1. Access this program by choosing Accounts Receivable-->Invoice Processing-->Recurring Invoices-->Recurring Invoice Entry.
2. Enter the customer number where the invoice is to be sent for payment. Press F2 to perform customer search. Press F3 to perform a document search of recurring documents already on file. The system displays the customer number, price level (if price levels are used), name and address, salesperson/territory, terms code, branch and department (if used). At the bottom of the screen, the customer's balance, credit limit, last sale date, phone number, contact and message appear. The system performs the credit check on the customer.
3. Enter the sequence number (00-99). This enables you to enter up to 99 different recurring invoices per customer. For example, if there are two recurring documents for the same customer, you can set up a service contract as sequence 01 and a rental agreement as sequence 02. Each time you refer to an invoice, you can use the sequence number. Press Enter (CR) to default to 01. If you enter a sequence number for this customer that already exists, the program displays all the information about this recurring invoice and advances to the prompt-selection field.
4. Enter the ship-to number of where the merchandise is shipped. The number entered must be a valid ship-to number for this customer. This displays the ship-to number, name, address and salesperson/territory. Press Enter (CR) to default to the assigned ship-to number, (i.e., normal ship-to in the customer file). SAME assigns the customer name and address. Press F2 to search through the ship-to file. After clearing the line-item portion of the screen, this program displays the ship-to numbers, names and addresses. This feature is useful in finding the ship-to numbers and addresses when only the customer number is known.
5. Enter post day, which is the day the invoice should post to the invoice entry file (01-31). This is used to determine when to post this invoice and which day of the month to use for the invoice date. For example, if this were set to 15 and the invoices were posted for February, the invoice date would be posted as February 15. The terms code automatically determines the due date, discount amount and discount due date. Press Enter (CR) to initially default to 31.
6. Enter the type of cutoff you want to use. Your options are Date, Number of invoices, or Amount. Press Enter (CR) to initially default to D. Cutoff indicates when the system should stop generating the invoice.
7. Enter the cutoff. The cutoff type you chose in the previous field determines what kind of information you need to enter in this field. If you chose:
N - Number of postings, enter the cutoff number of postings (2-99).
D - Date - Enter the cutoff month and year (MMYY).
A - Amount - Enter the amount (0-9999999.99). If the amount is surpassed in the next posting, the invoice will not post.
8. Enter the salesperson/territory code for this ship-to customer number to indicate who sold the contract, service agreement or recurring merchandise. The entry must be a valid salesperson/territory. Press Enter (CR) to default to the value already displayed, initially the salesperson/territory code assigned to the ship-to number. Press F2 to search. Press F3 to automatically set fields #7-10 to their respective default values.
9. Enter the payment terms code to indicate type of payment, discounts and due dates. The entry must be a valid terms code. Press Enter (CR) to default to the value already displayed, initially the terms code assigned to the customer number. Press F2 to search. Press F3 to automatically set fields #8-10 to their respective default values.
10. Enter the branch to which this document is tied. The entry must be a valid branch. Press Enter (CR) to default to the value already displayed, initially the branch assigned to the customer number. Press F2 to search. Press F3 to automatically set fields #9-10 to their respective default values.
11. (Optional) Enter the GL department number, if you use departments. The entry must be a valid department number. Press Enter (CR) to default to the department number assigned to the terminal. Press F2 to search. If departments are not used, this field is skipped.
12. Enter a string of numbers designating the months of the calendar year to post this invoice to (2 characters for each month). For example, if it is a yearly invoice and only posts in December, enter 12. If this invoice is to post quarterly, enter 03060912. Press Enter (CR) to default to ALL and displays every month of the calendar year.
13. (Optional) Enter the customer reference number if applicable, i.e., customer’s PO number, contact name, salesperson name. You can enter up to 15 characters. If the PO required flag in this customer's record is switched on, this field becomes mandatory.
14. This concludes the header portion of the Recurring Invoice Entry program. After the header record is created, all header fields except #1-2 are accessible through the change header routine. Fields #1-2 can only be changed by deleting and re-entering the invoice. Refer to the How to enter recurring invoice line items procedure for step-by-step instructions.