Accessing the Miscellaneous Billing Recurring Form
To access the Miscellaneous Billing Recurring form:
- Launch Govern.
- Open a Profile that contains Miscellaneous Billing.
- Select the Miscellaneous Billing form.
- Select the Account tab.
- Perform a search and select the required account.
- Select the Recurring Invoice tab.
- Click Save.
There are two ways to create a recurring miscellaneous billing invoice:
Manually: Click New and complete the parameters on the form.
Automatically: Click Duplicate to create a recurring Invoice from an existing invoice. Complete and / or modify the data entry fields as required.
Miscellaneous Billing Recurring Invoice Fields
Recurring Code
Select a code from the Recurring Code drop-down list.
The recurring code is associated with a schedule on the Recurring Batch Code form in GNA. The invoice is sent out according to the schedule when the Miscellaneous Billing Recurring Posting batch process is run.
Issuing Department
Select the department that is responsible for the invoice from the drop-down list.
Reference
Enter a reference for the recurring batch invoice. This is used as a description for the invoice.
Effective Dates
Click the drop-down arrows in the From and To date fields to enter a range of dates.. The invoice remains effective during the selected dates. The recurring invoice will be effective starting at the FROM date and inactive on the TO Date (to validate)
Adding an Item
You add items to the recurring invoice in the same way that you add them to the one-time invoice. As with the latter, items can be predefined.
To add an item:
- Click the Add button.
- Complete the following fields.
Item
Select an item from the drop-down list under Item.
Only the items that are associated with the selected category are displayed in the list. If you want to add items from another category, you need to create another invoice. This is a required field.
Description
Add a description to make the invoice meaningful for the client.
Amount
Enter the cost of the item in the Amount field.
When you enter an amount:
- The sales taxes are automatically calculated and displayed under Sales Tax 1 and Sales Tax 2, accordingly.
- The total (Amount + Sales Tax) is automatically calculated and displayed under Subtotal.
- All amounts in the Sales Tax 1 column are added together and total is displayed at the bottom of the form.
- All amounts in the Sales Tax 2 column are added together and the total is displayed at the bottom of the form.
- All amounts in the Subtotal column are added together and the total is displayed at the bottom of the form.
Unit
By default 1 is displayed in this column. Override this field to bill more than one of the selected item.
Sales Tax 1
This column displays the amount calculated for Sales Tax 1. This is based on the amount of the item and the sales tax method defined in GNA.
The total for Sales Tax 1 is displayed at the bottom of the form.
Sales Tax 2
This column displays the amount calculated for Sales Tax 2. This is based on the amount and the sales tax method defined in GNA.
The total for Sales Tax 2 is displayed at the bottom of the form.
Subtotal
This column displays the total for the first item or items. It is calculated as: (Amount * Unit) + Sales Tax 1 + Sales Tax 2 )
Total
The Total is displayed at the bottom of the column.
Adding Recurring Invoices from Existing Invoices
It is possible to copy a regular invoice to a recurring invoice.
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