Recurring invoices and schedules

Introduction

Some supplier ledger documents, such as monthly rent invoices or quarterly and annual insurance invoices, need to be entered regularly with the same amount and similar settings. To automate the process of adding these recurring documents to Visma Net, you can create schedules for them.

Scheduling the generation of supplier ledger documents

You can automate the process of creating recurring documents by doing either of the following:

By adding a particular document to an existing schedule in the Purchase invoices (AP301000) window.
In this window, open the document to be scheduled and click Actions - Add to schedule in the window toolbar.
By creating a specific schedule and assigning one or multiple documents to that schedule in the Recurring transactions (AP203500) window.

You can only schedule documents with the Balanced status.

A schedule determines the frequency and number of times specific documents are generated. In the Recurring transactions (AP203500) window, you can set a fixed number of repetitions for each schedule by entering a value in the Execution limit (times) field. Alternatively, you can allow unlimited schedule executions by selecting the No limit check box.

You also define the frequency of the schedule executions by selecting one of the following option buttons in the window:

Daily: The documents will be generated daily or every x days.
Weekly: The documents will be generated once a week or once every x weeks.
Monthly: The documents will be generated once per month or once every x months.
By financial period: The documents will be generated once per financial period or once per x financial periods (or in every xth financial period).

You can assign either a single document or multiple documents to a schedule. After a document has been assigned to a schedule, its status will change to Scheduled.

Attaching relevant documents to schedules

To simplify document tracking and streamline auditing, you can attach scanned or electronic versions of documents to each schedule. To do this, follow these steps in the Recurring transactions (AP203500) window:

In the Schedule ID field, select the schedule by its ID.
In the window title bar, click Files. This opens the Files dialog box.
In the dialog box, click Add file in the table title bar. This brings up the Upload file dialog box.
In the Upload file dialog box, click Browse to locate the file, and then click Upload to import the file and close the dialog box.

When assigning multiple unrelated documents to the same schedule, go to the Document list tab and locate each document in the table. Click the staple icon at the beginning of each row to attach one or more files providing an explanation for the periodic invoice generation.

Running schedules

To generate documents in accordance with the schedule, run the schedule periodically by using the Generate recurring transactions (AP504000) window.

When you run a schedule, the system uses the original document as a template to generate similar documents. The documents generated by a schedule 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 Supplier ledger preferences (AP101000) window.

VAT rate: The system calculates VAT and taxable amounts in a document using the VAT rates effective on the document creation date. As a result, VAT amounts may vary in documents generated with the same schedule. To view the VAT rate used in a specific document, go to the VAT details tab in the Purchase invoices (AP301000) 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.
No documents will be generated ahead of time, but missing documents for previous due dates can be generated by running the schedule once for each missed due date.

The documents generated by the schedule will have the Balanced status, allowing you to release or post them like any other documents. To view and edit a specific document, access the Purchase invoices (AP301000) window. If you make any adjustments, ensure that the invoice's status remains Balanced before releasing or approving it for payment.

Editing template documents

You can edit the template document with the Scheduled status at any time.

To remove a scheduled document, navigate to the Document list tab in the Recurring transactions (AP203500) window. Click Delete row in the table toolbar. The document's status will change to Voided, and it will no longer be used for generating documents.