Recurring invoices and schedules

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 Leverantörsfakturor (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 Återkommande transaktioner (AP203500) window.

You can only schedule documents with the Balanced status.

A schedule defines how many times and how often specific documents should be generated.
For each schedule, in the Återkommande transaktioner (AP203500) window, you can specify a fixed number of times the schedule should be repeated (by specifying a required number in the Execution limit (times) field), or you can permit 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 one document or multiple documents to a schedule. Once a document is assigned to a schedule, its status changes to Scheduled.

To make the tracking of documents easier for users and to facilitate auditing, you can attach to each schedule the scanned documents or electronic versions of the documents that are the basis for the schedule you have created. To attach a file to the schedule, you perform the following steps in the Återkommande transaktioner (AP203500) window:

1. In the Schedule ID field, select the schedule by its ID.
2. In the window title bar, click Files. This opens the Files dialog box.
3. In the dialog box, click Add file in the table title bar. This brings up the Upload file dialog box.
4. 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.

If multiple unrelated documents are assigned to the same schedule, on the Document list tab of the window, for each document in the table, click the staple icon (at the beginning of the row) to attach a file or multiple files explaining why this invoice is generated periodically.

To generate documents in accordance with the schedule, run the schedule periodically by using the Kör återkommande transaktioner (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 Leverantörsreskontra (AP101000) window.

• VAT rate: If a VAT is 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 Leverantörsfakturor (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.
The system determines whether it should generate documents depending on the current date, the schedule's start and expiration dates, 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 Återkommande transaktioner (AP203500) window.
Thus, 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.

For example, you schedule a document to be generated weekly each Tuesday an unlimited number of times.
If you run the schedule every week on Wednesday, one document will be generated each time. If you run this schedule every day, the documents will be created only on Tuesdays.
If you want to run this schedule only on the last Wednesday of each month, run it four times to generate one document each time.

The documents generated by the schedule have the Balanced status, and you can release or post them as any other documents.
You can change the transactions' amounts, if needed. To view and edit a particular document, use the Leverantörsfakturor (AP301000) window.
If you make any corrections, you can release the invoice only if its status remains Balanced. You release the document or approve it for payment as you do for any other document.

You can edit the template document (that is, the document with the Scheduled status) any time.

On the next schedule run, the system will use the modified version for generating documents.

Also, you can remove a scheduled document from the table on the Document list tab of the Återkommande transaktioner (AP203500) window by clicking Delete row in the table toolbar.
The system changes the status of the document to Voided and does not use the document any more for generating documents.