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Using TurboCASH

 







DOCUMENT PROCESSING
REPEATING (RECURRING) INVOICES
  
This option allows you to select invoices from the invoice history which, occur frequently or on a regular basis (e.g. every month) and to set them as repeating invoices. You may select to generate invoices for selected invoices from the Invoice History List to one or many debtor accounts.

Once selected invoices are generated, TurboCASH will generate Invoice numbers and the transactions will be copied into the normal invoice document for the selected debtor or debtors. To check and /or edit these invoices, you need to access the Invoices on the speed button (Input - Documents - Invoices - Enter (<F6> button)) menu option and select the debtor account for which you have copied a repeating invoice. Finally you need to update and post to the invoices to the ledger or the selected debtors. This feature saves you the extra work of entering these invoices each month.

To Generate Repeating Invoices:
Click on the Edit - Repeating Invoices menu option or press the and keys on your keyboard. The Invoice History screen will be displayed. The Invoice History screen will list all the posted and unposted invoices associated for your debtors or customers will be displayed according to the Invoice Number.

 

Title bar - double-click to display the screen in full size or to return to the normal size. Minimise button - inactive. Restore button - click to display this screen in full screen size or to restore it to the previous size. Close button - click to close or exit this screen. Invoice list displayed in black is not copied as repeating invoices and those in red is already copied as repeating invoices. Select the invoices to copy to the repeat field on the right-hand side of this screen. Vertical scroll bar - move up or down to view more entries on the Invoice history list. Selected Invoices will be added to a list. Horizontal scroll bar - move to the right or to the left to view more information on the Invoices to Repeat list. Click to add all the selected Invoices to the Repeat list. Click to add a selected Invoice to the Repeat list. This button will only be activated if an Invoice is selected from the Invoices to Repeat section of this screen. This button will only be activated if an Invoice is selected from the Invoices to Repeat section of this screen. Click to generate new Invoices and to copy the details of the selected Repeating Invoices to the selected Debtors. Click to close or exit this screen.
Select the Invoices to Repeat. You have 2 basic options to select and copy the Invoices to the Invoices to Repeat field.
  1. Select and highlight 1 invoice and click on the button to transfer only the selected invoice to the Invoices to Repeat field.

  2. Select the invoices to repeat and mark them as Repeating and click on the button to transfer all the selected marked invoices to the Invoices to Repeat field.
If you have selected and transferred an invoice to the Invoices to Repeat List, you may select the invoice to activate the Remove button and click on the button. The invoice will be removed from the Invoices to Repeat field.
Select the invoice from the list of Invoices in the Invoices to Repeat field and click on the button. (Note the Options button will only be activated, once an Invoice is selected on the Invoices to Repeat (right hand side of the screen). The Invoice history screen will change as follows:

Title bar - double-click to display the screen in full size or to return to the normal size. Minimise button - inactive. Restore button - click to display this screen in full screen size or to restore it to the previous size. Close button - click to close or exit this screen. A list of Debtor accounts and names on the Invoice history list. Vertical scroll bar - move up or down to view and select a Debtor accounts on the list, if any. Select a valid Debtor account or a range of debtor accounts from the list. Selected Invoices will be added to a list. Horizontal scroll bar - move to the right or to the left to view more information on the Invoices to Repeat list. Enter a valid date or select a date using the Date Picker. Select to set the new Invoice as a Repeating Invoice. Select and enter a message to replace any existing messages. Enter a comment to the Repeating Invoices. This button will only be activated if an Invoice is selected from the Invoices to Repeat section of this screen. Click to apply the messages, comments and settings for the Debtor Accounts on the selected Date. Click to cancel and close or exit the options screen. Click to generate new Invoices and to copy the details of the selected Repeating Invoices to the selected Debtors. Click to close or exit this screen.
Select one or a range of Debtor Accounts from the list of available debtor accounts for which you wish to copy the repeating invoice.
Enter the date or select the date (using the date picker) on which you wish to generate the repeating entries. This date will be displayed as the Invoice date on the Invoices and it will also be the transaction date when the invoice(s) is updated or posted to the ledger.
You may select to set the New invoice as repeating to add this new invoice to the Invoices to Repeat list. If selected, you may use the selected invoice to generate the new invoices in the future.
You may also replace any existing messages (which are currently displayed as the standard invoice message as entered on the Setup - System Parameters - Documents - Invoices menu option) with a message which you may enter in the Replace Message By field. (There are 3 lines to enter a message. If you enter the message, you should not exceed the viewable area of each line. If too many characters are entered in a line, the characters exceeding the line will not be displayed on the document header screen and on the printed invoice.
You may also enter a standard comment line, if you wish to add a comment or a remark to the transactions on the Document Details screen. This comment will be displayed on new invoices.
Click on the button to close the Options screen. The screen will display the list of Invoices.
Click on the button to generate repeating Invoices for the selected Debtor Accounts. TurboCASH will generate the next Invoice number. The generated Invoices will be added to the Invoice History list and displayed in a different colour (red) in the Invoice History list.

Should you by accident have generated a repeating invoice incorrectly to a debtor account, you need to delete the invoice in the Edit - Delete - Documents menu option.

The generated repeating invoices can be selected when you click on the Speed button (Input - Documents - Invoices - Enter menu option). You need to select the debtor account and the invoice number to check, edit (if necessary) and print the invoices. Finally you need to post or update the invoices to the ledger to update the transactions to the general ledger, debtors ledger, and the stock ledger.