How to Enter Accounts Receivable Repetitive Invoices

Summary

How to create and use Accounts Receivable Repetitive Invoices in Sage 100
How to enter repetitive invoices in Accounts Receivable, Repetitive Invoice Entry

Resolution

Create and maintain repetitive invoices for receivable items such as rent or service contracts using Repetitive Invoice Entry. After the items are set up, they can be selected to create entries in Invoice Data Entry for processing. Each time a repetitive invoice is processed, the last-billed date for the invoice is updated.

To create a repetitive invoice:

Open Accounts Receivable, Main, Repetitive Invoice Entry. If using batches, click the # button to obtain the next available batch number and click OK
Select a customer number and enter a reference.
- Note: A reference is user defined and allows multiple repetitive invoice entries to be maintained for the same customer number.
Specify a Billing Cycle.
- For example: M = Monthly billings, Q = Quarterly.
Specify a start and Stop Billing Date.
Enter a Sales Tax Schedule, Terms Code, Shipping Method, Salesperson, and Comment (if necessary).
The Last Billed and Times Billed fields are tracked by the system as the entry is used during Repetitive Invoice Selection and when the invoices are updated.
Select the Lines tab and select a Sales Code and quantity for the billing.
Click the OK button.
Select the Totals tab and enter a Freight Amount (if necessary) and verify that the Commission information is correct.
Select the Credit Card tab if invoices will be paid by Credit Card. The Credit Card will need to be an existing Card ID on file. You may also add a card to Save at this time.
- Note: Since this will be a repetitive invoice that will be used as a recurring entry, the credit card must be saved to the customer to be used for each occurrence.
Click the Accept button to save and exit

To use Repetitive Invoices:

Open Accounts Receivable, Main, Repetitive Invoice Selection. If using batches, click the # button to obtain the next available batch number and click OK.
Enter the appropriate selection criteria and click Proceed.
Note: If invoices are created, the Clear button becomes available.
Click the Print button to print the invoices.
- If invoices are correct, print the Sales Journal when prompted and update.
- If invoices are incorrect, do not update the Sales Journal.
To start the selection process again, open Accounts Receivable, Main, and Repetitive Invoice Selection.
- Click the Clear button. Note: This clears all invoices from the selection.
- Make the necessary changes to the Repetitive Invoice Entry and/or re-enter the Repetitive Invoice Selection.
- If changes need to be made to the invoices, open Accounts Receivable, Main, and Invoice Data Entry. Note: This only fixes the current invoice and does not change the repetitive invoice.
- Reprint the invoice and Sales Journal to confirm the corrections.
- Update the Sales Journal. Note: Credit cards will be processed during the Sales Journal Update.