Recurring AR invoices

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Recurring invoices are used to automate invoice creation for invoices which you issue on a regular basis. Each recurring invoice is associated with a GL calendar and a range of effective dates which control how often invoices are created and over what period of time. The Process AR Recurring Invoices wizard generates invoices based on the information in the recurring invoices. The wizard skips any recurring invoices that have already been processed for a given period. Once generated, these invoices behave like regular invoices.

Create recurring AR invoices

Use the New Recurring AR Invoice window to enter the information about the recurring invoice which remains the same from instance to instance. When you process recurring invoices, you can input any information which may vary from one instance of the invoice to another once the invoice is produced.

In the Navigation pane, highlight the Accounts Receivable > Invoices > Recurring folder.
Click . The New Recurring AR Invoice window opens.

In the instructions which follow, steps for controls which may be hidden due to settings in the Options dialog box appear in green.

In the Code fields, enter a unique code for the recurring invoice and then enter a description.
In the Customer field, select the code of the customer you are issuing invoices to.
In the Calendar field, select the GL calendar to use to define the frequency in which to create invoices for the recurring invoice. Unless the Allow Duplicates checkbox is marked in the Invoice section below, ActivityHD does not create duplicate invoices in the same calendar period for the recurring invoice.
In the Begin Date and End Date fields, enter the range of dates during which the recurring invoice can be processed. If you leave the Begin Date blank, there is no limit to the earliest date that the recurring invoice can be processed. If you leave the End Date blank, there is no limit to the latest date that the recurring invoice can be processed.
In the Post Day field, enter the day of the calendar period to use as the invoice posting date. To use the actual processing date that is entered in the Process AR Recurring Invoices wizard as the invoice date, enter "0". To set the post day to the last day of the month, enter a value that exceeds the last day of the period.

Example

If you are using a monthly calendar to process recurring invoices once a month and you want the invoice date on each invoice produced to be the 10th of the month, enter "10".
The invoice scheme on the invoice type that is assigned to the recurring invoice determines how the invoice number is generated. The invoice number can be generated by the Process AR Recurring Invoices wizard, during the invoice merge, or it can be entered manually. If you enter a manual invoice number, the invoice number is the same for every invoice generated from this recurring invoice. This accommodates circumstances when an invoice number has already been assigned and unique invoice numbers should not be generated at processing time. If you need to enter a manual invoice number for the recurring invoice, enter it in the Invoice # field.

Note

The Invoice # field cannot be changed if the invoice scheme does not allow override.
In the Invoice section in the Type field, select the invoice type.
Enter the customer's PO # associated with the recurring invoice.
Select the Salesperson primarily responsible for the sale.
Enter a Description of the recurring invoice. This description is transferred to the invoice that results when the recurring invoice is processed. You can use literal text and/or keywords to derive the recurring invoice descriptions.
In the Location field, select the the invoice location for the customer. The default location is the customer's default location.
If the invoice that results when the recurring invoice is processed should be available for printing after it is merged, mark the Print Invoice checkbox. If the invoice should not be included in standard print runs, ensure the checkbox is cleared. The default setting comes from the invoice type you selected.
If you need to prevent the invoice that results when the recurring invoice is processed from being merged, mark the On Hold checkbox.
Mark the Allow Duplicates checkbox only if you want to allow multiple invoices to be generated for the recurring invoice in the same calendar period. In most cases this checkbox should be left cleared so that the system can automatically prevent you from creating duplicate invoices.
In the Sales Tax section in the Origin field, select the tax entity that represents the location where the sale originated.
In the Destination field, select the tax entity that represents the location of the purchaser or where the items actually will be used.
From the Source drop-down list, select which of the tax entities to use to calculate sales tax. Your options are:
- Origin
- Destination
The tax entity you select displays in the Tax Entity field.
In the Category field, enter the customer tax category for the recurring invoice. The default customer tax category comes from the customer record.

Note

You can change the customer tax category at any time in order to produce accurate reporting. However, after an invoice is merged you cannot change the sales tax amount because it represents the amount actually billed to the customer.
The Amount field shows the amount of sales tax calculated based on taxability and the effective tax rates on detail lines using today's date to show an approximate value on the recurring invoice. Taxable lines are summarized by tax rate and the total taxable amount is obtained by multiplying each tax rate by the total for that rate.

Typically, the actual invoice sales tax amount is recalculated each time you run the Process AR Recurring Invoices wizard based on the generated invoice date.

If you need to override the calculated amount, enter the tax amount for the recurring invoice. The font color changes to purple to indicate a manual override.

Note

If you override the sales tax amount on the recurring invoice, the value you enter is used as the sales tax amount on all invoices generated from the recurring invoice - regardless of the sales tax rate in effect on the invoice date. The sales tax amount on generated invoices can be changed until the invoice is merged.
In the General Ledger section, the AR Account field shows the receivables account that is debited for the total invoice amount. The default account number is generated from account masks on the invoice type, attribute items, customer, and customer class. The posting sign is controlled by the GL control setting on the invoice type. If you need to override the default account number, enter the number of the actual receivables account to use. If you override the default account number, the number displays in purple.
In the GL Batch field, enter the name of the GL batch to use for the GL entry that is created when an invoice generated from the recurring invoice is merged. You can specify different GL batch names on different invoices to summarize them into different GL entries. The default GL batch name comes from the invoice type.
In the GL Date field, select the type of date to use to determine the GL date on the invoices generated from the recurring invoice. Your options are:
- Invoice Date. Set the GL date to the same date as the invoice date.
- Period End Date. Set the GL date to the last day of the period that contains the invoice date.
The Sales Tax Detail table contains a detail line for each tax entity affected by the recurring invoice. On each line the table shows the tax entity, the sales tax amount due to that entity, and the tax liability account. The Amount column is populated from the sales tax amounts on the recurring invoice detail lines. The tax liability accounts in the Account column default from the account masks on attribute items and the tax entity. Skip this table unless you need to override amounts or accounts. If you need to override the entries, enter the appropriate tax amount and tax liability account for each row. If you override an amount or an account, the override value displays in purple.

Note

If you entered an override amount in the Amount field in the Sales Tax section, that amount is distributed across the tax entities in proportion to the tax rates. If you override amounts in the table, the Amount field in the Sales Tax section is updated with the total amount actually billed for tax.

Note about Canadian taxes

Some Canadian provinces are required to print separate values for federal General Sales Tax (GST) and Provincial Sales Tax (PST) on invoices. Sales tax detail facilitates this. To enable separate printing for GST and PST, ensure that the Print Separate checkbox on the GST tax entity record is marked and provide a print label. Tax entities with the same print label are summarized on invoices.
In the Attributes field(s), enter the appropriate attribute value(s) for the recurring invoice. In particular, be sure to enter values for required attributes. Attributes provide additional ways to categorize invoices and may include a GL account mask that contributes to determining the GL accounts used during invoice posting.
In the Payment Terms section in the Terms field, select the payment terms to apply on the recurring invoice. The payment terms determine the due date and discount detail on the generated invoices. The default terms come from the customer record. If you leave this field blank, the due date and discount detail must be entered manually on each invoice generated from the recurring invoice.
In the Finance field, select the finance method to use for past due invoices. The default finance method comes from the customer record. You can leave this field blank to exclude invoices generated from the recurring invoice from finance charges.
The Basis field shows the amount of the recurring invoice that is subject to discount. It is automatically calculated as detail lines are added. The ARCode on each detail line determines whether it contributes to the discount basis amount. If you need to override the calculated basis amount, enter the actual basis amount in this field. If you enter a manual amount, the value in this field displays in purple. If the basis amount is overridden, further changes to the detail lines do not affect the basis amount.
In the Detail table, perform the following steps for each detail line you need to enter for the recurring invoice:
1. In the ARCode column, select the ARCode which applies to the detail line.
2. The Description defaults from the ARCode. Enter a different detail description if needed. Press F2 if you need to enter a lengthy description.
3. The Amount column is automatically calculated when you provide a quantity, unit price, and discount. You can enter a different amount manually for the invoice detail line; ActivityHD automatically adjusts the unit price if quantity and discount have values..
4. The Tax Category column defaults to the tax category assigned to the selected ARCode. If you need to change the tax category, select a different tax category.
5. The account in the Sales Account column defaults from the account masks from the ARCode, attribute item(s), customer, and customer class. The sales account (or revenue account) is typically credited with the amount of the detail line in the associated GL entry. The posting sign is controlled by the GL control on the invoice type. If you need to override the default sales account, enter the appropriate account number. The override account number displays in purple.
6. The table contains one column for each active attribute with AR invoice usage or AR invoice detail usage (if any). For each attribute, select the appropriate attribute value for the invoice detail line.
7. In the Memo field, enter any additional descriptive text about the detail line. When the recurring invoice is processed, the content of the memo for the detail line is copied to the corresponding detail line of the resulting invoice.
If needed, use the Initial Payment(s) table to record payments taken at the time of sale/invoice. Initial payments can be entered or edited until the invoice is merged. Do the following for each initial payment you need to record:
1. In the Deposit Type column, enter the type of deposit to associate with the payment. The Deposit Type and Receipt Type columns validate one another. If the deposit type is associated with only one receipt type, that receipt type loads in the Receipt Type column.
2. If you did not select a deposit type or if the deposit type is associated with multiple receipt types, the Receipt Type field is empty. Select the type of receipt to associate with the payment.
3. In the Reference column, enter a brief reference note to help you identify the receipt. You can use up to 20 characters. If a reference is specified on the receipt type, that reference loads as the default.
  Example
  For a check, you can use the check number as the reference.
  For a cash payment, you might simply enter "CASH".
4. In the Payment column, enter the total amount of the initial payment.
  Tip
  Press Ctrl+B or select > Tools > Pay Balance to have ActivityHD load the open balance in this field.
5. In the Description column, enter a brief description of the receipt.
When you finish, save the new recurring invoice.

Fields on a new recurring invoice

Field	Description
Code	The code and description used to identify, organize, and select recurring invoices.
Customer	The customer the invoice is issued to. The customer you select determines the following defaults: salesperson, location, terms, customer tax category, and GL accounts. If you change the customer, these defaults are reset to the new customer's default values even if they were overridden initially. Depending on your options settings, this field may default from the customer on the last recurring invoice entered.
Customer name	The customer's name displays here to help you verify that the customer code is correct.
Calendar	The GL calendar to use to determine how frequently to generate an invoice. If a calendar is designated in options settings, this field defaults to that calendar.
Begin Date	The earliest date that the recurring invoice can be processed. Leave this field blank if you do not want to limit by beginning date. If a begin date is specified in options settings, this field defaults to that date.
End Date	The latest date that the recurring invoice can be processed. Leave this field blank if you do not want to limit by ending date. If an end date is specified in options settings, this field defaults to that date.
Post Day	The day of the period to use as the invoice date. Enter "0" if you want the invoice date to be the actual date that the recurring invoice is processed. If you want the invoice date to be a particular day in the calendar period, enter the number for that day. For example, if you are using a monthly calendar and want the invoice dated the 10th of the month, enter "10". If you want the invoice date to be the last day of the period, enter a number that exceeds the number of days in the period. If a post day is specified in options settings, this field defaults to that day.
Invoice #	This field is blank if invoice numbers are based on an invoice scheme. To assign a manual invoice number, enter it here. The invoice scheme set on the invoice type determines how the invoice number is generated. The number can be generated when you run the Process AR Recurring Invoices wizard, during invoice merge, or you can enter it manually. If you enter a manual invoice number, every invoice generated from the recurring invoice has the same invoice number. This accommodates situations where an invoice number has been pre-assigned and unique invoice numbers should not be assigned when recurring invoices are processed. This field cannot be changed if the invoice scheme does not allow override.
Amount	The total amount of detail lines and sales tax. This amount is automatically updated as you add or change detail lines.
Balance	The invoice amount minus receipt amounts. This amount is automatically calculated.
Type	The invoice type assigned to the recurring invoice. The invoice type's classification determines certain behavior in the AR Invoice window. For "Charge" invoice types, the quantity on new invoice detail lines default to "1" and the total invoice amount must be positive. For "Credit" invoice types, the quantity on new invoice detail lines defaults to "-1" and the total invoice amount must be negative. The GL control on the invoice type determines certain characteristics of the GL postings that result from the invoice. For "Debit AR, Credit Sales" invoice types, Accounts Receivable and Cost of Goods Sold are debited; Sales (Revenue), Sales Tax Liability, and Inventory are credited. For "Credit AR, Debit Sales" invoice types, Accounts Receivable and Cost of Goods Sold are credited; Sales (Revenue), Sales Tax Liability, and Inventory are debited. A default invoice type can be specified in options settings.
PO #	The customer's purchase order number associated with the recurring invoice. This field can be changed until the invoice is merged.
Salesperson	The salesperson primarily responsible for the recurring invoice. The salesperson defaults from the customer location or, if the location does not have a default salesperson, from the customer record. You can enter a different salesperson if needed.
Description	A description of the recurring invoice. This description transfers to the invoice that is created when the recurring invoice is processed. You can use literal text and/or keywords to derive the recurring invoice description.
Location	The customer location that applies to the recurring invoice. This field defaults to the customer's default location but can be changed. The destination tax entity defaults from the customer location's default tax entity. If a default salesperson is specified on the customer location, the invoice salesperson defaults from the customer location's default salesperson; otherwise, the invoice salesperson defaults from the customer's default salesperson.
Location details	This text box displays the address and phone number for the specified customer location.
Print Invoice	This checkbox indicates whether the invoices generated from the recurring invoice are available to be printed after they are merged. If you do not want to include the invoices in standard invoice printing, ensure that the checkbox is cleared. The state of the checkbox defaults from the invoice type.
On Hold	This checkbox indicates whether the invoices generated from the recurring invoice are eligible to be merged. Mark the checkbox if the invoices need further attention before they can be merged. For example, you can use recurring invoices to generate "incomplete" invoices which require additional review before being merged. The "on hold" setting applies to the resulting invoice and any initial payments on the invoice.
Allow Duplicates	Mark this checkbox only if you want to allow multiple invoices to be created for the recurring invoice in the same processing period. Typically, you should not mark this checkbox so that if the recurring invoice is processed multiple times in the same period, ActivityHD automatically prevents duplicate invoices from being created.
Origin	The tax entity for the location where the sale originated. The origin tax entity defaults from the tax entity that is flagged as the default tax entity. The origin tax entity can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice does not change since it represents the amount actually billed to the customer.
Destination	The tax entity for the location of the purchaser or the location where the items actually will be used. The destination tax entity defaults from the invoice location if tax entity is specified; otherwise, the origin tax entity is used. The destination tax entity can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice does not change since it represents the amount actually billed to the customer.
Source	The tax entity (origin or destination) used to calculate sales tax for the invoice. The default selection is determined from the in-state or out-of-state sourcing options on the destination tax entity. The source can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice does not change since it represents the amount actually billed to the customer.
Tax Entity	This field displays the tax entity with jurisdiction over the sale. This determines the sales tax rates applied to the sale and the reporting requirements. The tax entity is determined by the tax entity source.
Category	The customer tax category that applies to the recurring invoice. Customer tax categories group customers for taxability and tax reporting. The customer tax category defaults from the tax category specified on the customer record. By default, all customers are assumed to be taxable. You can define customer tax categories to assign a nontaxable status to certain groups of customers. You can also define taxable customer tax categories in order to group customers for tax reporting. The customer tax category can be changed at any time to produce accurate reporting; however, the sales tax amount on a merged invoice does not change since it represents the amount actually billed to the customer.
Amount	The calculated sales tax amount. This amount is calculated based on the taxability and effective tax rates on detail lines using today's date to show an approximate value on the recurring invoice. Taxable lines are summarized by tax rate. The total tax amount is determined by multiplying each distinct tax rate by the total for that rate. Unless you enter an override amount for the sales tax, ActivityHD recalculates the tax each time you process the recurring invoice based on the actual invoice date. If you do enter a manual tax amount, it is indicated in purple and that amount is assigned to every generated invoice regardless of the sales tax rate in effect on the invoice date. If you enter an override amount in this field and come to regret it, blank out the tax amount and press Tab. The system-calculated value is restored.
AR Account	The receivables account that is typically debited for the total invoice amount. The posting sign is controlled by the GL control on the invoice type. The default AR account is derived based on the account masks from the invoice type, attribute item(s), customer, and customer class. When any of these masks change, the default AR account is updated with the new account provided the account has not been overridden manually. Manual overrides are indicated in purple. If you enter an override account in this field and come to regret it, blank out the account number and press Tab. The default account number is restored.
GL Date	Select which date to use as the GL date on invoices generated from the recurring invoice. Your options are:. Invoice Date Period End Date
GL Batch	The name of the GL batch that contains the GL entry that is created when an invoice generated from the recurring invoice is merged. You can use GL batch names to summarize different invoices into different GL entries. The GL batch name defaults from the GL batch name specified on the invoice type.
Sales Tax Detail table	This table contains one detail line per tax jurisdiction for the tax entity on the recurring invoice. Each detail line shows the tax amount and tax liability account for the corresponding tax jurisdiction.
Rates button	Click this button to open the Sales Tax Rates dialog box. The dialog contains a table of tax rates by tax entity. For each tax entity, the table shows the rate, taxable basis, and calculated tax. The table footer shows the aggregate tax rate and total calculated tax.
Attributes	Attributes provide additional ways to categorize invoices for reporting and they can provide GL account masks to help determine GL accounts during invoice posting. If an attribute is set up to be required, you must provide a value for the attribute on the recurring invoice.
Terms	The payment terms to apply to the invoices that result from the recurring invoice. The payment terms determine the due date and discount detail. If you do not specify a payment terms code, you must manually enter the due date and any discount detail on each invoice generated from the recurring invoice. The payment terms default from the invoice customer's payment terms.
Finance	The finance method to use to calculate finance charges for past due invoices. This field defaults to the customer's default finance method. Leave this field blank to exclude the invoices generated from the recurring invoice from finance charges.
Basis	The amount of the recurring invoice subject to discount. ActivityHD calculates this amount as detail lines are added to the recurring invoice. The ARCode assigned to each detail line determines whether the line's amount is added to the discount basis. If the basis amount is manually overridden, subsequent changes to the detail lines do not affect the basis amount. Manual overrides are indicated in purple. If you enter an override amount in this field and come to regret it, blank out the amount and press Tab. The calculated basis amount is restored.
Detail table	This table shows the recurring invoice detail lines. The columns that show in the table and the columns which have tab stops are controlled by options settings. In the following descriptions of the columns that may be included in the table, columns in the default configuration are noted by an asterisk (). ARCode. Assign an ARCode to categorize the detail line for reporting, to contribute GL account mask information for the construction of GL accounts on the invoice, and to provide information for performing sales tax calculations and determining payment discounts. The GL accounts (sales, cost, and inventory) for the detail line are built by applying account masks from the ARCode, attribute item(s) (last to first), customer, and customer class, in that order. Description. The description for the detail line. The default description is the description from the ARCode. Press F2 if you need to enter a lengthy description. Manual overrides are indicated in purple. If you override the description and come to regret it, blank out the description and press Tab. The default description is restored. Amount. The extended amount for the detail line. If the Quantity, Unit Price, and Discount columns all have values, ActivityHD automatically calculates the amount for you using this formula: Amount = (Quantity * Unit Price) - Discount You can manually override the amount if needed; ActivityHD adjusts the unit price if a quantity and discount exist. Tax Category. The item tax category for the detail line. The item tax category defaults from the ARCode. Item tax categories group ARCodes for taxability and tax reporting. By default, all ARCodes are considered taxable. You can define item tax categories to assign a nontaxable status to groups of ARCodes. You can also define taxable item tax categories to group ARCodes for tax reporting. Taxable?. This flag indicates whether the detail line is taxable. The state of the checkbox is controlled by the customer tax category assigned to the invoice or by the item tax category assigned to the detail line. If no customer tax category is assigned to the invoice and no item category is assigned to the detail line, the detail line is considered taxable. Sales Account. The revenue account that is typically credited with the detail line's extended amount. The posting sign is determined by the GL control setting on the invoice type. The default sales account is derived using account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default sales account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. Sales Account Description. The description of the sales account. [Attribute Name]. The table contains one column for each active attribute with AR invoice detail usage (if any). The column(s) contain the attribute value(s) assigned to each recurring detail line. The attribute values are provided to invoice detail lines through Process AR Recurring Invoices. Memo. Additional text to describe the invoice detail line. When the recurring invoice is processed, the content of the memo for the distribution line is copied to the corresponding distribution line on the resulting invoice. Discount. Any discount amount associated with the detail line. This column defaults to zero, but you can use it in conjunction with the Quantity and Unit Price columns to represent a discount separately from the standard unit price. If you provide values for quantity, unit price, and amount, ActivityHD automatically calculates the discount amount for you using this formula: Discount = (Quantity * Unit Price) - Amount If you override the discount amount, ActivityHD recalculates the detail line amount as long as the quantity, unit price, and discount amount are provided. If you enter a discount amount that causes the detail line amount to have a different numeric sign than the quantity, ActivityHD returns one of these errors: If Amount is negative, Quantity cannot be positive. If Amount is positive, Quantity cannot be negative. This happens when the discount exceeds the detail line amount before the discount is applied. If you override the discount amount and come to regret it, blank out the discount amount and press Tab. The calculated discount amount is restored. Tax Rate. If the detail line is taxable, this field displays the effective tax rate for the invoice tax entity as of today. ActivityHD recalculates the effective tax rate each time you process the recurring invoice based on the actual invoice date. The total sales tax for a resulting invoice is calculated automatically based on the taxable status of each detail line and on the effective tax rates of each detail line. Taxable lines are summarized by tax rate; the total taxable amount is determined by multiplying each distinct tax rate by the total for the rate. Quantity. The number of units sold for this detail line. This field defaults to "1" for charge invoices and to "-1" for credit invoices depending on the invoice classification on the invoice type. If you change the quantity, the system recalculates the detail line amount as long as there are values for the quantity, unit price, and discount. If you want ActivityHD to calculate the quantity for you, blank out the entry in the Quantity column and enter values for the unit price, discount, and detail line amount. ActivityHD calculates the quantity based on the following formula: Quantity = (Amount + Discount) / Unit Price When the detail line amount is entered, the quantity's numeric sign changes to match the sign of the detail line amount. Cost. The total cost for the recurring invoice detail line. If there is no cost for the detail line, enter zero; otherwise, enter the cost amount. If the cost amount is not zero, the amount is typically debited to the cost account and credited to the inventory account. The actual posting sign depends on the GL control on the invoice type. Cost Account. The cost of goods sold account that is typically debited with the invoice detail line's cost (if non-zero). The posting sign is controlled by the GL control on the invoice type. The default cost account is derived using the account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default cost account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. Cost Account Description. The description of the cost account. Inventory Account. The inventory account that is typically credited with the detail line's cost (if non-zero). The posting sign is controlled by the GL control on the invoice type. The default inventory account is derived using the account masks from the ARCode, attribute item(s), customer, and customer class. If any of the contributing masks changes, the default inventory account is updated unless the account number has been manually overridden. Manual overrides are indicated in purple. If you override the account in this column and come to regret it, blank out the account number and press Tab. The default account is restored. Inventory Account Description. The description of the inventory account. Unit Price. The price per unit of the item sold. The unit price cannot be negative. A unit price may have up to four places after the decimal. If you enter a unit price, ActivityHD calculates the detail amount as long as there are values for quantity, unit price, and discount. If you change the amount on the detail line and there are values for quantity and discount, ActivityHD recalculates the unit price using the following formula: Unit Price = (Amount + Discount) / Quantity ARCode Description. The description of the ARCode assigned to the detail line.
Initial Payment(s) table	This table shows details of the initial payment(s) expected at the time the recurring invoice is processed. The columns that show in the table and the columns which have tab stops are controlled by options settings. In the following descriptions of the columns that may be included in the table, columns in the default configuration are noted by an asterisk (). Deposit Type. The deposit type assigned to the initial payment. If the initial payment is associated with a deposit, you can enter a deposit type here to let ActivityHD automatically determine the applicable deposit based on the deposit type and GL receipt date. If a deposit in "New" status already exists for the deposit type and GL receipt date, that deposit is used on the initial payment. If such a deposit does not exist, ActivityHD creates it and associates it with the initial payment. If, on the other hand, a deposit was assigned to the initial payment, the deposit type is set from that deposit. Note The deposit type and receipt type are validated against each other. If a deposit type is selected that has only one receipt type associated with it, that receipt type defaults into the Receipt Type column. If a receipt type is already on the detail line and you enter a deposit type that is not associated with the receipt type, ActivityHD blanks out the Receipt Type column and you will need to select a compatible receipt type. Receipt Type. The receipt type assigned to the initial payment. Note The deposit type and receipt type are validated against each other. If a deposit type is selected that has only one receipt type associated with it, that receipt type defaults into the Receipt Type* column. If a receipt type is already on the detail line and you enter a deposit type that is not associated with the receipt type, ActivityHD blanks out the Receipt Type column and you will need to select a compatible receipt type. Reference. A brief note to help users identify the receipt. If a reference was specified on the receipt type, that reference defaults here. Tip For checks, you can use the check number. For cash receipts, you can simply use "CASH". Payment. The amount of the initial payment. If you press Ctrl+B or select > Tools > Pay Balance, this amount defaults to the open balance on the recurring invoice. When the invoice is merged and the journal entry is created for the initial payment, the payment amount is used to make the following type of entry: DR Bank Account (on initial payment line) CR AR Account (on invoice) Description. A description of the receipt. Bank Account*. The bank account for the initial payment. If the initial payment is associated with a deposit, the bank account is the bank account assigned to the deposit. In this case, the bank account can only be changed by changing the deposit on the initial payment. If the initial payment is not associated with a deposit, you must specify the bank account here. If a bank account is specified on the receipt type, that bank account defaults here. The bank account can also default from options settings. As long as the initial payment is not associated with a deposit, you can change the bank account if needed.

Delete a recurring AR invoice

Process recurring AR invoices

The Process AR Recurring Invoices wizard takes the recurring invoices you select and generates invoices from them. Once these invoices are created, they can be processed with other regular AR invoices.

In the Navigation pane, highlight the Accounts Receivable > Invoices > Recurring folder.
Start the Process AR Recurring Invoices wizard:
- To process all recurring invoices or a filtered subset of recurring invoices:
  1. Right-click the Recurring folder and select Select and Process from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the invoices.
    Tip
    Apply the "? Ready to Process" filter to select the recurring invoices that are ready for processing. You are prompted for a processing date.
  3. Click Next >>.
- To process specifically selected recurring invoices:
  1. In the HD view, select the recurring invoices to process. You can use Ctrl and/or Shift selection to select multiple recurring invoices.
    Tip
    Apply the "? Ready to Process" filter to select the recurring invoices that are ready for processing. You are prompted for a processing date.
  2. Click .
- To process a particular recurring invoice from the Recurring AR Invoice window:
  1. In the HD view, locate and double-click the recurring invoice you want to process. The Recurring AR Invoice window opens with the recurring invoice loaded.
  2. Click .
On the Options tab in the Invoice Batch field, enter the name of the batch to assign to the invoices created in this process.
In the Processing Date field, select the date to use to determine whether or not to produce an invoice for each selected recurring invoice.

ActivityHD looks at the calendar on each recurring invoice and uses the processing date to determine the period for which to generate an invoice. The invoice date is then determined based on the post day on the recurring invoice. Once the invoice date is determined, it is compared to the valid range of processing dates on the recurring invoice. If the date falls outside the range, no invoice is generated for the recurring invoice. Otherwise, ActivityHD checks the Allow Duplicates flag on the recurring invoice. If it is marked, ActivityHD generates an invoice. If it is unmarked (which is typically the case), ActivityHD checks to see if an invoice has already been generated for the period that contains the processing date. If not, ActivityHD generates an invoice.
Click Next >>. ActivityHD prompts you to confirm that you want to process the invoice(s).
Click Yes. ActivityHD reports its results.
If any invoices fail to be generated, ActivityHD lists the reasons why.
Click Next >>. ActivityHD shows the invoice(s) generated in this process.

At this point, you can double-click the invoice(s) in the right pane to drill down to the AR Invoice window where you can view and edit invoice records, print the AR Invoices Listing, print the Tax Liability Report, proof invoices, merge invoices, validate GL accounts on invoices, or summarize invoices. Furthermore, if you first merge invoices, you can also print, post to AP, or void invoices.
When you finish viewing or working with the invoices, click Finish.

More about recurring invoices

How the key fields on an invoice generated from a recurring invoice are derived
Field	Source of the field value
Batch	The invoice batch assigned to the resulting invoices. The batch name is specified in the Process AR Recurring Invoices wizard.
Entry #	The next available entry number for the batch.
Invoice Date	Based on the calendar and post day set on the recurring invoice.
Invoice Source	Set by ActivityHD to "Recurring".
Invoice Description	Based on the invoice description specified on the recurring invoice. The description may be literal text, based on expression keywords, or both.
Sales Tax Amount	Calculated when the invoice is generated based on the tax rates in effect for the specified tax entity on the invoice date.
GL Date	Based on the GL date set on the recurring invoice. If the GL date is set to "Invoice Date", the GL date is set to the invoice date. If the GL date is set to "Period End Date", the GL date is set to the last day of the applicable GL calendar period based on one of the following conditions: If one of your active account segments requires a calendar, the calendar from the corresponding segment of the invoice's receivables account is used. If none of your active account segments requires a calendar, the default GL calendar is used.
Discounts	Discounts are applied to the invoice based on the payment terms on the recurring invoice and the state of the Subject to Discount flag on ARCodes at the time the invoice is generated.

AR Recurring Listing

Purpose

The AR Recurring Listing provides a list of recurring invoices set up in Accounts Receivable.

Content

For each recurring invoice on the report, the listing shows:

recurring invoice code and description
invoice type
GL batch name
"on hold" indicator
payment terms
PO number
processing begin and end dates
sales tax
customer code
customer name
invoice classification
GL date option
"allow duplicates" indicator
finance method
invoice number
invoice amount
tax entity
customer tax category
salesperson
"Print Invoice" flag
GL calendar
posting day
invoice balance.

In addition, you can include one or more of the following:

locations and attributes
tax detail
invoice detail
payments
GL accounts
GL summary information; optionally also include attributes which post to GL
timestamps
memos
custom fields.

Print the report

In the Navigation pane, highlight the Accounts Receivable > Invoices > Recurring folder.
Start the report set-up wizard.
- To report on all or a filtered subset of recurring invoices:
  1. Right-click the Recurring folder and select Select and Report > AR Recurring Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected recurring invoices:
  1. In the HD view, select the recurring invoices to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular recurring invoice from the Recurring AR Invoice window:
  1. In the HD view, locate and double-click the recurring invoice to report on. The Recurring AR Invoice window opens with the recurring invoice loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Locations and Attributes
- Tax Detail
- Detail
- Payments
- GL Accounts
- GL Summary
  - Attributes that Post to GL. This checkbox is enabled if the GL Summary checkbox is marked. Mark this checkbox to include attributes which post to GL in the "GL Summary" section of the report.
- Memos
- Timestamps
- Custom Fields (only visible if custom fields are set up)
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Recurring
Recurring detail
Tax details
Attributes
Payments

Controls denoted by green labels may or may not be visible depending on your options settings for recurring invoices.

Recurring Invoice Record ID

Code

A unique code for the recurring invoice. In the adjacent field, enter a description of the recurring invoice.

Customer

The customer to charge for the recurring invoice. The customer selected determines the invoice defaults including salesperson, customer location, payment terms, customer tax category, and GL accounts. If you change the customer on the recurring invoice, the default information is reset to the defaults for the new customer—even though you may have overridden them for the original customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Calendar

The GL calendar to use to determine the frequency of invoice creation. For instance, to create an invoice once a month, select a monthly calendar. Unless you mark the Allow Duplicates checkbox, ActivityHD does not create duplicate invoices for the same period of the calendar.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Begin Date

The earliest date that the recurring invoice can be processed. Leave this field blank if you do not want to restrict how early the recurring invoice can be processed.

End Date

The latest date that the recurring invoice can be processed. Leave this field blank if you want to allow the recurring invoice to be processed indefinitely.

Post Day

The day of the accounting period to use as the invoice posting date. Enter zero if you want the invoice date to be the actual date that the recurring invoice is processed. Enter a number that exceeds the last day of the period if you want the invoice date to be the period end date.

Example

If you are using a monthly calendar to process recurring invoices once a month and you want the invoice date on each invoice produced to be the 10th of the month, enter "10".

Invoice #

The invoice scheme on the invoice type assigned to the recurring invoice determines how the invoice number is generated. The invoice number can be created by the Process AR Recurring Invoices wizard, during the invoice merge, or it can be entered manually. If you enter a manual invoice number, the invoice number is the same for every invoice generated from the recurring invoice. This accommodates circumstances when an invoice number has already been assigned and unique invoice numbers should not be generated at processing time. If you need to enter a manual invoice number for the recurring invoice, enter it in this field.

Note

The Invoice # field cannot be changed if the invoice scheme does not allow override.

Amount

The invoice amount. ActivityHD maintains this field; it cannot be modified. The invoice amount includes the total of all detail lines and sales tax. This field is automatically updated as detail lines are added and as other changes are made to the recurring invoice.

Balance

The invoice amount minus the amount of initial payment(s). ActivityHD maintains this field; it cannot be modified.

Recurring tab

Invoice (Classification)

The section title indicates in parentheses the classification (charge, credit, or finance charge) of the recurring invoice. The classification comes from the invoice type assigned to the recurring invoice.

Type

The invoice type for the invoice.

The invoice type provides the following functions:

Categorizes invoices for reporting.
Classifies invoices as a charge or credit.
Controls whether to require a zero balance entry.
Controls whether the invoice can be posted to AP to generate a customer payment.
Determine which fields are evaluated to determine duplicate invoice conditions.
Controls the determination of debit or credit on GL postings.
Provides the default GL batch name and invoice printing setting.
Provides the invoice scheme for automatic invoice numbering.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

The classification on the invoice type influences how the Recurring AR Invoice window behaves. The following table delineates that behavior:

Classification	Behavior
Charge	The quantity on a new invoice detail line defaults to "1".
Charge	The total invoice amount must be positive.
Credit	The quantity on the new invoice detail line defaults to "-1".
Credit	The total invoice amount must be negative.

The GL control on the invoice type impacts the GL postings. The following table delineates that behavior:

GL Control	Behavior
Debit AR, Credit Sales	Debit Accounts Receivable and Cost of Goods Sold
Debit AR, Credit Sales	Credit Sales (Revenue), Sales Tax Liability, and Inventory
Credit AR, Debit Sales	Credit Accounts Receivable and Cost of Goods Sold
Credit AR, Debit Sales	Debit Sales (Revenue), Sales Tax Liability, and Inventory

Note

The invoice type on merged invoices can be changed if the classification on the new invoice type is the same as that of the original invoice type. In addition, if the invoice's GL entry is merged, the new invoice type's GL control must also be the same.

PO #

The customer's purchase order number that is associated with the recurring invoice.

Salesperson

The salesperson primarily responsible for the recurring invoice. The default salesperson comes from either the customer location or the customer (if no salesperson is specified on the location).

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Description

A description of the recurring invoice. This description is transferred to the invoice that results when the recurring invoice is processed. You can use literal text and/or keywords to derive the recurring invoice description.

Location

The customer location to associate with the recurring invoice. The default customer location is the customer's default location.

Selection of a customer location provides the following additional defaults for the recurring invoice:

The destination tax entity defaults to the location's default tax entity.
If a salesperson is specified on the location, the salesperson on the recurring invoice defaults to the location's default salesperson. If no salesperson is specified on the location, the salesperson on the recurring invoice defaults to the customer's default salesperson.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Print Invoice

If this checkbox is marked, makes the invoices generated from this recurring invoice available for printing after they are merged. If you do not want to include the resulting invoices in standard print runs, ensure the checkbox is cleared. The default setting of this flag comes from the invoice type.

On Hold

If this checkbox is marked, puts the invoices generated from this recurring invoice on hold. Invoices on hold cannot be merged. To take an invoice off hold, clear the On Hold checkbox on the invoice record. You may want to use the Memo field to explain why the invoice is on hold and what actions need to be taken before the invoice can be merged.

Example

You can create a recurring invoice that generates "incomplete" invoices which require additional review and more information before being merged.

Allow Duplicates

If this checkbox is marked, allows multiple invoices to be generated for the recurring invoice in the same calendar period. Typically, you will want to leave the checkbox cleared so that ActivityHD can automatically prevent you from creating duplicate invoices.

Sales Tax

Origin

The tax entity for the location where the sale originated. The default tax entity is the default tax entity on the customer location.

You can change the origin tax entity at any time to generate accurate reporting. However, the sales tax amount on a merged invoice does not change because it represents the amount actually billed to the customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Destination

The tax entity for the purchaser's location or the location where the purchase actually will be used. The default tax entity is the default tax entity on the invoice location, or the origin tax entity if a tax entity is not specified on the invoice location.

You can change the destination tax entity at any time to generate accurate reporting. However, the sales tax amount on a merged invoice does not change because it represents the amount actually billed to the customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Source

The tax entity to use to calculate sales tax on the invoices generated from the recurring invoice. Your options are:

Origin
Destination

The default source is determined from the destination tax entity's sourcing options and whether the origin and destination tax entities are in the same state or different states.

You can change the source at any time to generate accurate reporting. However, the sales tax amount on a merged invoice does not change because it represents the amount actually billed to the customer.

Tax Entity

This field displays the tax entity, determined from the source tax entity, that is used to calculate sales tax and to determine reporting requirements for the invoices generated by the recurring invoice.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Category

The customer tax category that applies to the recurring invoice. The customer tax category defaults from the category specified on the customer record. By default, all customers are considered taxable.

Customer tax categories are used to group customers for taxability and tax reporting. You can define customer tax categories to assign nontaxable status to certain groups of customers. You can also create taxable customer tax categories to group customers for tax reporting.

You can change the customer tax category at any time to generate accurate reporting. However, the sales tax amount on a merged invoice does not change because it represents the amount actually billed to the customer.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Amount

The amount of sales tax calculated based on taxability and the effective tax rate on detail lines using today's date. The amount is an approximation for the recurring invoice. Taxable lines are summarized by tax rate. The total taxable amount is obtained by multiplying each distinct tax rate by the total amount for that tax rate.

Typically, the actual invoice sales tax amount is recalculated each time you run the Process AR Recurring Invoices wizard based on the generated invoice date.

If you need to override the calculated sales tax amount, enter the tax amount for the recurring invoice. The font color changes to purple to indicate a manual override. To revert to the calculated sales tax amount, blank out this field. When you leave the field, the calculated sales tax loads. If you do override the sales tax amount on a recurring invoice, the value you enter is used as the sales tax amount on all invoices generated from the recurring invoice—regardless of the sales tax rate in effect on the invoice date. The sales tax amount on generated invoices can be changed until the invoice is merged.

Note

Tax rates are date-driven. Since new tax rates take effect "as of" a particular date, a new tax rate does not affect the calculated tax on invoices posted before a tax rate's effective date.

General Ledger

AR Account

The receivables account to debit with the total invoice amount. The actual posting sign is controlled by the invoice type's GL control. The default account comes from applying the account masks from the invoice type, attribute items, customer, and customer class. If any of these account masks change, the default account updates accordingly unless the account number is overridden.

Overridden accounts display in purple. ActivityHD does not replace an override account with the default account. If you need to revert to the default account, blank out the field. When you leave the field, the default account loads.

GL Batch

The name of the GL batch to use for the GL entry that is created when an invoice generated from the recurring invoice is merged. The GL batch is used to create and to find the GL entry for the resulting invoice when the invoice is merged. Specify different GL batch names on different invoices to summarize them into different GL entries. This field defaults to the GL batch name on the invoice type.

You can change the GL batch on an invoice even after it is merged as long as the GL entry has not been merged. If you do so, the invoice's GL detail is "moved" to the new GL entry.

GL Date

The type of date to use to determine the GL date on the invoice generated from the recurring invoice. Your options are:

Invoice Date. Set the GL date to the same date as the invoice date.
Period End Date. Set the GL date to the last day of the period that contains the invoice date.

Sales Tax Detail

Rates button

Click this button to open the Sales Tax Rates popup. For each tax entity on the recurring invoice, the table in the popup shows the tax rate, the taxable basis, and the calculated tax. The table also shows the total rate and total calculated tax for all tax entities on the recurring invoice.

Sales Tax Detail table

This table contains a detail line for each tax entity affected by the recurring invoice. Unless you need to override amounts or accounts, you can skip this table.

Tax Entity

The tax entity associated with the detail line.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Amount

The calculated sales tax amount for the corresponding tax entity. The amount comes from the sales tax amounts on the recurring invoice detail lines.

If you override a tax amount, the new amount displays in purple and the Amount field in the Sales Tax section is updated to reflect the new tax total.

Account

The tax liability account for the sales tax on the recurring invoice. The default account is derived from the account masks on attribute items and the tax entity.

If you override the tax liability account with a valid account, the new account displays in purple. If you need to revert to the default account, blank out the field. When you leave the field, the default account loads.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Attributes

One field, labeled with the attribute name, appears in this section for each active attribute with AR invoice usage.

[Attribute Name]

The attribute item that applies to the invoices generated from the recurring invoice. If the attribute is a required attribute, you must select an attribute item.

Attribute items provide additional ways to categorize invoices for reporting and they can contribute to the GL account masks used to derive the GL accounts used during invoice posting.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Payment Terms

Use this section to specify the payment terms, finance method, and discount basis to apply on invoices generated from the recurring invoice.

Terms

The payment terms to apply to the invoices generated from the recurring invoice. This field defaults to the payment terms from the recurring invoice customer. If you specify payment terms on the recurring invoice, the due date and discount detail are automatically calculated on the invoices generated from the recurring invoice.

Leave this field blank if you want to select payment terms on the generated invoices or if you want to leave the Terms field on generated invoices blank and enter the due date and discount details instead.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Finance

The finance method to use to calculate finance charges on an invoice generated from the recurring invoice if it becomes past due. The default finance method is the recurring invoice customer's default finance method.

Leave this field blank to select the finance method on the generated invoices or to exclude generated invoices from finance charges altogether.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Basis

The amount of the recurring invoice that is subject to discount. The basis amount is calculated as detail lines are added to the recurring invoice. The ARCode on each detail line determines whether its amount is added to the basis.

If you need to override the basis amount on the recurring invoice, enter the actual discount basis amount. The override amount displays in purple. ActivityHD does not replace an override amount with the system-calculated basis amount even when the invoice detail changes. If you need to revert to the system-calculated basis amount, blank out the field. When you leave the field, the system-calculated basis amount loads.

Detail table

The columns in the Detail table depend on your recurring invoices options settings. The columns available when you use the system default settings are shown above the dark green line. The remaining columns that can be added to the table are shown below the line.

Use the Detail table to add detail lines for the items you want to include on the invoices generated from the recurring invoice.

Tip

Line numbers in the Detail table are editable. You can change the line numbers in order to reorder the rows in the table.

ARCode

The ARCode that applies to the detail line. The ARCode categorizes the recurring invoice detail line for reporting and provides information for deriving the GL account numbers, calculating sales tax, and calculating payment discounts.

The sales, cost, and inventory accounts on the detail line are derived by applying account masks from the following sources in the following order: ARCode, attribute items (last to first), customer, customer class.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Description

A description of the detail line. The detail description defaults to the description from the ARCode. Press F2 to access the Detail Description popup which makes it easier to enter a long description.

If you override the default description, the new description displays in purple. If you need to revert to the original description, blank out the cell. When you leave the cell, the default description loads.

Amount

The extended amount for the detail line. ActivityHD automatically calculates the amount when there are values in the Quantity, Unit Price, and Discount columns.

Amount = (Quantity * Unit Price) - Discount

If you enter a manual amount in this column, ActivityHD automatically adjusts the unit price if the quantity and discount values are provided.

Tax Category

The item tax category for the detail line. The tax category defaults from the tax category on the ARCode, but can be overridden.

Item tax categories group ARCodes for taxability and tax reporting. By default, all ARCodes are considered taxable. You can define item tax categories to assign nontaxable status to groups of ARCodes. You can also define taxable item tax categories to group ARCodes for tax reporting.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Taxable?

This column indicates the taxability of the recurring invoice detail line. The state of the checkbox (marked or unmarked) is controlled by the customer tax category on the recurring invoice and/or the item tax category on the detail line.

If the checkbox is marked, the detail line is subject to tax. If the checkbox is unmarked, the recurring invoice is considered nontaxable. By default, detail lines are considered taxable unless there is a nontaxable customer tax category on the recurring invoice or a nontaxable item tax category on the detail line. So, if a tax category is not assigned to either the recurring invoice or the detail line, the detail line is deemed taxable.

Sales Account

The sales account (or "revenue" account) that is credited with the extended amount for the detail line in the associated GL entry. The posting sign on the entry is controlled by the GL control setting on the invoice type. The default account is derived by applying account masks from the following sources in the following order: ARCode, attribute items (last to first), customer, customer class. If any one of the account masks changes, the sales account is updated unless the default account is overridden.

If the sales account is not fully qualified or if the account does not exist, its background is shaded yellow. You should replace any wildcarded characters with valid entries. If you override a valid account number with a different valid account number, the new account number displays in purple. If you need to revert to the original account, blank out the cell. When you leave the cell, the default account loads.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Sales Account Description

The description of the selected sales account.

[Attribute Name]

One column displays in the table for each active attribute with AR invoice detail usage (if any). The column(s) contain the attribute value(s) assigned to each recurring invoice detail line. The attribute values are provided to invoice detail lines through Process AR Recurring Invoices.

Memo

Enter additional information about the detail line if needed. Press F2 to access the Detail Memo popup which makes it easier to enter a long memo.

ARCode Description

The description of the ARCode assigned to the detail line.

Cost

The total cost for the recurring invoice detail line, or enter zero if there is no cost associated with the detail line. If the cost is not zero, the amount is typically debited to the cost account and credited to the inventory account. The posting sign on the entry is controlled by the GL control on the invoice type.

Cost Account

The cost account (or "cost of goods sold" account) that is debited with the cost from the detail line (if non-zero) in the associated GL entry. The posting sign on the entry is controlled by the GL control setting on the invoice type. The default account is derived by applying account masks from the following sources in the following order: ARCode, attribute items (last to first), customer, customer class. If any of the account masks change, the cost account is updated unless the default account is overridden.

If the cost account is not fully qualified or if the account does not exist, its background color is shaded yellow. You should replace any wildcarded characters with valid entries. If you override a valid account number with a different valid account number, the new account number displays in purple. If you need to revert to the original account, blank out the cell. When you leave the cell, the default account loads.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Cost Account Description

The description of the selected cost account.

Discount

The line item discount amount for the detail line. The default value is zero, but you can enter a value in this column if you want to represent the discount separately from the standard unit price.

If you enter a different value, ActivityHD calculates a new amount provided there are values for quantity, unit price, and discount. If the discount amount causes the amount to have a different numeric sign than the quantity, ActivityHD returns one of the following errors:

If Amount is negative, Quantity cannot be positive.
If Amount is positive, Quantity cannot be negative.

The error condition is caused by the discount amount exceeding the extended amount of the recurring invoice detail line before the discount is applied.

If you want ActivityHD to calculate the discount automatically, blank out this field, then enter values for the quantity, unit price, and amount.

Discount = (Quantity * Unit Price) - Amount

Inventory Account

The inventory account that is credited with the cost for the detail line (when non-zero) in the associated GL entry. The posting sign on the entry is controlled by the GL control setting on the invoice type. The default account is derived by applying account masks from the following sources in the following order: ARCode, attribute items (last to first), customer, customer class. If any of the account masks changes, the inventory account is updated unless the default account is overridden.

If the default account is not fully qualified or if the account does not exist, its background is shaded yellow. You should replace any wildcarded characters with valid entries. If you override a valid account number with a different valid account, the new account number displays in purple. If you need to revert to the original account, blank out the cell. When you leave the cell, the default account loads.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Inventory Account Description

The description of the selected inventory account.

Quantity

The number of units for the detail line. This field defaults to "1" for charge invoices and to "-1" for credit invoices.

If you change the quantity, the system recalculates the detail line amount as long as there are values for the quantity, unit price, and discount. If you want ActivityHD to calculate the quantity for you, blank out the entry in the Quantity column and enter values for the unit price, discount, and detail line amount. ActivityHD calculates the quantity based on the following formula:

Quantity = (Amount + Discount) / Unit Price

When the detail line amount is entered, the quantity's numeric sign changes to match the sign of the detail line amount.

Tax Rate

If the detail line is taxable, this field displays the effective tax rate for the invoice tax entity as of today's date. The effective tax rate is recalculated when a recurring invoice is processed based on the invoice date on the generated invoice.

ActivityHD calculates the total sales tax for the recurring invoice automatically based on the taxable status of each detail line and on the effective tax rates of each detail line. Taxable lines are summarized by tax rate; the total taxable amount is determined by multiplying each distinct tax rate by the total for the rate.

Unit Price

The price per unit of the item sold. The unit price cannot be negative. A unit price may have up to four places after the decimal.

If you enter a unit price, ActivityHD calculates the detail amount as long as there are values for quantity, unit price, and discount.

If you change the amount on the detail line and there are values for quantity and discount, ActivityHD recalculates the unit price using the following formula:

Unit Price = (Amount + Discount) / Quantity

Initial Payment(s) table

The columns in the Initial Payment(s) table depend on your invoice options settings. The columns available when you use the system default settings are shown above the green line. The remaining columns that can be added to the table are shown below the line.

Use this table to record payments to be automatically applied when an invoice is generated from the recurring invoice.

Tip

Line numbers in the Initial Payment(s) table are editable. You can change the line numbers in order to reorder the rows in the table.

Deposit Type

The type of deposit to assign to the initial payment.

If the initial payment is associated with a deposit, you can enter a deposit type here to let ActivityHD automatically determine the applicable deposit based on the deposit type and GL receipt date. If a deposit in "New" status already exists for the deposit type and GL receipt date, that deposit is used on the initial payment. If such a deposit does not exist, ActivityHD creates it and associates it with the initial payment.

If, on the other hand, a deposit was assigned to the initial payment, the deposit type is set from that deposit.

Note

The deposit type and receipt type are validated against each other. If a deposit type is selected that has only one receipt type associated with it, that receipt type defaults into the Receipt Type column. If a receipt type is already on the detail line and you enter a deposit type that is not associated with the receipt type, ActivityHD blanks out the Receipt Type column and you will need to select a compatible receipt type.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Receipt Type

The receipt type for the initial payment.

The receipt type provides the following functions:

Categorizes receipts for reporting.
Classifies receipts as cash, check, credit card, collapsed, or other.
Determines valid deposit types.
Determines if a deposit is required.
Allows an optional receipt reference to be specified.

You can change the receipt type even on merged invoices as long as the change does not violate any of the restrictions on the deposit.

Note

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Reference

Enter a brief note to help users identify the receipt. If a reference was specified on the receipt type, that reference defaults here.

Examples

For checks, you can use the check number.

For cash receipts, you can simply enter "CASH".

Payment

The amount of the initial payment. If you press Ctrl+B or select > Tools > Pay Balance, the payment amount defaults to the open balance of the recurring invoice.

When an invoice generated from the recurring invoice is merged and the journal entry is created for the initial payment, the payment amount is used to make the following type of entry:

DR Bank Account (on initial payment line)

CR AR Account (on invoice)

Description

Enter a description of the receipt.

Bank Account

If the initial payment is associated with a deposit, the bank account is the bank account assigned to the deposit. In this case, the bank account can only be changed by changing the deposit on the initial payment.

If the initial payment is not associated with a deposit, you must specify the bank account here. If a bank account is specified on the receipt type, that bank account defaults here. The bank account can also default from options settings. As long as the initial payment is not associated with a deposit, you can change the bank account if needed.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Invoices tab

The Invoices pane shows the AR Invoices HD view filtered to show all invoices generated from the selected recurring invoice.

Double-click a row in the pane to drill down to its record in the AR Invoice window.

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected recurring invoice.

Double-click a row in the pane to drill down to its record in the Note window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Extras\Accounts Receivable\Import AR Recurring.xls

Common accesses available on recurring invoices

Access	A user with this access can...
Change	Use the mass change action on recurring invoices.
Custom Fields	Create and edit custom fields for recurring invoices.
Data	Have read-only access to recurring invoices from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete recurring invoices.
Edit	Edit recurring invoice records.
Export	Export recurring invoice records from ActivityHD.
Import	Import recurring invoice records into ActivityHD.
New	Create new recurring invoice records.
Read	Have read-only access to recurring invoice records.
Report	Run reports with recurring invoice information.
Report Designs	Create and edit report designs with recurring invoice information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to recurring invoices.
Shared Filters	Create and edit shared filters on recurring invoices.
Visible	View the Recurring folder in the Navigation pane.

Special accesses available on recurring invoices

Access	A user with this access can...
Process	Process recurring invoices to produce regular invoices.

The following built-in filters are available for recurring invoices:

Filter Name	Effect
? Customer Code	Prompts for a customer code and lists the recurring invoices for that customer.
? Ready to Process	Prompts for a processing date and lists the recurring invoices eligible for processing on that date.

Account masks for sales, cost, and inventory accounts in Accounts Receivable are applied in the following order:

ARCode
Attribute items (last to first)
Customer
Customer class

To apply account masks, begin with the ARCode account mask, replacing wildcards with the corresponding values from the next mask. Continue in this manner until all masks are applied.

Example

The table below shows ways the sales account might be constructed. In the example, "Department" and "Project" are invoice attributes linked directly to the corresponding GL account segments.

ARCode	Department	Project	Customer	Class	Result
1000-00-000-A	????-12-???-?	????-??-318-?	????-??-???-?	????-??-???-?	1000-00-000-A
1000-??-000-A	????-12-???-?	????-??-318-?	????-??-???-?	????-??-???-?	1000-12-000-A
1000-??-???-A	????-12-???-?	???-??-318-?	????-??-???-?	????-??-???-?	1000-12-318-A

AR recurring invoice expression keywords

The following keywords are available in expressions for AR recurring invoice descriptions:

Keyword	Value
<Period Number>	The GL calendar period number
<Period Description>	The GL calendar period description
<Period Year Code>	The GL calendar year code
<Period Year Description>	The GL calendar year description
<Period Begin Month>	The numeric month (1-12) of the GL calendar period begin date
<Period Begin Month Name>	The name of the month of the GL calendar period begin date
<Period Begin Day>	The numeric day (1-31) of the GL calendar period begin date
<Period Begin Year>	The numeric year of the GL calendar period begin date
<Period End Month>	The numeric month (1-12) of the GL calendar period end date
<Period End Month Name>	The name of the month of the GL calendar period end date
<Period End Day>	The numeric day (1-31) of the GL calendar period end date
<Period End Year>	The numeric year of the GL calendar period end date

The Current, Previous, and Next qualifiers can be used in front of a keyword to generate values from related periods.

Examples

Suppose you want to generate an AR invoice once a quarter with a description like "Qtr 1 (January - March)". To do so, you would use the "Quarter" GL calendar on the recurring invoice and the following invoice description:
Qtr <Period Number> (<Period Begin Month Name> - <Period End Month Name>)
Suppose you want to generate invoices at the end of the month to collect payments for services to be provided the following month. You want a description like "Services - July, 2015". Use the "Monthly" GL calendar and the following invoice description:
Services - <Next Period Begin Month>, <Next Period Begin Year>

The following messages may be returned in the recurring invoices process for any invoices which were not generated:

Recurring Invoice is obsolete. The selected recurring invoice has been flagged as obsolete.
Resulting invoice date (xx/xx/xxxx) precedes Recurring begin date (xx/xx/xxxx). When ActivityHD compared the processing date entered in the wizard to the calculated invoice date, it found that the invoice date falls before the range of processing dates for the recurring invoice. As a result, no invoice was generated.
Resulting invoice date (xx/xx/xxxx) exceeds Recurring end date (xx/xx/xxxx). When ActivityHD compared the processing date entered in the wizard to the calculated invoice date, it found that the invoice date falls after the range of processing dates for the recurring invoice. As a result, no invoice was generated.
Recurring Invoice already processed for this period. An invoice was already generated from the recurring invoice for the period in which the processing date falls and the recurring invoice does not allow duplicates.
Calendar (xxxxx) period not defined for processing date (xx/xx/xxxx). The period information has not been defined on the recurring invoice's GL calendar for the specified processing date. Before you can process the recurring invoice, define the period information on the GL calendar.
Receivables Account is required to determine the GL Date. The following conditions exist:
- The recurring invoice's GL date is based on the period end date.
- One of the active account segments is set to require a GL calendar.
- There is no default calendar set for the ActivityHD company.
When these conditions exist, ActivityHD retrieves the calendar from the receivables account to determine the invoice's GL date. If a valid receivables account is not derived from the recurring invoice, ActivityHD cannot determine the calendar to use.
Default control calendar is required to determine the GL Date. The following conditions exist:
- The recurring invoice's GL date is based on the period end date.
- None of the active account segments is set to require a GL calendar.
- There is no default calendar set for the ActivityHD company.
When these conditions exist, ActivityHD cannot determine the GL date for the invoice because no control calendar is defined.

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