User Guide for Single Recurring Invoices

User Guide for Single Recurring Invoices

Introduction

The Recurring Invoice feature in i-Account allows you to create invoices for a specific customer or customer group that need to be issued on a regular schedule. The system can automatically generate new invoices based on the recurring settings. Alternatively, you may choose to save draft invoices and manually process them into new invoices at any time.

Recurring invoices can be generated in two ways:

Recurring Invoice Type

Description

Save Draft Invoice

Save this recurring invoice as a draft. You can use the draft to create new invoices at any time.

Auto Generated Invoice

Set the recurring schedule for the system to automatically generate new invoices.

 

User Guide for Single Recurring Invoices

1. Go to Sales > Transactions > Invoice and click on the “Recurring Invoice” icon at the top right of the page.

2. In order to create a Recurring Invoice, click on the “Add New” button.

3. Next, you will be directed to the Create Recurring Invoice page.

4. Select from the options and fill in the required details. 

No

Option

Details

i

Recurring Invoice Name

Enter the recurring invoice name for reference only. Can enter any unique name.

ii

Select Customer by

Admin have two options either issue to:

●       Customer

●       Customer Groups

Single Customer

Select one customer/account code

Customer Groups

Select one group

iii

Create Auto/ Draft Invoice

 

Select "Save Draft Invoice" to save this recurring invoice as a draft. You can use the draft to create new invoices at any time. Alternatively, choose "Autogenerate Invoice" and set the recurring schedule in order for the system to automatically generate new invoices.

Below options are only required for “Autogenerate Invoice”

iv

 

 

Recurring Start

 

 

Set the date as today or a future date. The system will not bill for a past date, hence the first scheduled Bill date will be the first potential day beginning from today.

v

Recurring End

Set the ending date for the Recurring Invoices.

 

vi

Billing Frequency

Monthly: One invoice will be issued for every calendar month.

Quarterly: One invoice will be issued for every calendar quarter that has been fixed in the system, i.e. Jan to Mar, Apr to Jun, Jul to Sep & Oct to Dec.

vii

Billing Time

 

(Only applicable for Monthly Billing Frequency)

Monthly: Generate invoice for current month when Current date (today) equals to the scheduled Bill date.

Quarter: Generate 3 invoices for 3 consecutive months at once (quarterly advance billing). Generate on the scheduled Bill date for the first billing month and repeat on the first month of every subsequent quarter.

viii

Bill Date

Select the day of the month for the Bill date. For example, if you set Day 1, the invoice date will be the first day of the month: 1st Jan, 1st Feb and so on. In invoice description, the charge period covered will be displayed as the first to last day of the calendar month e.g. "Maintenance Fee (01-01-2021  to 31-01-2021)".

ix

Payment Terms

Select Payment terms to be displayed on the invoice. Payment terms can be added/edited at the Setup module.

x

Auto Upload to i-Neighbour

If Auto Upload is enabled, the invoice will be uploaded once it is generated. If disabled, users can manually click on the Upload button at Customer Transaction Inquiry.

xi

Schedule Status

Details will appear inside the Recurring Invoice listing.

5. After that, scroll down to select the charge item from the dropdown listing.


6. Once you have selected the charge item, enter the price and discount if applicable. Click on the “+” icon in order to add the line item to the recurring invoice.
 
7. When you are done, click on the “Add New” button at the bottom of the page to add the recurring invoice.
 
8. A success message will appear and the invoice will be listed at the Recurring Invoice page. For each recurring invoice, there are options: 

Action Icon

Description

To view or edit the settings for the Recurring Invoice(s).

To delete the recurring invoice.


How to Manually Create Invoice Using a Draft Recurring

The recurring invoices that have been saved as Draft Invoice can be used as the basis to create new invoices. To issue invoices, refer to the following steps:


1. At the recurring invoice listing, tick the checkbox for the recurring invoice(s) that you wish to generate. Multiple recurring invoices can be selected. Click on the “Create Invoice” button at the top right of the page.
 
2. Set the Invoice Date and also Payment Terms for the invoice(s).

3. Next, you can select whether to auto-upload the invoice to i-Neighbour as soon as it is generated by the system. If you wish to auto-upload, tick the “Upload Invoice” checkbox. However, if you wish to recheck the newly generated invoices prior to upload, leave the checkbox unticked. Lastly, click on the “Create Invoice” button.
4. Next, a success message will be displayed.
 
5. The generation of invoice will take some time and once it is complete the invoices will be displayed at the Customer Transaction Inquiry page. Go to Sales > Inquiries > Customer Transaction Inquiry:
 
Select the appropriate date range to view the newly issued invoice(s).
 
6. If you unticked the Upload Invoice checkbox earlier, there will be an Upload (arrow) button shown for each invoice. Click on the Upload button to upload to i-Neighbour.
 
Note:
The time required to generate the recurring invoice(s) depends on the number of invoices (estimated around 15 to 30 minutes for approximately 200 invoices).
 

Additional Note - Autogenerate Invoice

1. If you have added a recurring invoice using "Autogenerate Invoice" and enabled the setting to run, the system will generate new invoices based on the recurring settings.

2. On the scheduled billing date, you can view or check the invoices at the Customer Transaction Inquiry page (Sale > Inquiries > Customer Transaction Inquiry). If you disabled “Auto Upload to i-Neighbour” option in the recurring invoice setting, there will be an Upload (arrow) button shown for each invoice. Click on the Upload button to upload to i-Neighbour.
 
 
Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.


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