A recurring invoice is merely an invoice that is sent to the same customer at regular intervals, containing the same invoice details
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.
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 sales search window gives the user the information regarding all the recurring sales of the business.
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:
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Fields |
Description |
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Recurring name |
Enter the name of recurring sales |
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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. |
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customer |
Select the customer from the drop down menu |
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Phone number |
Will be automatically filled when we select the customer
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GSTIN |
Will be automatically filled when we select the customer
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Po number |
Enter the sales order number here |
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Po date |
Enter the sales order date. |
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Will be automatically filled when we select the customer
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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 |
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Tax type |
Select tax type |
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Repeat every
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Enter number of recurring interval in repeat every day, week, month or year
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Never expire |
Provides and option to apply never expiry for never ending invoices
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Start on end on |
Gives access to select start date and end date of recurring sales
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discount |
Select type of discount |
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Payment term |
The payment term which already set with the customer will be shown here you can change the term if you want
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Description |
Enter the description of the recurring sale if any. |
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Product or service |
Enter the product here.by pressing the enter key it will give you the details of all products that you entered
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Batch |
Select the batch of the product by clicking on the batches column
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QTY |
Enter the quantity of the products and save |
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Discount |
The user can enable discount allowed on recurring invoice in this column These discounts may be discount after tax, before tax. |
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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.
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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. |
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Save |
By clicking save, recurring invoice is created and user will be redirected to recurring invoice view window. |
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Clear |
This option enables the user to clear the data entered in the new recurring invoice window
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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
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FIELDS |
DESCRIPTION |
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1. New sales recurring |
new sales recurring button redirects to the create new recurring sales window |
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2. Filter |
filter option filters the recurring invoices with according to all, started, expired and cancelled
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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.
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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 |
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5. History
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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
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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
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7. Page size |
gives permission to change the size of the invoice to A4, A5 and letter size |
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8. Edit |
option gives the user the permission to edit the invoice if needed
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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
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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.
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11. Email
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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.
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12. More features option:
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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
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
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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.
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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.
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.