Update Standing Invoices

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Use this form to generate invoices that have been 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 Desktop advances 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.

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 can recall the details of the update . You can also reverse the update/creation process.

Update log

Enter a unique reference for the update, up to 20 alphanumeric characters. This should include a date to indicate when the process was run.

Action date

The default value is today's date but you can change it. The standing invoices that you can select for creation are 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.

If you cannot tax rates, the reverse fails if a tax rate has changed. You can resolve this by changing the tax code and reversing the standing transaction.

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.

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 is copied to the field, but it can be changed if required for the invoice. You can only edit this field if the Select box is checked.

Note: 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 field displays the total value of the transactions selected for update.

This field is read only.

As you select standing invoices for update, they default 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 (from the Update log reference), the form displays details of the invoices that were processed.

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

• Standing Invoice Maintenance
• AP Invoice Entry

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