Recurring Invoices - Menu IVR

This system, accessed via menu IVR, enables you to create model invoices, referred to as recurring invoice formats. These formats can be used to create invoices for a group of customers simultaneously. One use of this feature could be for sample billing and/or other repetitive tasks. For example, you could create a format for a quarterly service fee and assign the format to all customers who get the service. Then you can run invoices automatically for all customers in that group. All invoices would basically be the same, except the account number, billing address, tax rates, etc.

Recurring invoices are created as follows:

  1. Create a recurring invoice template using a program nearly identical to the Order Entry system. It is basically an order that has not been designated to a specific account number.
  2. Enter a list of customers that will be invoiced, and assigned the reference number of the recurring invoice format to use when invoicing them. The list of customers can be entered by account number, or by parameters such as marketing program, branch, state, display, etc.
  3. You can run an edit listing which shows which customers will be invoiced.
  4. You invoice them by simply keying the reference number of the recurring invoice format. All customers assigned to that reference number are automatically billed. These invoices use the regular invoice forms and update through the system like regular invoices.

Before using the Recurring Invoice system for billing, make sure your County File is up to date with the current tax rates. Also, make sure that all customers who need to be taxed have a county number entered in their file.

Creating a Recurring Invoice Template - IVR 1

Assigning Customers to Recurring Invoice Templates

Print Cross Reference List Of Customers That Are Assigned to Recurring Invoice Formats - IVR 4

Printing Recurring Invoices - IVR 5

Recurring Invoice Header Maintenance - IVR 6

Creating a Recurring Invoice Template - IVR 1

This is the first step in the process and is performed via option 1- Enter Recurring Invoice Formats on the Recurring Invoice System menu.

  1. When this option is selected, enter an A as the action code to add a line and enter an account number. Using a customer account number has no effect on a customer at this point. It is simply a starting point.
  2. Press Enter to progress to the Order Header screen.

  3. Enter a Purchase Order in the Cust PO# field. You can enter something descriptive like Sample Bill.
  4. For the terms code, enter the terms for this recurring invoice. Enter the terms in the Payment Terms field, not the terms CD field. You cannot use Manufacturer terms. Remember, that these terms will apply to all customers assigned to the template.

    5. Notice, that you have a reference number in the top right hand corner. This is how you will use and identify this template in the future. You may have up to 999,999 different templates.

  5. Press F6 to enter the billing information. See the example below.

    6. Depending on your system set-up you might also need to enter a Ship Via and O/H code.

    You cannot use serial number items in recurring invoices.

  6. In the example above a cost of $20.00 is being assessed for your monthly samples.
  7. Press Enter to end the order. You are returned to the order header for the template you just created.
  8. Press F7 end the process and create the template. That is all there is to creating a template. The next step is to assign customers to the template we just created (0000279).

Assigning Customers to Recurring Invoice Templates

This part of the process involves two parts.

  • The first step is optional. It involves running an invoice edit. This report shows the invoice templates available for your use. It's a good tool to review your existing recurring invoice templates. An invoice edit can be run at any time.
  • The second step actually assigns customers to a recurring invoice template.

Running an Invoice Edit - IVR 2

  1. On the Recurring Invoice System menu, select option 2 - Print Edit Of Recurring Invoice Formats. The screen that appears allows you to select templates to review.
  2. The top part of the screen lets you exclude specific templates from the edit. The bottom part of the screen lets you view only the templates you enter.
  3. Press Enter and then F7 to continue to the next screen.
  4. Enter a 1 to include only the edits from the current workstation on the report. Enter a 2 to include edits from all workstations.
  5. The next step is to assign customers to the template.

Assigning Customers to a Recurring Invoice Template - IVR 3

Option 3 - Assign Customers To Recurring Invoice Formats allows you to assign your customers to the templates. You can assign the customers by their account number, or by parameters (location, customer type, etc.).

Assigning Customers by Account Numbers

  • If you use the first option, Assign Customers To Recurring Inv Formats By Acct#, the system prompts you for the reference number of the template.
  • Enter the reference number and press Enter. The next screen to appear lets you enter the customer account numbers to assign to this template.
  • Enter the accounts you want associated with this recurring invoice format/template. Then press Enter and F7 to return to the Recurring Invoice System menu.

Assigning Customers by Parameters

If you choose to add customers to the template based on parameters, you are presented with a parameter selection screen after entering the template number.

Notice, there are many ways that you can assign customers. For example, you can assign customers by combining account numbers or other parameters.

Print Cross Reference List Of Customers That Are Assigned to Recurring Invoice Formats - IVR 4

To review the customers assigned to each template select Option 4, Print cross reference list of customers that are assigned to recurring invoice formats.

Choose to include all the recurring invoice formats/templates or just a limited number (up to 24).

Printing Recurring Invoices - IVR 5

To print the Recurring Invoices, take option 5.

Be very careful here to run only the templates that you want to run. If you choose All, it will run invoices for every template, and those associated customers.

If you choose to tax all accounts, via the Tax All Accounts setting, the hierarchy for assigning taxes is:

  • Recurring invoice template - the header screen of the template is checked for Tax Codes. If tax codes are assigned they are used. If no tax codes are included, the Billto File is checked.
  • Billto File - if tax codes exist they are used. If not the County field is checked.
  • County Field - If there is a county specified in the Billto File, the County File is cross-referenced for the applicable taxes. If a county is not specified, no tax is assessed.

Tips

  • If you choose to tax all accounts, this will run the tax based on the tax codes in the bill to file. If the customer is normally not taxed, then the County assigned to the customer is used to tax them.
  • Once selected for printing, you have until night jobs to void these invoices. You might want to void a recurring invoice if the charge does not apply to a customer. For example, one of the customers you normally send monthly samples to might not want them this month because they are changing locations. To void them, you must use option #5 from the Invoicing Menu. Enter the invoice numbers and press Enter.

Recurring Invoice Header Maintenance - IVR 6

This option allows you to quickly and easily update your recurring invoices header information.

Access the Recurring Invoice System Menu (IVR) and select option 6 - Recurring Invoice Header Maintenance.

A listing of recurring invoices appears.

  • The underlined fields can be updated directly from this screen.
  • Press F9 to print a list of all of the recurring invoices, as shown above.
  • Press F10 to position the cursor to the first occurrence of a customer name or reference number.
  • Position to Customer and Position to Ref# cannot be populated at the same time. An error will occur.
  • Position to Customer takes the text string entered and try to find a match in the list. If the user enters STEVE'S, the cursor will be positioned in record 5. It always tries to match the text string left-justified for the length of the string. If they try to search for TILE, the search will fail because there is no record that begins with TILE in the first 4 characters and a message will appear saying Subfile record not found. Position by Ref# will move the cursor to the matching record if it exists or to the next greater match if it does not.