Automate customer invoices in EasyACCT accounts receivable

EasyACCT includes a feature to set up automatic invoices for customers with repeatable and regularly scheduled transactions.

How to set them up

• Go to Accounts Receivable > Update Company Files > A/R Automatic Invoices.
• Select New Record and complete the fields that apply:
  • Customer ID - select the Customer ID you want to assign to the invoice.
  • Frequency - select how often you want to automatically generate the invoice (daily, weekly, bi-weekly, monthly, semi-monthly, quarterly, semi-annually, or annually).
  • Next Date - enter the date you want the next invoice to automatically generate. Each time the invoice is automatically generated, this field will update to the next date.
  • End Date - enter the date you no longer want the invoice to be automatically generated.
  • Terms - select a terms code for the method of payment you accept from this customer (the code you assign will automatically appear and can be changed if needed).
    • View a list of terms codes by selecting the arrow next to the field, or by pressing Alt-V.
    • Terms codes are set up on the Sales Terms page of the A/R Setup Wizard.
  • Sales Tax - select the sales tax code to be used when calculating the sales tax on the invoice (the code you assign will automatically appear and can be changed if needed).
    • View a list of sales tax codes by clicking the arrow next to the field, or by pressing Alt-V.
    • Sales tax codes are set up on the Sales Tax page of the A/R Setup Wizard.
  • Override Current Sales Price - select this box to charge the customer the original price of the item when the automatic invoice was created. Clear this box if you want to charge the customer the current sales price on the Product/Service Update screen.
  • Product/Service Code - select the code of the product/service you are selling. View a list of product/service codes by clicking the arrow next to the field, or by pressing Alt-V.
  • Description - this field displays the description of the product/service code, and you can change the description here if needed.
  • Quantity - enter the number of units of the item you are selling to the customer.
  • Tax - select this box if the item is applicable to sales tax. If the Charge Sales Tax box is selected on the Product/Service Update screen, the box is automatically selected.
  • Price - enter the sales price charged per item.
    • The sales price from the Product/Service Update screen appears automatically.
    • You can only change the sales price here if you have selected the Override Current Sales Price check box.
  • Amount - enter the total amount you are charging the customer for this line item..
  • Sales Tax - enter the amount of sales tax for the invoice.
  • City Tax - enter the amount of city tax for the invoice.
  • County Tax - enter the amount of county tax for the invoice.
  • Subtotal - enter the subtotal amount for the invoice.
  • Taxes - enter the amount of tax calculated for the invoice.
  • Total Amount - enter the total amount for the invoice.

To generate these transactions automatically

1. Go to the A/R Transaction Entry screen.
2. Enter a date that is within the date range you assigned on the automatic invoice.
3. If the Next Date is prior to or equal to the computer's system date, the transaction is created.