was reversed. A night that was missed is caught up by the next.
The Recurring button on Customer Invoice
On a saved invoice, Recurring opens the schedule in a popup: Repeat Every, Repeat In, Invoice Day, Date From, Date To, Send to customer, and the next invoice dates. Save there saves the schedule; Stop recurring unticks Active. On a copy the button names the schedule that made it; change the schedule on the first invoice.
Sending
A copy is sent once it is made, or once it is approved where approval is set up. Each copy is sent once on each channel; a send that failed (rejected, reversed, WhatsApp not set up for the company, no print for Customer Invoice) is not retried.
What posts
Each copy posts as a Customer Invoice when its status is Posted. The schedule itself posts nothing.
What it is connected to
- Customer Invoice - the invoice repeated, and every copy.
- How do I repeat an invoice every month?
If something looks wrong
- "Every must be 1 or more"
- "Date To ... is before Date From ..."
- "Invoice ... not found" / "Invoice ... is reversed and cannot be repeated"
- "Invoice ... was made from another document and cannot be repeated - only an invoice entered directly can" Repeat a free-text invoice instead.
- "Invoice ... already repeats on Recurring Invoice ..." Change that schedule, or untick its Active.
- "Recurring Invoice ... has already made invoices and cannot be deleted - untick Active to stop it"
- "Email To is needed to email each invoice" / "WhatsApp To is needed to send each invoice on WhatsApp" Neither the invoice nor the customer has one; type it in.
- No copy was made on a date. The period is closed, the number range is missing, or the schedule is still waiting for its own approval. The schedule stops at that date and tries again the next night.