Recurring Sales Invoices

Recurring Sales Invoices

RECURRING SALES 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 SALES INVOICES IN ACCOXI

In ACCOXI in the sales module user can create a recurring sales invoice. 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 Invoices In Accoxi

RECURRING SALES SEARCH

Recurring sales search window gives the user the information regarding all the recurring sales of the business.

Menus available in Recurring sales search:

Menus Available In Recurring Sales Search

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

a. Filter of recurring sales 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, customer 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. There is also an option to sort according to status of the invoice/bill like started, paused, expired and cancelled.

 

 

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 recurring sales 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 recurring invoice: a new recurring sales can be entered using pressing the new recurring invoice button

    

Steps to add a recurring sales:

  • Go to sales module and select recurring invoices
  • Click on new + button
  • Add recurring name as well as select the customer
  • Select date and tax type which is inter state or local and item rates 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 Sale

 

Fields

Description

Recurring name

Enter the name of recurring sales

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.

customer

Select the customer from the drop down menu

Phone number

Will be automatically filled when we select the customer

 

GSTIN

Will be automatically filled when we select the customer

 

Po number

Enter the sales order number here

Po date

Enter the sales order date.

email

Will be automatically filled when we select the customer

 

Reverse Charge Applicability

If the recipient of the goods or services is liable to pay the tax instead of the provider of the goods and services the user can enable this option

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 sales

 

discount

Select type of discount

Payment term

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

 

Description

Enter the description of the recurring sale if any.

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 sales view

After saving the new recurring sales the user will be redirected to the recurring sales view window.

Here the user can use various features like, filtering data, editing, printing, mailing, export

Menus Available In Sales Recurring View

FIELDS

DESCRIPTION

1.      New sales recurring

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

2.      Filter

filter option filters the recurring invoices with according to all, started, expired and cancelled

 

3.      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.

 

 

4.      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

5.      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

·         User can add comments to the changes if they wish

 

 

6.      Zoom in and out

 

This menu helps the user to adjust the view size of the recurring invoice

Zoom out button enable the user to reduce the view size and zoom in increases the view size of the recurring invoice

 

7.      Page size

 

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

8.      Edit

 

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

 

9.      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

 

10.  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.

 

11.  Email

 

 

 

 

 

 

 

 

 

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

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

by default customer mail address will be automatically fetched by ACCOXI.

 

 

12.  More features option:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

v  Create duplicate: this function is an easy tool to copy recurring invoices. This will redirects you to new sales recurring window with the same data that you entered previously

 

v  Cancel invoice: this option is to cancel the recurring 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 customer details like name of the customer, 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

 

13.  Show all invoices

 

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 sales like these in regular intervals, so to see all the sales made through recurring “show all invoices “ option can be used.

 

14.  EXIT

 

The user can close the recurring sales view window by clicking on close button.

 

5. View icon: this icon redirects the user to sales recurring 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. Color filter:

The cancelled recurring sales invoices appear in the recurring sale search window. It will be in red color so the user can easily identify it

9. 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 do I filter my Recurring Sales data?

  • Click on the Sales Modules => Recurring Invoices => Recurring Invoices search opens.
  • Filter option is available below the Recurring Invoices search bar at the left hand side.
  • Recurring invoices can be filtered based on recurring name, customer name, status etc. Either you can give any of the said criteria directly into the search bar near filter option or by clicking the filter down arrow option you can give the details into the fields directly.

02How do I create a new Recurring Sales invoice?

  • Go to sales module and select Recurring invoices
  • Click on new + button
  • Add recurring name as well as select the customer
  • Select date and tax type which is inter state or local and item rates 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

03How can I view the history of Recurring sales transactions?

  • Go to Sales Module=> Recurring Invoices => recurring invoices search opens.
  • Click on the eye button on the corresponding recurring invoices which is located in the right end side. Eye button represents the view of created recurring invoices
  • Then recurring invoices view window will open
  • From there click on the history button.
  • This menu helps the user to obtain the history details of the recurring invoices
  • 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
  • User can add comments to the changes if they wish

04How to export the Recurring Invoice details?

  • Click on the Sales Module => Recurring Invoices => recurring invoices search opens.
  • Click on the Export button at the top right corner near the +New button. Select the file location and click on save.

05How to cancel a Recurring Sales invoice created?

  • Click on the Sales Module => Sales Order => sales order search opens.
  • Click on the eye button on the corresponding sales order which is located in the right end side. Eye button represents the view of created sales orders
  • Then user will be redirected to sales order invoice view window from there click on the more option button and click cancel button.
  • When the user clicks the Cancel button, it shows a cancel window
  • By default it shows customer details like name of the customer, 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