Schedule recurring documents

You use the Recurring transactions (AR203500) window to create a schedule and add a template document or documents to this schedule.

Before you start

Create a document (or multiple documents if they should be generated according to the same schedule) by using the Sales invoices (AR301000) window.
Save each document with the Balanced status. Do not release it.

The documents of the following types Invoice, Debit note, and Credit note, and with the following statuses Balanced, Pending print or Pending email can be added as the template documents to a schedule.

If you want to use a document that is already closed, copy and paste it to a new document.

1. Go to the Recurring transactions (AP203500) window.
2. In The top part, in the Description field, add a description of the schedule.
3. In the Start date field, select the start date for the schedule. By default, the current date is selected.
4. Place limitations on the schedule execution in one of the following ways:
   • In the Expiration date field, enter the date when the schedule expires, or select the Never expires check box.
   • In the Execution limit (times) field, enter the maximum number of times the schedule should be executed, or select the No limit check box.
5. Specify how often the document should be generated:
   • To generate the document daily or every x days, do the following:
     1. In the Schedule type section, select Daily.
     2. In the Every day(s) field of the Daily section, type an integer to specify the number of days between document generation.
        For example: To generate a document every day, enter 1, and to generate a document every other day, enter 2.
   • To generate the document weekly or every x weeks, do the following:
     1. In the Schedule type section, select Weekly.
     2. In the Every week(s) field of the Weekly section, type an integer to specify the number of weeks between document generation.
     3. Select the appropriate check box or check boxes in the Weekly group of elements to specify the day or days of the week when the documents should be generated.
   • To generate the document monthly or every x months, do the following:
     1. In the Schedule type section, select Monthly.
     2. In the Every month(s) field of the Monthly section, enter an integer to specify the number of months between document generation.
     3. Select when the document should be generated: either the day of the month or the week in the month and day of the week (such as the first Monday of the month).
   • To generate the document every x financial periods, do the following:
     1. In the Schedule type section of the top part, select By financial period.
     2. In the Every period(s) field, type an integer to specify the frequency of document generation by financial period.
     3. Specify whether the document should be generated on the first day of the financial period, the last day of the financial period, or a specific day of the period.
6. Make sure the Active check box is selected for the schedule.
7. In the window toolbar, click .
8. Optional: For user reference, attach a scanned copy or electronic version of the document on which this schedule is based. To do this, drag the file from the folder on your computer and drop it in the top part.
9. On the Document list tab, repeat the following steps for each document you want to add:
   1. Click Add row in the table toolbar.
   2. In the Type column, select the type of a document to be added.
   3. In the Reference no column, select the document by its reference number.
   4. Optional: To attach an electronic version of the related document or a scanned image of it, click , and select and upload the document.
10. In the window toolbar, click .