Create a Weekly Invoice Template for Teams Effortlessly

Weekly invoice template for teams

hi welcome to dynamics accounting and finance tips my name is jolie today we're going to talk about free text invoice templates and this is an accounts receivable module so this for the example i'm going to use today if you have an invoice that you're sending out the same amounts every single month or even the same invoice every single month or every single week every single day use the free text invoice template it's going to save your time and it's great functionality so let me show you how it works let me jump into this so for this example let's say that uh we have we own a property and we have a building on that property and we have five leases in that property so we have five different customers that we are charging five thousand dollars to five different customers we'll set up one template assign that template to those five customers hit a button generate reoccurring invoices it's going to generate those invoices for us then we're going to hit post invoices and it's going to post them all at one time really it really is going to do all that so fast so let's create let's set these up really quick so we're going to hit we're going to click new and i'm sorry i didn't i probably went by too fast here accounts receivable under invoices under reoccurring invoices and these are the three areas post reoccurring invoices generate reoccurring invoices and free text invoice templates they're in order so free text is first then you're going to generate then you're going to post so when i hit free text invoice templates it brings me here label this something that you can recognize easily for example this property i own is at um 5599 locust street so i'm going to put 559 building as my identifier or locust i didn't spell that right that's what the system is telling me yeah let's spell like that okay and then we do have to have a posting profile for any sort of transaction like this in terms of payment i would say it would be net due there's not a net due set up so i'm just going to select net one method of payment this can be changed even before you post them but we're going to put check so they need to send us a check here's where we're going to assign the main account so this is great obviously it's going to be a revenue account um probably a lease or rent revenue but we're going to say other revenues for this example and then here's where we would put our amount the five thousand dollars now we can distribute those amounts to different financial dimensions if we'd like uh maybe part of it you want to go to one department and part to another you can definitely hit this and distribute and distribute those however you'd like but for this example we're going to leave it all to this main account in the text here this is going to be to your customers so we could say monthly rent at 5599 locus street fort worth texas and then this description is on your ledger so again you might want to have monthly rent five five nine nine locust on your ledger as well just so you can identify these transactions easily and then we're gonna save now if you go to here to assign customers there's not going to be there anything there right now and why is that because we need to assign those customers at the customer master record so let's do that now so simply go to accounts receivable go to all customers and then search for your customers so right now i have a list of three we're going to put here under contains that i know oh i'm sorry not contains is one of okay so we've selected these three and i would just highlight this first one go up here under invoice tab set up reoccurring invoices select new you're going to leave it to active drop down the template to pick your template so this is the 5599 building your start date we're going to start august 1st we're going to end this at the end of the year because our leases are going to be increased at the first year so we would need to increase our template and start this again for the next year so let's change this to monthly and we're going to say one per month and we're going to use the free text invoice template values we're going to save now here is where you can see the history this is great so you're going to see your history of every single transaction that post through this free text invoice template module which is going to be great and i'll show you this in just a second and we're just going to highlight this next one and do the same thing and again you'll set this up one time and then you won't have to do this again until you have to create a new template and we'll go ahead and just leave this at three examples here looks like we already have oh yeah so the system got a little confused let's just highlight that the system recognizes that there's a process meaning you have to post your your invoice for the month that you generate before you can post the next invoice meaning if it's august and i generate my free text invoices and i don't post those august invoices and i try to generate septembers it is not going to i have to post august before i can post septembers it's a process right so let's close out of this we've got our templates set up with our customers for this example we're just going to we're going to go ahead and use three now we're going to generate our recurring invoices this is what i like i like this because all i have to do is select the template and it's going to select the free text invoices and create all the free text invoices for all of those customers however i could do this customer by customer if i wanted to there's really no need i'm going to hit okay and so this has been created successfully so now we go to our third step in this process post recurring invoices and now we see okay this last one zero zero zero six is the batch that was created the reoccurrence id if i open that up now i want you to notice something post at the top is available so if i'm comfortable with these and i've already know i already know the process is working the amounts are correct i just go here to post and then my invoices are posted i can go to the free text invoice module and print my invoices or email them to the customer simple as that for this example i'm going to go in and show you that all three invoices have been created if i wanted to go into each one of the invoices here and make any changes i could i would just go here to details i would highlight which invoice i wanted to go to the details for now you cannot post the free text invoice here it will be grayed out and that's for a purpose it wants to keep that connection that history that i was telling you about so let's let me show you that but again you can click inside edit and notice the dates eight one do eight two because we gave it a net one so let's change that to net 10 we're giving them a few more days and here you can confirm your financial dimensions if you needed to change that but see how the in the text has is showing exactly none of that's being mainly typed in your main account this is all automatically created for you so again i could have just hit post you have to post from this module now i can go each line by line and post up here but really i'm just going to post them all at one time now it's added to a batch job it's going to take it depending on the batch it's going to maybe take about 30 seconds if you soft refresh up here you can see after i've soft refreshed it is now set to posted and all of those invoices are now posted now we can go into the history for those customers so let me go ahead and go back to those three customers all customers now there's a couple of ways that we can we can definitely go into the invoice journal to see those or we can go to reoccurring invoices see the history and we'll see every single free text invoice that was posted through the reoccurring so it eventually this could be a long list and then you can just click in here and email or print this and send this to your customer so it's really neat especially if you're sending the same invoice every week sometimes every day it's great functionality just to save even if it saves you 30 seconds a minute five minutes i think that's a win i am happy to bring this presentation to you if you like this please subscribe and thank you for watching more to come you