Create a Babysitting Invoice Template for Finance Effortlessly

Babysitting invoice template for Finance

hi everyone welcome to the channel so today let's explore how to create recurring invoice for customers so it's basically creating a template which will help you to generate recurring invoices for customers so let's understand the different steps that involved so Step One is where we create a template so this template you can Define your method of payment your terms of payment your financial Dimensions what accounts can be used so we default all the values and that can be connected with your customer Master data so let's create step one so go to system first which how to create a template so go to modules accounts receivable invoice recurring invoice click on free text invoice templates this is a place where we create a template for our recurring invoice so click new to create a new template so let's give the template name let's say monthly recurring income so let me give the description monthly recurring income so once you give the name on the description as I explained your payment default can be done at the template level or this data can be taken from the master data level which I'll explain in a while so you can you know use your terms of payment method of payment you can also default a financial Dimensions uh very importantly select a main account that should be offsetted against the customer so let me select an income account let's say miscellaneous income so you can fill the description so let's say monthly recurring invoice so that's the description you can also fill the tax details again tax details can be taken from the templates or can be defaulted at customer Master data so you can enter the quantity if the quantity is there if not we can directly enter the amount let's say 5000 click save this is how we create a free test in which templates once this template is connected with customers we can see the customer details here in assigned customers so right now if you see here it is black that means this template is not connected with any customers so let's go for second step after creating this template Step 2 will be assigning a template with customer Master data so let's assign or connect my template which we created in step one with customers so that's done at the customer Master data so let's go for step two so go to system go to accounts receivable customers all customers so let's go to all customers so select the customers for whom the template should be connected with go to invoice on the first tab click on recurring invoices so this is where your step one that's the template will be connected so here the template will be connected to a specific customers so let's go to the customer Master data click new now whenever you need an invoice to be generated the active status should be yes now here select the template that should be connected with this customer so this is the template that we created in step one MRI so I'm connecting my template here next billing start date so when you want to start generating this invoice let's say month end so I am picking today's date so today is the date where I want to start my billing Now recurrence setup in case if there is no end date you can select as no end date and the system keeps generating as in when you generate it or if there's a specific day that you want to end for example three months four months or six months then you can select build end date and enter the date so here is an example let's take three months so like March April May so let's select may as the end date so let me take me 28 now there is a field called as maximum cumulative amount so when you sell or enter this amount here system will either end by the selected date or by the maximum amount that will be accumulated example let's say we have entered 5000 as the amount here in case if I enter cumulative amount allowed as 10 000. so two invoices together is ten thousand my end date is May but since my maximum allowed amount is 10 000 system will generate only two invoices so that's about maximum cumulative amount feed next if you want to use your default data like the method of payment in terms of payment to be picked from free text invoice template so whatever uh you know data we default here it could be your payment details it could be Financial you know Dimension details system is going to pick from the template or you can select customer account if you select customer account whatever is defaulted in the customer Master data with respect to the terms of payment method of payment your delivery due uh even the financial Dimensions even the tax details will be picked from customer Master data so it depends what will be select here recurrence pattern how do you how often do you want to post an invoice so here I selected three months now do I need to post on a daily basis weekly basis monthly basis so let's take monthly as an example then I need one invoice per month so you can also select if you need multiple invoices within a month you can select that particular amount here so this is how Step 2 is created so these are the two steps that's required to generate a recurring invoice so once this two step is done the step three would be to generate invoice now while generating invoice you can directly post or you can generate verify and post at a later stage so both options are available so let's see how we can generate a free text invoice or a recurring free text invoice so go to system modules accounts receivable invoice recurring invoice click on generate recurring invoice so when we come to generate recurring invoice what should be the invoice date that's required let's say I need on 28th so if I generation date so this depends or demands how many invoices that will be generated for example my end date is May so I want to generate an invoice till May so let's say I will select May 28 so if March April May so I have selected date for three months and my allowed or my end date of recurring invoice is three months therefore system is going to generate three invoices so select the template that should be applied so this is what we created in step one so I'm going to connect that template here click select so template is there date is ready now click on OK so once it's generated you can see it in the notification center there's a message telling you know the recurring invoices was created successfully so once the invoices are created successfully go to accounts receivable invoice recurring invoice click on post recurring invoices so here we can see the invoices being generated so to see how many invoices being generated click on totals so here we can see number of invoice generated three why was it generated three invoices because I selected generate data's May 28 in case if I had selected April 28 it would have generated two invoices if I had given March 28 it would have generated one invoice so that's how generation date place a role so once you verify these details close this now we are ready to post this particular transaction so click on post to post all the three invoices so click post you can see the post free text invoice job is added to batch queue once the batch queue is ended the invoices will be posted so let's also verify from our customer Master data so go to customers all customers so go to invoice or let's go for transaction so go to customer click on transactions so here you can see this is the free or three invoices that is generated for free text we just created the template connected with the customer and we generated for three months and all three months invoice has been generated and posted so similarly a recurring invoice can be done semi-annually or annually depending upon the customer requirement that's about this video thank you