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How to process recurring invoices in Accounts Receivable

Created on  | Last modified on 

Summary

Accounts Receivable allows for the creation of monthly, bi-monthly, quarterly, semi-annual, or annual recurring invoices in Sage BusinessWorks.

Resolution

Process the recurring invoice

Step 1: Create the recurring invoice

  1. Select AR, Transactions, Recurring Invoices, Maintain.
  2. Select the customer and complete the invoice fields.
  3. Enter the month to post this invoice if using a cycle other than 'Monthly'.
  4. To print or reprint the recurring invoice, check the 'Print or E-mail copy' check box.
     NOTE: If the box is unchecked, you can't print or reprint the invoice.
    The Recurring Invoices window where you check the box to Print of E-mail Copy of the printed invoice.
  5. Click the Distribution button, then enter an amount in the Sales account field. Add Sales tax, if applicable.
    Distribution to sales accounts and any sales tax for the recurring invoice.

Step 2: Posting the recurring invoice

You can post a recurring invoice automatically or manually. To avoid duplication of posting, you must use one or the other.

▼ Post recurring invoices manually
  1. Go to AR, then Utilities.
  2. Select Maintain A/R Parameters - Posting Accounts.

  3. Place a checkmark in the box to Post recurring invoices manually.
    Where to select to post recurring invoices manually in the A/R Parameters.

  4. For full instructions, see manually post recurring invoices in Accounts Receivable.  

 

 

▼ Post recurring invoices during month-end close
  1. During the month-end close, a prompt displays to Print Recurring Invoices.
     CAUTION: Using the Utilities, Company Close option, the recurring invoices will post automatically. You won’t receive the prompt to post the invoices. 
  2. Select Yes to print or E-mail the invoices.
  3. When Recurring invoices don't post, check the Cycle and First Month selection on the recurring invoice. If the First Month isn’t due, the invoice won't post.

 

▼ Print the recurring invoice after month-end close
  1. Select AR, Close, Print Recurring Invoices.
     NOTE: Make sure you’ve selected the Print or E-mail copy selection on the recurring invoice.  If the box is unchecked, the invoice doesn't print and you won't be able to reprint.

 

▼ Edit a recurring invoice
  1. Select the desired recurring invoice.
  2. Choose the field you wish to edit.
  3. Make the desired change, then click Save.

If you wish to edit the Recurring ID, click the rename button and enter the new ID.

  

 

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