Create recurring bills

Managers Partners  Billers

This topic is designed to provide information regarding the setup of the Recurring Bill template against the client.

  1. Select the client that the recurring bill is to be created for.

  2. Open Recurring Bills page from the Data Entry section on the task pad in the Client menu.

  3. Click New.

  4. Enter the main details for the bill on the Details tab:

    TYPE INVOICE or RFP
    Frequency Monthly, Quarterly, Half Yearly or Yearly
    Start Date The date from which the recurring bill starts. The generation procedure will not include any start dates that have not yet been reached.
    Select

    Use Client Defaults – this uses the address on the client’s contact record.

    Use this name/address – this uses the address as manually entered on the details tab.
    Attention The person to whom the bill should be made the attention of.
    Memo Memo that you would like to appear on the bill (if the bill layout supports this).
    DD/SO Indicate whether this bill is to be collected by a DD/SO.
    Occurs Specifies which month within the quarter or half year the bill is for.
    Posting Day Links to the Up To field when generating the recurring bills. Allows recurring bills to be batched.
    Reference Enter a manual reference if required. If left the system will assign an automatic bill note number.
    WIP bill This should be ticked if the bill is to use WIP.
    Style Select the preferred bill layout.
    Partner/Manager Select the Bill Partner and Bill Manager.
    Organisation Select the organisation that the bill is to be attached to.
    Batch Select the Batch you would like to add the recurring bill to.
  5. Click the Line Items tab.

  6. Click Add New.

  7. Select whether the line item is for Time or Disbursements.

  8. Select the Service and Job that the line is for.

  9. Enter the amount for the line. (Note: this only applies for Fixed amounts).

  10. Set the appropriate VAT rate for the line.

  11. Select whether the amount is Fixed (Yes) or Variable (No).

  12. The following steps are only applicable to variable amounts:

    • Enter the Min and Max amount for the WIP to be used.

    • Select whether the WIP amount should be rounded and to what.

    • Select to either C/F or W/O the remaining WIP.

  13. For all bills:

    • Enter the bill narrative.

    • Repeat for any additional lines that are required on the bill.

  14. Click Apply to save the recurring bill.