How do I create regular invoices?

Summary

The following article explains how to create invoices within Platinum which will be produced on a regular occurrence such as for storage or rental.

More Information

• Go to " Accounts Sales Ledger Regular Invoicing".
• For creating and editing regular invoices choose [Add or Edit Regular Invoices]. To view a list of invoices that need to be produced use [Review/Produce Regular Invoices].

Creating Regular Invoices

• In [Add or Edit Regular Invoices] click on [Add] or press <F6>.
• In the "Account" field enter the customers' account code or search for the customer.
• In the "Description" field enter a description that relates to the invoice you are posting. This is what you will see when you view "Customer History" so it should be used to identify the nature of the transaction, e.g. 'Rental' or 'Storage' (Maximum of 15 characters).
• On the "Regular" tab, click on the "Template" field enter the template code for the regular invoice or press <Ctrl+F1> to bring up the 'Invoice Template Search' window. Enter the description of a template in the "Filter on" field and click [Search] or leave the "Filter on" field enter to view a list of all existing templates.
  • If you have not setup any invoice templates from the "Invoice Template Search" window click on [Add].
  • In the "Invoice Template" field enter a character code and press [Enter].
  • In the "Description" field enter a brief description for this invoice template e.g. 'Monthly Storage Charge'.
  • On the "Template Text" tab enter in the text that you wish to appear on the invoice. For any lines that will include a value enter a sales centre, the appropriate V.A.T. Rate and the Nett.
  • Once all details have been entered click on [Done] and [Accept] to return to the Regular Invoice Properties.
• If the invoice is to be produced indefinitely leave the "Expiry" field as '00/00/0000', otherwise enter an expiry date.
• The system will default to produce the invoice every month, if this needs to be changed enter the recurrence of the invoice in days, months or a particular day of a week.
• If the invoice is due regularly in days or months enter the next due date in the "Due" field.
• Click [Done] and [Accept] to save the regular invoice.

Producing Regular Invoices

• From the "Regular Invoicing" Menu click [Review/Produce Regular Invoices] to see a list of invoices which are due.
• To view the details of an invoice click on the invoice line and press <Shift+F2>.
• By default the system will select all invoices to be produced. If you wish to only produce a particular invoice click on the invoice line and press <F5> to tag or untag the line.