To generate documents in accordance with the schedule, you can use the following
windows:
When you run a schedule, the system uses the template document to generate similar
documents. The documents generated by a schedule can differ from the template
document as follows:
- Date: The date of each document is determined by the schedule you have
configured.
- Reference number: A new reference number is generated for each document in
accordance with the number series specified in the Customer ledger preferences (AR101000) window.
- VAT rate: If a VAT or taxes are applied to a document, the system calculates
VAT and taxable amounts in the document by using the VAT rates effective on
the date of the document creation. Thus, in documents generated according to
the same schedule, the VAT amounts can differ. You can find the VAT rate
used by the system in each particular document on the VAT
Details tab of the Sales invoices (AR301000) window.
- Currency rate: If a currency of a document differs from the base currency
set in the system, the system uses for conversion the currency exchange rate
effective on the date of the document creation.
No matter how many times you run the schedule, documents will be generated only as
required by the schedule. The system determines whether it should generate documents
depending on the current date, the schedule's start and expiration date, the
schedule type, and the date when the documents were last generated. After the
required documents have been generated, the system updates the Last
executed on date in the Recurring transactions (AR203500) window. Thus,
no documents will be generated ahead of time, but missing documents can be generated
by running the schedule once for each missed date.
For example, imagine that you schedule an invoice to be generated weekly on each
Tuesday with an unlimited number of times. If you run the schedule every week on
Wednesday, one invoice will be generated each time. If you run this schedule every
day, the invoices will be created only on Tuesdays. If you run this schedule only on
the last Wednesday of each month, run it four times to generate one invoice each
time.
When you run a schedule in the Generate recurring transactions (AR504000) window,
you can generate documents ahead of time. You specify the current date in the
Start on field, select the On this
date option button in the Stop section, and
specify a future date. Thus, you define a date range within which the system will
run a schedule. The system checks every date in this range and generates documents
only on dates that comply with the frequency settings of the schedule.
You can view the documents generated by a schedule on the Generated
documents tab of the Recurring transactions (AR203500) window. Generated
documents have the Balanced status and can be released or posted, as any
other documents can. If needed, you can change the amounts of the transactions. To
view and edit a generated document, use the Sales invoices (AR301000) window.
When necessary corrections are made, the document can be saved only if its status
remains Balanced.