Recurring Invoicing

Recurring Invoicing

Recurring invoicing represents collected packing slips which are than posted to the general ledger using batch posting.

It is recommended to use recurring invoicing whenever there exist multiple packing slips that you do not want to post individually to the general ledger or subsidiary accounts.

Below are listed most common types of recurring invoicing:

• quarterly or monthly invoicing (you invoice the customer or the supplier invoices them on our behalf every 10/30 days),
• collective invoicing of multiple operating units,
• successive supplies.

Set general information of document of collective issue in Document Types | Issue | Document Type box and document of collective receiving in Document Types | Receiving | Document Types. For detailed treatment with examples see Collective Issue and Collective Receiving.

Recurring Invoicing Process

Let us take a look at an example of recurring invoicing of multiple operating units. You can just make some generalizations and apply this example elsewhere.

Assuming there is Customer A with operating units OU Ljubljana, OU Koper, OE Maribor. And you supply him goods to all operating units and issue a packing slip for each supply. Of course a clerk signs the receipt thus confirming it.

Therefore, the following packing slips can be used:

The above table can be optimized by using the pair customer/payer. For sake of tramsparency it is best to leave it unchanged.

Directly posting packing slips, creates the following posts in subsidiary accounts (here posted tax amounts are not shown):

This way numerous posts are generated causing lack of transparency and increase in number of tasks (closing invoices).

Instead of invoicing your customer for every small amount separately, it is wise to issue an invoice every 10 days. The collective invoice includes all packing slips for the customer.

When opening document types mark the documents (e.g. packing slips) as internal documents!

As can be seen above, it results in two issued collective invoices:

This way posting procedure is simplified:

Recurring Invoicing of Various Document Types

Recurring invoicing can also be used for various document types. Let us continue with the above example and expand it by specifying a mobile salesman for your customers. For sake of transparency mobile salesman must ensure stream IDs. Make sure you open own document type for each mobile salesmn to provide for ease-of-use unique ID assignment across the entire company. Then, use a collective invoice including all specified document type to ensure transparent invoicing.

Use the following packing slips:

Recurring Invoicing of Various Document Types

However, even more complex examples are met in real life.

In case of remittance (e.g. newspaper delivery) we must deduct the receivings of returned goods from the total packing slips issued. Bill only net amount received. Open a new document type, that is, credit note for every mobile salesman. Now the collective invoice is expanded to include credit notes.

Using recurring invoicing is more complex in sub-contracting because you receive internal issue slips.

Recurring invoicing of various document types (receiving/issue) is enabled from version PANTHEON 4.5.