Recurring Purchase Invoices

Recurring Purchase Invoices

RECURRING PURCHASE INVOICES

A recurring invoice is merely an invoice that is sent to the same customer at regular intervals, containing the same invoice details. It might be more efficient for you to set up a recurring invoice, to allow your invoices to be sent to your customers automatically, hassle free.

RECURRING PURCHASE INVOICES IN ACCOXI

In ACCOXI in the purchase module user can create a recurring invoice as well as a recurring bill. Key features: • It has a feature to easily create the repetition of the invoice by selecting repeat every day week month or year. • Easy to select start date and end date of the recurring invoice • Provides an option to apply never expiry for never ending invoices

Recurring Purchase Invoices In Accoxi

RECURRING PURCHASE/BILLS SEARCH

Recurring purchase or bills search window gives the user the information regarding all the recurring purchases and bills of the business.

Menus available in Recurring purchase or bills search:

Menus Available In Recurring Search

1. Filter: The filter option in the recurring purchase/bills window helps the user to filter the data shown in the window.

a. Filter of recurring purchase/bills search can be done in two ways-Either you can directly enter the recurring name into the search bar near filter option or by clicking the filter drop down. You can filter the data by recurring name, Supplier name.

b. There is also an option available, by selecting the by date the data can be filtered according to the starting date and ending dates of invoice or bills. There is also an option to sort according to status of the invoice/bill like started, paused and cancelled. The view can be filtered using either selecting all or purchase invoices or bills.

 

2. Refresh:

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

3. Export:

The purchase invoice list can be exported to Excel format. Click on the Export button at the   top right corner near the +New button. Select the file location and click on save.

 4. New: a new recurring purchase can be entered using pressing the new button and by selecting the purchase option.

Steps to add a recurring purchase:

  • Go to purchase module and select recurring invoices
  • Click on new + button and select purchase
  • Add recurring name as well as select the supplier
  • Select date and tax type which is inclusive or exclusive
  • Enter recurring interval in repeat every day, week, month or year
  • Add start date and end date of the invoice and select never expire if needed
  • Then select product and batch and save the data

 

 

 

Recurring Purchase (1)

Fields

 Description

Recurring name

Enter the name of recurring purchase

date

Enter the date of the recurring invoice. But by default the date will be set as the date of entering the transaction into ACCOXI.

supplier

Select the supplier from the drop down menu

Phone number

Will be automatically filled when we select the supplier

 

GSTIN

Will be automatically filled when we select the supplier

 

Description

Enter the description if any

Payment term

The payment term which already set  with the supplier will be shown here you can change the term if you want

Po number

Enter the purchase order number here. it will appear automatically if the recurring is created from purchase view option =>create recurring and if a purchase order number entered in the purchase invoice.

Po date

Enter the purchase order date. it will appear automatically if the recurring is created from purchase view option =>create recurring and if a purchase order number and date entered in the purchase invoice

email

Will be automatically filled when we select the supplier

 

Tax type

Select tax type

 

Repeat every

Enter number of recurring interval in repeat every day, week, month or year

 

Never expire

Provides and option to apply never expiry for never ending invoices

 

Start on  end on

Gives access to select start date and end date of recurring purchase

 

discount

Select type of discount

 

Product or service

Enter the product here.by pressing the enter key it will give you the details of all products that you entered

 

Batch

Select the batch of the product by clicking on the batches column

 

QTY

Enter the quantity of the products and save

 

Discount

The user can enable discount allowed on recurring invoice in this column

These discounts may be discount after tax, before tax..

TDS

TDS can be entered in this section in two ways

·         Firstly the user can select tax name from the select drop down menu and in the amount column the calculated % of tax amount will be shown and the user cant edit that column

·         Other way is the user can directly use the amount column to enter the TDS amount.

 

Round off

This column is to round off small amounts and the round off may be downward, upward and nearest this is selected in preferences menu => organisation settings.

Save

By clicking save recurring  invoice is created and user will be redirected to recurring  invoice view window.

Clear

This option enables the user to clear the data entered in the new recurring  invoice window

 

Exit

User can exit from the invoice window by clicking this button.

 

 

 

Menu’s available in Recurring purchase view

 

 

 

Menus Available In Recurring Purchase View

FIELDS

DESCRIPTION

New purchase recurring

new purchase recurring button redirects to the create new recurring purchase window

 

Filter

filter option filters the recurring invoices of the supplier that you just dealt with according to all, started, expired and cancelled

 

Refresh

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

 

 

Pagination control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page

 

History

the recurring invoice shows history/comments of the transactions made

·         Shows all the edits and alterations of the recurring invoice with date of the changes made

 

Zoom in and out

 

This menu helps the user to zoom in the recurring invoice

Zoom out button enable the user to reduce the zoom in size on the recurring invoice

 

Page size

gives permission to change the size of the invoice to A4, A5 and letter size

Edit

option gives the user the permission to edit the invoice if needed

 

Pdf

If the user wants to convert the recurring invoice to PDF format, then export to PDF option is available.

 

After clicking export to pdf a save as directory option will appear and the user can opt the pdf file saving location

 

Print

Print menu helps the user to print the created recurring invoice if required.

After clicking the print button it will redirect to print options where the user can select the printer, number of copies to take etc.

 

Email

 

The user can send the created recurring invoice to the suppliers or to anyone through Email by using the Email button.

to mail the invoice to the supplier or anyone else this feature is useful

 

 

More features option:

  • Create duplicate: this function is an easy tool to copy invoices. This will redirects you to purchase invoice window with the same data that you entered previously

 

  • Cancel invoice: this option is to cancel the invoice that you created.

 

Cancel option enable the user to cancel the prepared recurring invoice

  • When the user clicks the Cancel button, it shows a cancel window
  • By default it shows supplier details like name of the supplier invoice number of the transaction and the amount
  • And the user need to enter the reason for the Cancellation.
  • And click ok to cancel the transaction

 

 

 

After setting recurring invoices when the recurring happens it will be saved as draft (if stated). Then we can convert this draft to invoice. Since it’s a recurring there might be purchases like these in a regular intervals, so to see all the purchases made through recurring “show all purchase “ option can be used.

5. View icon: this icon redirects the user to invoice view window

6. More option

You can edit, view, export to pdf and print the recurring invoice details if required using the more icon.

  • EDIT option redirects the user to recurring invoices window where the user can update the data in the recurring invoices
  • View option redirects the user to recurring invoices detailed view where the user can view the recurring invoices details entered.
  • Export to pdf: If the user wants to convert the recurring invoices to PDF format, then export to PDF option is available.
  • Print: Print menu helps the user to print the created recurring invoices if required.

7. Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

8. Exit

Below the pagination control, there is exit button. If you want to exit the supplier search page click on exit button.

 

 

Frequently Asked Questions?

01How can I filter the Recurring Purchase Invoices in ACCOXI?

  • Click on the Purchase Module and select the option Recurring Invoices.
  • Recurring invoices consist of various menus including filter menu.
  • Click on the filter menu and it opens the filter tab.
  • Select the option Recurring and click on Ok to filter recurring invoices.

02Can I create a duplicate of created Recurring Invoice?

Yes. You can create duplicate invoice while creating a Recurring Purchase/Bill Invoice.

  • Click on the Recurring Invoices (Purchase Module) and select the option Purchase/bill Invoices.
  • Click on the menu, Add new on the top right side of the page and need to enter the details to create a new Recurring invoice.
  • Click on the save option to create new recurring invoice and it opens to recurring invoice view page.
  • Click on the more options menu and select the option Create duplicate.

03Can I export the Recurring Invoice data in to Excel format? How can I do it?

Yes. You can export the Recurring Invoice data in to Excel format. It can be done by the following steps;

  • Click on the Recurring Invoices in Purchase Module and select the option Purchase/Bill Invoices.
  • Recurring Purchase/Bills search consist of various menus including Export menu.
  • Click on the export menu on top right side of the page.
  • New tab will appear for save the file. You can select the location to save the file.
  • Click on save button to save the data in Excel format.

04How to create a Recurring Purchase Invoice?

  • Click on the Purchase Module and select the option Recurring Invoices.
  • Click on the menu, Add new invoice on the top right side of the page.
  • New Recurring Purchase Invoice form opens, and need to enter the details with recurring type and expiry date.
  • Click on the save option to create new Recurring Purchase Invoice.

05How can I take a printout of Recurring Invoice?

  • Click on the Recurring Invoices in Purchase Module and select the option Purchase/Bill Invoices.
  • Click on the menu, Add new on the top right side of the page and need to enter the details to create a new Recurring Invoice.
  • Click on the save option to create new Recurring Invoice and it opens to Recurring Invoice view page.
  • Recurring Invoice view consist of various menus including Print menu. Click on the Print icon on the top side of the page.
  • You can set the page range, page height, width and can enter the required number of copies on the print tab.
  • Click on the Print menu to get the printout of the Recurring Invoice.