Create a recurring invoice

In this scenario, you will learn how to create a recurring invoice that Inform then recreates automatically every month.

This recurring invoice is a template for the base invoice; it is not a true invoice. When the End of Month Closing occurs, Inform ERP uses this base invoice template to create a real invoice for the vendor. You can disable recurring invoices by deleting this original base invoice template.

1. Create an invoice as described in Enter vendor invoices.

   

2. Search for a vendor in the Pay-To VendorThe vendor who filled the purchase order and sent the invoice. box.
3. Drop down the Invoice Type list and choose Recurring.
4. In the Invoice NumberThe number the vendor assigned to the invoice. If no number has been assigned, then specify another meaningful reference. box, type a meaningful reference or description, such as "Rent," rather than an actual invoice number.
5. Select an Invoice Date.
6. In Gross AmountThe total invoice amount, including freight and taxes. This amount must equal the G/L Distribution before you can save the invoice., type the invoice total, then press the Tab key.
7. Confirm that the G/L DistributionDisplays the relevant General Ledger accounts and distributes the gross amount of the invoice accordingly. Most accounts will use default values, such as Inventory or Freight, though these can be redistributed by manually adding accounts. matches the Gross Amount.
8. Click Save.

   Recurring invoices start the month after they are entered.

Edit the base invoice template

1. Go to Accounting>Accounts Payable>Invoice Entry.
2. From the Invoice Type list, select Recurring.
3. In the Pay-to-Vendor box, type or search for the vendor, and then press the Tab key to populate the remainder of the information.
4. In the Invoice Number box, click the magnifying glass to search and select the recurring invoice template you created in the first procedure. For example, "Rent."
5. Click Edit and make the desired changes, such as Terms and Amount. Amounts on fixed loan payments will change every month, but the total payment amount will remain the same. Keep in mind that the Invoice Number cannot be edited.
6. Click Save.

Stop the recurring cycle

1. Go to Accounting>Accounts Payable>Invoice Entry.
2. From the Invoice Type list, select Recurring.
3. In the Pay-to-Vendor box, type or search for the vendor, and then press the Tab key to populate the remainder of the information.
4. In the Invoice Number box, click the magnifying glass to search and select the recurring invoice template you created in the first procedure. For example, "Rent."
5. Click Edit.
6. To remove the base template invoice, click Delete. This process will not affect any prior transactions.