Update Standing Invoices

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Use this form to generate invoices that have been pre-defined using the Standing Invoice Maintenance form. Invoices of this type are usually pre-defined because they are periodic and repetitive, for example, the same items are ordered from the same supplier on a regular basis.

Invoices generated using the form are identical to normal invoices. You can select them for creation using the Frequency, Next Action Date and Start/End Dates of the standing invoice.

As invoices are created using this form, Greentree will advance the Next Action Date for each standing invoice to the next date, using the Frequency and Frequency Type that is assigned to the standing invoice.

Any changes to tax rates are made to the Standing Invoices during this process.

You can group standing invoices together using this form, and nominate a user-defined update log reference, so that you are able to recall the details of the update at a later time. You can also reverse the update/creation process.

Update log

Enter a unique reference for the update - this should include a date to indicate when the process was run. You can enter up to 20 alphanumeric characters.

Action date

The default value is today's date but you can change it. The standing invoices available to select for creation will be based on this date and the Next Action Date associated with the invoice.

Update/Reverse

Click this button to activate the update, or to reverse an update that has already occurred. Note that if tax rates cannot be adjusted then the reverse will fail if a tax rate has changed. This can be resolved by allowing manual tax rate changes on the Tax Code and reversing the standing transaction and then prevent manual tax changes.

Standing Invoice List

This table displays details of the standing invoices waiting to be created based on their next action date. To select the invoices for update, click the Select box next to the invoice, or use Select all/Deselect all options as applicable.

You can edit the Reference column at the end of the table to handle situations in which a supplier issues a new number for their standing invoice each month. The standing invoice number defaults into the field, but it can be changed if required for the specific invoice. You can only edit this field if the Select box is checked.

If the process results in more than one invoice being generated for the supplier (based on action date), a separate form displays before processing, enabling multiple references to be entered.

Total selected

This displays the total value of the transactions selected for update.

This field is read only.

As you select standing invoices for update, they defaults to the Update From tab. You can Deselect the invoice before saving if you do not want to create the invoice.

Click the Save icon to run the process. When the process is recalled (via the Update log reference), the form displays details of the invoices that were processed.

You can drill down within this table to view details of the generated invoice, or alternatively view them directly using the AP Invoice Entry form.

• Standing Invoice Maintenance

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