Recurring transactions (AR203500)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

You use this window to create and maintain schedules for the customer ledger documents that repeat regularly.
You create a schedule and add one document or multiple documents of the following types to this schedule: Invoice, Debit note, and Credit note.
You can also add documents to an existing schedule or schedules.

Only the documents with the Balanced, Pending print, or Pending email statuses can be scheduled.
Once you assign a document to a schedule, its status changes to Scheduled.

A schedule defines how often and how many times generation of the assigned documents should repeat.
The system uses the original documents as templates to generate similar documents with transaction dates and some other details changed.

In this window, you can also view the details of the active and completed schedules.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Button Description
Run now Initiates the process of running a schedule and generating documents according to the schedule.

Here, you can create a new schedule and edit or delete any of the existing schedules.

Element Description

Schedule ID

The ID of the schedule.

A new schedule gets its unique identifier in accordance with the number series assigned to schedules in the Customer ledger preferences (AR101000) window.
Active A check box that indicates (if selected) that the schedule is active. When the check box is cleared, the schedule cannot be used.

Start date

The start date for the schedule.

Expiration date

A date that, if set, indicates when the schedule expires. This field is unavailable if the Never expire check box is selected.

Never expires

A check box that indicates (if selected) that no expiration date is set.

Execution limit (times)

The maximum number of times the schedule can be executed. This field is unavailable when the No limit option is selected.

No limit

A check box that indicates (if selected) that the schedule should be continued into future financial periods indefinitely; when you select this check box, the Execution limit field becomes unavailable.
Description A description for the schedule.

Last executed

A read-only field that displays the date when the documents were last generated. If no documents have been generated according to the schedule, the box is unavailable.

Next execution

A read-only field that displays the date when the schedule should be executed next, based on the schedule parameters.

Executed (times)

A read-only field whose value shows how many times the schedule was executed or how many times the documents were generated.

A 0 here indicates that the schedule has not been executed yet and no documents have been generated.

Schedule type

The frequency at which documents should be generated. Click one of the following option buttons, which are described in detail in the next sections:
  • Daily: The documents should be generated daily or every x days.
  • Weekly: The documents should be generated once a week or once every x weeks.
  • Monthly: The documents should be generated once per month or once every x months.
  • By financial period: The documents will be generated only once per financial period or once every x financial periods.

Select the schedule type, and enter the settings specific to the type in the corresponding section (described below).
Element Description

Every

An integer that specifies the time period (in days) when the document is generated.
For example: 1 means every day and 2 means every other day, starting on the Start date
Element Description

Every

An integer that specifies the time period (in weeks) when the document is generated.
You can also select the day of the week when the document is generated.
Element Description

Every

An integer that specifies the time period (in months) for document generation.

For example: A 3 here would generate documents every three months.

For this schedule type, you should enter an integer and select one of the option buttons below this field.

On day

An option button that you select if you want to select a particular day of the month.

If you select this button, you should select the day of the month for the invoice in the adjacent field.

On the

An option button that you can select if you want to select a particular day of the week within the month.

If you select this button, you should also select the ordinal number in the left field that specifies the week in the month, and the day of the week in the right field.
For example: 2nd Thursday.
Element Description

Every

An integer that specifies the interval for document generation, measured in financial periods.

In addition to selecting this integer, you should select one of the following option buttons, which determine when documents should be generated.

Start of the financial period

An option button that sets the start date of the financial period as the day when documents should be generated.

End of period

An option button that sets the end date of the financial period as the day when documents should be generated.

Fixed day of the period

An option button that you use if documents should be generated on a particular day of the financial period.

If you select this button, select the particular day in the field.

On the Document list tab, you can assign one document or multiple documents to the schedule.
You can select documents from the list of those with a status of Balanced. Other columns in the row display the selected document's details.

Column Description
Type The type of the customer ledger document. Documents of the following types may be scheduled: Invoice, Debit note, and Credit note.

Ref. no.

The ID number of the original document, which is used as a template to generate documents. Other columns in the row are read-only and display the details of the original document.

Customer

The ID of the customer whose document is being scheduled.

Customer name

The customer's name.

Date

The date of the transactions.

Post period

The financial period to which the document transactions should be posted.

Amount

The amount of the original document.
Currency The currency used for the document.

Invoice text

The user-defined description of the document.

This tab contains a table showing the documents that have been generated as a result of this schedule being run.

Column Description
Type The document type, which can be one of the following: Invoice, Debit note, and Credit note.

Ref. no.

The reference number of the generated document.

Customer

The customer whose document was scheduled.

Customer name

The customer's name, as it appears on the documents.
Status The status of the generated document.

Date

The date of the transactions.

Post period

The financial period to which the generated transactions should be posted.

Amount

The amount of the generated document.
Currency The currency used for the document.

Invoice text

The description of the document.

Related concepts

About schedules for recurring documents

Process customer ledger documents - overview

About invoice processing flow

Related tasks

Generate recurring transactions

Generate recurring documents

Schedule recurring documents

Create an invoice

Related windows

Generate recurring transactions (AR504000)