Recurring Invoices WF PC

You can use the Recurring Invoices subsystem to generate any invoices that need to be sent on a recurring basis (e.g., service contracts or blanket orders). It enables you to set up the document one time and to have the system automatically post it to the Sales Orders Document File for each month designated. It also makes it possible for you to set up a cutoff so that the monthly posting stops at a predetermined time.

As with regular invoicing all recurring documents are entered using the customer number and item number, etc.

The Recurring Invoices menu contains these programs.

Use the Recurring Document Entry program to enter recurring customer invoices to post into the sales orders processing cycle.

The Recurring Document Entry screen consists of three sections. The upper portion of the screen is called the header portion where the customer number, ship date, etc. are entered. The middle portion is called the line-item portion where each item, price, quantity, etc. is entered. The lower portion, which shows up after line items are entered, is called the ending routine and consists of the final fields prior to completion of the document. The screen is designed to look like a printed invoice. You have the option of changing, adding to, removing line items from or deleting the recurring invoice at any time.

Use the Recurring Document Listing program to obtain a listing of all recurring documents on file. An optional update allows removal of expired documents. If only expired documents are selected, an optional update which follows the following printing of the listing, allows the removal of all expired documents just printed. Report information includes the following: customer number, name, sequence number, ship-to number, warehouse to be shipped from, salesperson/territory, terms code, tax code, whether to print the document as a work order and/or an invoice, day of month to post, months to post, total document amount, total number of documents and dollars posted, memo and status.

Use the Post Recurring Documents program to post recurring documents into the Sales Order processing cycle based upon the post month and day for the current period. The program recalculates all commission percentages on lines not flagged as commission user override as the SO document is created. The Post Recurring Documents processes any Rush orders before any normal or service hold.

Start by selecting the day through which recurring documents are to post.

This program must be run in order to bill customers.

Automatic and Quoted Freight Processing Details

In Order Entry, Confirmation Entry and Direct Invoice Entry, FACTS provides automatic freight calculations using freight schedules or quoted freight, based on control settings in Ship Via F/M, AR Customer Maintenance and SO Static Control F/M (SOF980 ).

Recurring Document Entry does not allow for multiple shipping warehouses. When recurring documents are being posted, the system sets the document freight method from the customer record. If the Freight Method is quoted, the system uses the freight in the recurring document header in the quoted freight amount field.

If the Freight Method is calculated:

 Because recurring documents are a contracted with the customer, even if the freight method for the customer is calculated, the system uses the freight from the recurring document header.

 if the freight amount in the header record is not zero, the freight amount is used in the SOFRWH record of the initiating warehouse and the user-override flag is set to "Y" (selected).

 if the freight amount in the header record is zero, a zero freight amount is used in the SOFRWH record of the initiating warehouse and the user-override flag will be set to "N" (unselected).