The periodic invoicing system is designed for your customers who would like to receive one bulk invoice at the end of a period. They may want weekly, bi-weekly or monthly invoices. You will create and update invoices as usual, but the system will not send them out during the Send Invoices in Process procedure because they will be sent altogether as a periodic (or summary) invoice.
SETUP
The first step to periodic invoicing is to set up the customer to use periodic invoices. The customer flag can be changed in Enter & Edit Customer, F6 Output Defaults:
Currently the options include By Customer, By Customer PO, By Ship to Address or No. If the customer would like one summary invoice that includes all ship to addresses, select By Customer. If the Customer would like one summary invoice by Purchase Order number, select by Customer PO. If the customer would like one summary invoice for each ship to address, select By Ship to Address. If the customer would like to receive regular invoices, select No.
The system will default new customers to what you have selected as the default in Enter & Edit Customer Defaults.
Accounts Receivable System
A/R File Maintenance
Enter & Edit Customer Defaults
Orders/Invoices
Each order and invoice that is created will be flagged to either Yes or No to Use Periodic Invoices based on the customer’s flag. You can change an individual order/invoice’s flag during Order or Invoice Entry. For instance, if there is an order/invoice that you don’t want to be included in the periodic invoice that month you can change the flag to No on the order or invoice level and the system will treat it as a regular invoice and send it individually. When you go to create the periodic invoice for that customer, that single invoice will not be included.
You will find the Use Periodic Invoice flag inside the Tax fkey in order entry and invoice entry. If you change the flag on an order, it will carry over into the invoice when it is created (and override the customer flag).
CREATING AND SENDING PERIODIC INVOICES
When you are ready to create the periodic invoices for the period make sure all of the invoices from the period have been updated. The program will not include in process invoices when creating the periodic invoice.
The Periodic Invoice menu is located in
Accounts Receivable System
A/R Invoice Routines
Invoice Output Options
Periodic Invoices
You will be prompted for a “Report Date”. This date is used as a cut-off date for invoices to be included in the periodic invoice. It is also used as part of the periodic invoice #. If you enter 07-17-24, the system will create a periodic invoice numbered 240717-#### (#### represents the customer code) and it will include all invoices flagged “Yes” for the customer that have not yet been included on a periodic invoice and are dated on or before 07-17-24.
Creating Periodic Invoices simultaneously creates periodic invoices for all customers set up to use periodic invoices. There is an option on the right-hand side to select/unselect if you do not want to create periodic invoices for a specific customer at this time, highlight the customer and click the F2 select/unselect option
Print Periodic Invoice
Accounts Receivable System
A/R Invoice Routines
Invoice Output Options
Periodic Invoices
Print Periodic Invoice
Cancel Periodic Invoices
Accounts Receivable System
A/R Invoice Routines
Invoice Output Options
Periodic Invoices
Cancel Periodic Invoice
Cancelling a Periodic Invoice does not affect the individual invoices created throughout the month. It only un-links the individual invoices from the periodic invoice and clears out the periodic invoice # for that customer.
For example, if you create a periodic invoice and forget about one sales order that needed to be invoiced that month, you can cancel the periodic invoice. Then, after the order has been invoiced and updated, you can go back and run Create & Send Periodic Invoices and it will create a brand new 240717-### invoice for that customer which will include all of the previous invoices and the missed invoice.
The cancel option acts very much like the Print Periodic Invoices screen in the way you can select the Periodic Invoice.
There Is also an option to edit some fields on an updated periodic invoices such as Purchase Order Number, Billing Instructions and Shipping Instructions:
Accounts Receivable System
A/R Invoice Routines
Invoice Output Options
Periodic Invoices
Edit Existing Periodic Invoice
