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Sales Ledger – Repeat Invoices

Purpose: To produce invoice templates for regular use and to schedule their production.

Preparation: Determine which invoice you want to make invoice templates for and have a copy in front of you to create the template. Also establish how often you you need to produce the invoice. You will also need to name each template – please think about this so you can find them easily in the future.

Processing: Go to main menu – Daybooks> Sales> Repeat Invoices .The menu has three options –

  • Enter or Amend
  • List
  • Run

Enter or Amend – See above – The repeat invoice has four tabs. The Header, Details and Summary tabs are exactly the same as for Produce Sales Invoice – detailed in a previous article. We need only deal with the Schedule tab here.

  • Reference: Give the template a memorable description – up to 8 characters.
  • Period: Either Daily or Monthly.
  • Interval: How many days or months beween each invoice – you could set up annual invoices with an interval of 12.
  • Occurences: How many times you want to run the invoice – if indefinite just enter a high number. It’s usual to enter a number up to the next review date.
  • Start Date: Date of first or next invoice.
  • Variable: Tick the checkbox if the dates are to be variable so they can be amended when produced.
  • Copy invoice details: Use this to create similar templates.

List –

Simply produces a list of templates –

Run –

Opens the Select Output Form then the Run Repeat Invoices form –

Any invoice templates due that haven’t been run will appear for you to select.

  • Process – if checked will produce the invoice and post to the current period, after clicking on ‘OK’
  • Future – Check if you want to post the invoice to the next period, then click on ‘OK’
  • Skip – leaves the date as is and can be run anytime after.
  • All Current selects all the invoices due ready to post to the current period.
  • All Future – checks all the invoices ready to post to the next period.
  • Edit – Allows you to edit the invoice before producing it.
  • Filter – allows you to select fixed dates only, variable dates only or all (both).
  • All Skip – If you want to run only a few then click this and untick the ones you want. This then doesn’t affect the dates.

Output: Then choose whether you want to email or print or both.

Repeat invoices can also be produced after producing the first as a DSB or SOP invoice – see https://help.prelude.software/knowledge-base/sales-ledger-produce-invoices/