Recurring invoice

Overview

  • Set up invoices that contain regularly recurring costs
  • Entering payments of recurring invoices in the system
  • Subsequently, adjust invoice amounts and invoice frequencies of recurring invoices

 

The recurring invoice feature is ideal for regularly recurring costs without separate invoicing, such as interest and amortisation payments, rents, water and electricity or service charges for sanitary services.

The recurring invoices created are automatically generated and approved by the system. It is, therefore, neither necessary nor possible to process the invoices through an invoice workflow.

Note:

Please note that since the revision in May 2022, the recurring invoices feature has been decoupled from the cash outflow, and this now only fulfils a display function. You can no longer control or edit the amount of the recurring invoices via the cash outflow, but only via the steps outlined below.

 

Creating a recurring invoice

When creating a contract, you can select the "Recurring invoicing" option in the field contract type. You will be informed that you must define the settings for the recurring invoices on the contract page.

As soon as you have created the contract, the contract overview is displayed. Click on the "Edit" button in the "Recurring invoice settings" section to enter the recurring invoice data.

Enter the following recurring invoice data:

  • Start date of invoice series
  • Planned end date of invoice series (can be extended or shortened afterwards)
  • Invoice interval (monthly, bi-monthly, quarterly, semi-annually or annually)
  • Amount per invoice (net or gross)
  • VAT rate
  • Automated numbering (internal identifier) (based on year and month or customised)

Tip:

Click on the pencil icon when you want to switch between net or gross for the invoice amount.

You have the option to customise the automatically generated internal identifier. To do this, select the option "customised". A prefix can be provided along with consecutive numbering.

Click "Save" to save your data and create the recurring invoice.

Note:

You can also use the "Edit" button to make subsequent changes to the recurring invoice. With the exception of the "Start of invoice series" option, all information can still be adjusted.

 

Registering payments

Alasco creates an invoice in the system according to the selected invoice interval. These invoices are automatically given the status "Approved". You can register a payment along with the corresponding date.
First, select the respective invoice in the "Invoices" tab of the contract.

Click the button "Register payment" in the overview of the invoice. Here, you can adjust the payment date and the paid gross amount. You can select between the approved amount or a custom amount.
Consequently, the status of the invoice changes from "Approved" to "Paid", and the disbursed amount is now displayed accordingly in the cash outflow and cost controlling.

Note:

Please note that you cannot transfer recurring invoices created by the system via the interface to DATEV Unternehmen online, nor can you export them via a SEPA export.

 

Editing recurring invoices

For some recurring invoicing contracts, the actual invoice for the completed month may be higher or lower than expected at the beginning. The amount of the approved recurring invoice can still be changed if the invoice has the status "Approved" and has not yet been marked as "Paid". To do this, select the respective recurring invoice in the "Invoices" tab of the contract.

Click on the pencil button besides the "Approved amount" in the invoice details page.

Enter the updated net or gross amount in the window that appears and confirm your change with "Save". As soon as this is changed, the amount also changes in the cash outflow, in the contract display and in the cost controlling.

If no payment is registered, the system-generated invoice can be archived. To do this, click on the "Actions" button on the top right corner in the invoice and select the desired option "Archive" and confirm the selection to archive the invoice.

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