Standing Invoice Maintenance

Use this form to set up customer invoice templates to represent customer requirements/transactions that repeat periodically. For example, if a customer sends you a purchase order for the same services or items every month, it will save time to set up a standing invoice to represent this requirement so the invoice does not have to be entered every month.

Standing Invoices will be updated for changes to tax rates. This occurs when the Update Standing Invoices process runs.

Invoices set up using this form are identical to normal invoices, with the exception that some additional details are entered so Greentree can determine when it is applicable to create the invoice using the Updating Standing Invoices process. Once invoices have been created in this form, the Updating Standing Invoices process creates the invoices using the date and frequency parameters assigned here.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Frequency type

Select the frequency type for the standing invoice. This is used to calculate the Next action date for the invoice. Valid frequency types are: Day, Last day of month, Last day of period, Month, Week, and Year.

Frequency

Select the frequency for this standing invoice. This is used with the Frequency type to calculate the next action date for the invoice.

For example, if the Frequency Type is Week and the Frequency is 2, then Greentree expects this invoice to be processed once every two weeks. If the invoice updates (using the Update Standing Invoices form) on 15/03/18, Greentree will increment the Next Action Date for this standing invoice to 29/03/18, and make it available for selection on or after that date next time you access the Update Standing Invoices form.

Inactive

Select this option to retain the standing order detail, but no longer want to include the order in the update process.

Recalculate and update price

Select this option to recalculate and update the invoice price when standing invoice transactions are selected and processed using the Update Standing Invoices process.

Card

If you allow AR invoices to be paid by credit card, and the SO Module Control option Add credit card payment details at SO Entry is selected, you can select the customer's credit card and it defaults to the AR Invoice generated from the standing invoice.

Currency/Fixed

Select this if the exchange rate is to be set at a fixed rate for the standing invoice.

Start/End dates

These dates default to today's date but can be overridden to any dates beyond today. Invoices will be selected to include in the Update Standing Invoices process if the current date is between the Start date and the End date specified for the standing invoice.

Next action date

This date is calculated using the Start date, Frequency, and Frequency type. You can change the date. If the next action date for a standing invoice is equal to, or before the current date, the invoice is available for inclusion using the Update Standing Invoices process.

Billed to date

This displays the total value billed to date in association with the standing invoice.

This field is read only.

You can copy a standing invoice by clicking the Copy icon on the toolbar. This clears the header detail, leaving only default information, and retains the line detail of the invoice selected when you copied it.

Intrastat/EC Sales

These fields are only applicable if the company is subject UK Intrastat and EC Sales reporting.