Templates

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First thing you need to do is to create the invoice templates that you wish to be part of the batch run. The templates are located in Sales A/R > Recurring Invoices > Invoice Templates.

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Field

Description

Number

This is the number of the template. These are assigned automatically

Document series

The combo box just right to the number is the document series field. Here you can assign the invoice a specific document series.

Customer number, name and Contact person

Here you choose the Business Partner the invoice template is linked to. Press Tab to choose from a list. After selection, you can choose a contact person for the invoice.

Customer Ref. Number

Here you can set a customer ref. number that will appear on the invoice.

Invoice day

Here you choose which day of the month the invoice should be posted. Using invoice days, you can have multiple invoice groups in a month (10 invoices on the 1st and 5 invoices at the 20th of the month).

NB. Since not every month have 31 days, setting an invoice day to 31 might give unexpected results. 30 is a better choice. A special exception is February that have 28 or 29 days depending if it is a leap year. If 30 set for February it will create the invoice on the last day (28 or 29)

Months

By using the checkboxes, you can set which months of the year the invoice should be created. This way, you can make an invoice monthly, quarterly, yearly or custom months. You can use the All and None button to quickly check or uncheck all months.

Document Currency

If the Business Partner selected in the template is multi-currency, then it is possible to choose the currency that the document should be in.

Sales Employee

Here you can set the header sales employee of the invoice (BP’s default is selected when choosing Business Partner but can be overridden).

Project

Here you can set the project of the invoice (BP’s default is selected when choosing Business Partner but can be overridden).

Payment Terms

Here you can set the payment terms of the invoice (BP’s default is selected when choosing Business Partner but can be overridden).

Shipping Type

Here you can set the shipping type of the invoice.

Indicator

Here you can choose the indicator of the invoice BP’s default is selected when choosing Business Partner but can be overridden).

Comments

Here you can write your comments that are transferred to the invoice.

Discount %

Here you can set the invoice discount %.

Active

This checkbox allows you to make a template inactive instead of removing it completely. This is useful when you as an example do a service on a monthly basis, but for some reason do not need the service. Using the report described later you can quickly locate inactive templates.

From / To

Here you have the option to set an overall period that the invoice template is active. You have the option to enter none, one or both fields. Default is no dates.

Template lines

These lines works like normal A/R invoice lines would work, where you choose an item, enter its quantity, price and so on. The most essential but not all (70+) columns are included.

Special Column: Unit Price

When an item is added to a template or the price of an item is updated automatically, the customer’s price after discount is inserted (using special prices etc.). The discount field is not changed when this happens. The columns can be edited as other columns and are transferred as expected to the invoice.

Special Column: Update

This update column check indicates if the item on the line should be updated with the latest data from its master data. The data that will be updated depends on what you have marked as updateable in the configuration:

        Item description

        Price and Currency

        Tax-group

        Sales Employee

The updates of template lines can be done manually using the update lines menu item, and during the invoice Wizard you’ll be prompted if you want to update the invoices about to be invoiced. (You will be prompted to A: Update lines and run the wizard, B: Do not update the line and run wizard or C: Abort Invoice Wizard)

Special Column: Description

Description normally shows the items description, but you have the option to add you own text instead (Information on the invoice.). The text you can enter can include the following dynamic parts.

Keyword

Description

DATE[<year>.

<month>.

<day>.

<format>]

With this keyword you have the option to enter dynamic dates based on the invoice date. In order to use it you need to enter how many +/- years, months and days based on the invoice day. Finally, you need to enter a Format of how you wish to display the data. For formatting you have the following options:

Format

Description

Example

d

Day without leading zero

5

dd

Day with leading zero

05

ddd

Day as text (shot)

Mo

dddd

Day as text (long)

Monday

M

Month without leading zero

9

MM

Month with leading zero

09

MMM

Month as text (short)

Sep

MMMM

Month as text (long)

September

yy

2-digit year

08

yyyy

4 digit year

2008

NB: MONTHS ARE UPPERCASE BECAUSE IN PROGRAMMING LOWERCASE M EQUALS MINUTES SO IF YOU TYPE IN LOWERCASE “M” YOU WILL END UP WITH “0”

Delimiters you can use in date format: {space} - .

 

Example 1: DATE[0.0.0.dd-MM-yy] = Give the invoice date

Example 2: DATE[1.3.0.dd-MM-yyyy] = Add 1 year and 3 months to invoice date

Example 3: DATE[0.4.-1.dd. MMM. Yyyy] = Add 4 months to invoice date and on that date subtract 1 day

Example 4: DATE[1.-1.-1.dd. MMMM yyyy] = Add 1 year to invoice date and on that date subtract 1 month and on that subtract 1 day

 

Sample 1: On 01-nov-2008 run example 1 equals “01-11-08”

Sample 2: On 01-nov-2008 run example 2 equals “01-02-2010”

Sample 3: On 01-nov-2008 run example 3 equals “28. Aug. 2009”

Sample 4: On 01-nov-2008 run example 4 equals “30. September 2009”

[Day]

The invoice day

[Day+x]

The invoice day + a specified number of days (If invoice day is 1 and you add [Day+3] you get 4)

[Day-x]

The invoice day – a specified number of days (If invoice day is 10 and you add [Day-1] you get 9)

[Month]

The invoice month (January, February, and so on)

[Month+x]

The invoice month + a specified number of months (If invoice month is June and you add [Month+1] you get July)

[Month-x]

The invoice month – a specified number of months (If invoice month is December and you add [Month-3] you get September)

[Year]

The invoice year (2006,2007 and so on)

[Year+x]

The invoice year + a specified number of years (If invoice year is 2006 and you add [Year+1] you get 2007)

[Year-x]

The invoice year – a specified number of years (If invoice year is 2006 and you add [Year-1] you get 2005)

[DaysInMonth]

The number of days in the current month

[DaysInMonth+x]

The number of days in the current month + a specific number of months

[DaysInMonth-x]

The number of days in the current month – a specific number of months

[Num]

The number of the invoice

 

Special Feature: Cut/Copy/Paste Lines

If you right-click on the row-header of a line you get the option to cut/copy an entire line. You can afterward right-click on the same or other Invoice template and paste the line in.

recurring_invoice_cut_copy_paste

 

NB: PLEASE NOTE THAT THESE KEYWORDS ARE CASE SENSITIVE

TIP: YOU ARE ABLE TO CONVERT ALREADY EXISTING INVOICES INTO TEMPLATES. JUST FIND THE INVOICE YOU WOULD LIKE AS A TEMPLATE, RIGHT CLICK AND CHOOSE THE MENU ITEM “SAVE AS RECURRING INVOICE”