Recurring Invoices

Invoices that recur on a fairly regular basis can be entered into the system using the Recurring Invoices form, found under the Tasks, Recurring Transactions menu. Detail lines can be added to the invoice or edited within the yellow area of the .

Once the recurring invoice has been defined, it can be recalled by opening the Sales/Invoicing , then adding a new record, and clicking the Recurring Invoice button to select the previously defined recurring invoice that should be used.

Customer ID
Enter the customer ID of the customer this invoice is for. You can also choose the customer ID from a lookup list by typing it in, pressing the F2 key or by clicking on the lookup button.

Reference
Enter any reference for this invoice.

Terms
The terms drop-down list box contains the payment terms that apply to this invoice. If the customer has a default set of terms set up in their customer record, that terms code will be automatically plugged in for you. If the customer does not have a default set of terms, the system next looks for a terms code that has been tagged as the system default terms. If one is found, it will be automatically entered for you. If you want to choose another terms code, click on the down arrow at the right hand side of the terms code box and a list of terms codes will appear. Just click on the terms code that you want to apply to this invoice.

Invoice Item Details

Item ID
Enter the inventory item code of the item you are selling or enter the billing code of the service for which you are invoicing. The codes can be selected by typing it in, pressing the F2 key or by clicking on the Item ID button. If you wish to add in-line comments, you can enter an asterisk (*) as the item ID. Then, whatever description you give it below will show as a comment in the list of items at the bottom of the and will print on the invoice. An in-line comment could be used if the description you wish to enter is too long for a single description line.

Item Description
The description of the item or service that you are invoicing. This will automatically be entered for you based upon the item code that was chosen. You can overtype the generated item description if needed.

Price Code (PC)
Each item or billing code has a choice of up to five different pricing structures. If you set up a default price code for the customer, that price code will be entered here. The code chosen will determine the price selected for the item.

Price
This is the price being charged for each item. The price entered here is a function of the pricing code that was entered. See the discussion on Price Codes above. The price multiplied by the quantity calculates the extended price charged for the quantity of items entered.

Quantity
The quantity of the item that is being invoiced. If this is an inventory item this quantity will be deducted from the quantity on hand for the item.

Account
The account that gets credited for this sale. This will usually be a sales account. The item or billing code should have had a default sales account set up for it when it was added. Otherwise choose the account from a list by typing it in, pressing F2 or by clicking the Account button.

Well/Lease
Enter the ID of the well you wish this expense to be associated with. If this is not a well-related expense, it is not necessary to choose a well ID.

Extension
This is the extended price of the item. It is calculated by multiplying the quantity by the price. The extension can be overtyped if desired.

Tax
Denotes whether this item is taxable or not. If the item is taxable choose Taxable from the drop-down list. If the item is tax exempt, choose Exempt from the drop-down list.

Once the detail line has been filled in, and <TAB> or <ENTER> is pressed while in the Tax field, the detail line will be added to the invoice and the invoice balance will change accordingly.

Continue adding detail lines until the invoice is complete. Once it is complete, click on the Save button in the toolbar at the top of the . This will save the entire recurring invoice.

Sales Tax
The sales tax drop-down list box at the bottom of the contains the sales tax code that will apply to the taxable items on this invoice. If a sales tax code has been identified as the default, it will be automatically entered for you. If you want to choose another tax code, click on the down arrow at the right hand side of the tax code box and a list of available tax codes will appear. Just click on the sales tax code that you want to apply to this invoice.

Subtotal
The total of the details on the invoice before taxes are applied.

Sales Taxes
The amount of sales taxes being applied to this invoice.

Balance Due
The total amount due for this invoice. This includes taxes.