A repeating invoice forms a contract with the selected client based on the parameters entered, for example, start date, end date, run interval, amount, and so on. A client contract is automatically created when the repeating invoice is saved.
Invoices generated from a Repeating Invoice automatically have the parent Contract assigned to them so that when they are collected by debit order, Billdozer can retrieve the linked payment method and calculate the correct collection date (using the debit order day).
The repeating invoices feature allows you to create a single repeating charge with the added benefit of being able to create multiple line items per charge. You also have the flexibility to create a unique term (in months) for each individual line item if required. This determines for how long that particular line item will be charged, and runs over and above the actual contract repeating invoice term. This option allows you to add, for example, an additional charge that you only want to include for the first 3 months of a repeating invoice (contract) that may be set to run for 12 months.
You can filter the repeating invoices to appear on the screen by selecting one of the following radio buttons: Show active only, Inactive only, or Awaiting Approval.
To display only repeating invoices that were created within a certain date range, select the Exclude any starting after: check box, and select the date from the respective calendar. Click Go to generate a list of all repeating invoices issued before the selected date.
By default this screen lists all available client contracts, and also allows you to create a charge for the selected contract. Information is provided under the following headings:
- Actions – Click Select and choose the required option:
- View Repeating Invoice to open a detailed view of the selected invoice. Edit as required, e.g. escalation, items, collection date/day, etc. and then click Save and Close when complete.
- Cancel Repeating Invoice to cancel the selected repeating invoice. Click the calendar icon, select the required date of last access to service from the calendar view. If this cancellation affects future sales commission for this repeating invoice, then check the Mark as sales commission claw back check box to adjust payment of sales commission for this repeating invoice, click Cancel Repeat Invoice to confirm the cancellation details. See About Clawback for more information about claw back.
If you want to credit one or more invoices during the cancel repeat invoice process, then check the required credit this invoice check boxes next to the latest unpaid invoices displayed at the bottom of the screen before you click Cancel Repeat Invoice. The selected invoices will automatically be credited during the cancellation process.
Note: When you cancel or deactivate a Repeating Invoice the Contract and the Client remain active. This means that no new invoices will be generated from that Repeating Invoice, but any existing invoices will still be collected by debit order collection because the contract and the payment method remain active. See also: Cancel Contract under About Contract Management and Deactivate Clients under About Client Management.
- Change Run Date to change the run date of the selected repeating invoice. Click the calendar icon and select the new run date from the resultant calendar view. Check the Confirm New Run Date check box and click Change Run Date to activate the new run date.
- Re-Activate Repeating Invoice to reactivate the selected repeating invoice. Click the calendar icon and select the reactivation date from the calendar, then click Activate Repeat Invoice.
- History Transactions to show all the transactions made for the client. Use the left or right arrow keys to scroll to another page if there are too many transactions to display on one page.
- Calculate Future Invoices to calculate the charge for the specific client. The charge calculator allows you to simulate the processing of a charge over a specified time period so you can identify the invoices that will be generated. Click Calculate to display the invoice(s) that will be generated for the specific charge. The following invoice information is displayed: Charge Date, Date Issued, Client, Due/Collect Date, and Total (to be collected).
- Download Mandate PDF to download a PDF of the selected repeating invoice.
- Account – The account number of the repeating invoice.
- Client – The name of the client.
- Interval – For example WEEKLY, MONTHLY, etc.
- Run on – The initial run date of the repeating invoice.
- Collect on – The day of the month on which to collect the charge. Click the drop-down box and select the required option, e.g. 1, Last day, 20, 10, and On Date Issued to show only repeating invoices that match your selection. For example, select ‘1’ and the repeating invoices list refreshes and displays only repeating invoices that are collected on the 1st day of the month.
- Term – The term for the repeating invoice, for example 12 months, 24 months.
- End – The projected end date of the repeating invoice.
- Amount Excl – The amount outstanding on the repeating invoice, that is money that must still be paid.
- Repeating Amount Excl – The repeating amount on the invoice.
- Escalation % – The escalation percentage for the repeating invoice (if configured).
- Activate on – The date on which a suspended contract will be activated again.
- Billdozer Id – The Billdozer Id is only relevant to clients who interact with Billdozer via Web Services, and is used to update clients. It is automatically generated by Billdozer, and uniquely identifies each client.
Note: Filter the list by column heading to obtain a more streamlined list (see Common Tasks/Filtering Lists for more details).
Note: Upon saving the repeating invoice, the 1st invoice will be generated immediately if it is due within the number of days specified under General Settings > Billing Rules > Invoicing tab – # Days in advance to generate invoices field.
Invoices are automatically generated by the Billdozer charge service, which runs every hour.
