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How can I set up Auto Invoice from recurring Sales Orders?

Updated: 15 April 2019 15:40:18 OpenCRM::Orders::Sales Orders OpenCRM::Invoice OpenCRM::Emails

OpenCRM has the ability to auto generate and email invoices based on a recurring pattern.

This is done by setting up a recurring Sales Order - setting the recurring period to reflect when the invoices should be created and sent.

The recurring Sales Order will need to have an Invoice Template selected, which is used to determine which Invoice style you wish to send out - this is the PDF that is attached to the email which is sent to your accounts contact.

To set up the feature (including setting individual elements for Monthly, Quarterly and Annual recurring types) go to Settings > Additional Settings > Auto Invoice Settings:

These parameters allow you to set different time schedules for the differing types of recurrence you may have. As an example, you may wish to send all of your monthly invoices out on a common date, the 1st of the month but have Quarterly and Annual invoices sent out 30 days before their due date. Setting these options will allow you to manage the individual schedules.

You are able to set a specific email template that will be used by these recurring types - so that you can explain in more detail what is attached - for example, your monthly invoices may be collected by Direct Debit and therefore there is nothing for your customer to do, if you expect payment for Quarterly invoices your email template can flag this up and even suggest the expected payment date to avoid any disruption of service.

Once the feature is set up and turned on whenever a recurring Sales Order is due for billing and Invoice will be created and saved with a copy of this emailed to the accounts contact. The attached PDF copy of the invoice will reflect the style set on the Invoice Template that was selected on the recurring Sales Order.

Invoice Templates : you can create as many Invoice Templates using the PDF Templates option. This allows you to send individual layouts dependent on the type of Sales Order.

Accounts Contact : by default OpenCRM will send an Auto Invoice in the following sequence, Accounts billing address, linked Contact and then linked Company. If there is no specified billing address, the contact email address will be used, if a contact is not linked or there is no email address on the Contact the primary email address that is held on the Company record will be used.

Error reports : If the Auto Invoice cannot be sent the Invoice will be created and saved and will be included in a notification of failed Auto Invoices. This is an email sent to the users that have been specified under the Auto Invoice settings section mentioned above.

Success reporting : In a similar fashion whenever a batch of Auto Invoices are sent successfully these will be listed in an email of successful sends.

To explain how the dates are set on the recurring Invoices:

1. I have set my monthly recurring invoices to be generated on the 12th day of the month, at 9am:

2. Here is a Sales Order which I have set to recur every month:

3. Therefore, on the 3rd day of subsequent months (after 03-08-2018), whilst the Sales Order is still within its recurring period, an Invoice will be automatically generated and emailed. Here is an example that was generated on the 12-04-2019, as per the rules configured above. As you can see, the Due Date follows on the monthly sequence from the original Due Date of the Sales Order - the next available 3rd of the month being 03-05-2019. The date on which the recurring Invoice was generated is set as the Invoice Date.

 

 

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