Recurring Sales Invoices | Batch Create or Update

21

Please explain what you mean by this. Illustrate with screen shots.

22

Let me add some briefing, we have to charge monthly tuition fee to students therefore it is important to distinguish ticket items with month name [MMM]. However, this is the standard fee applied to all students.

We understand that there could be two approaches,

  1. To create monthly fee as separate ticket item
  2. To create universal item and change the description every month

As there are a lots of invoices therefore reoccurring invoices was suggested and we opt the same. Option 1 is very lengthy and manual. Option 2 seems efficient so we proceed with the same.

Now, you can refer to screen shot for your reference. Pre-defined services are created as non-inventory and added a description.
image

Details on reoccurring sales invoice
image

Change description on change of month.
image

However, when Sale Invoices are created through Batch Create TFOCT-2021 should be added to new Sales Invoices created in Oct. Unfortunately, description shows previous description which was selected while creating Reoccurring Sale Invoice. It is requested that once a Batch Create is processed it should call the updated description from the item.

23

@Rajwani, you are giving the program credit for intelligence it does not have. A description for a non-inventory item will be used wherever that non-inventory item is used. If you change the description in the non-inventory itemā€™s definition, it will be changed when that non-inventory item is referenced in a new situation. If you do not, it will not.

However, when you create a recurring sales invoice, you are no longer calling the non-inventory item from scratch. You already did that when you created the template of the recurring sales invoice. So the description that is there, whether from the default definition at the time or some edited description you put in, will remain. The new description that you substituted in the non-inventory itemā€™s definition will only be used if you generate a new recurring sales invoice, in other words, if you create a new template for future invoices.

I think you are trying to put too much detail into your documents. If you include a line item on a sales invoice for a non-inventory item named ā€œStandard Monthly Tuition Fee,ā€ and that sales invoice is dated in October, do you really need to also include the month in the line item description? Can you not rely on the date of the sales invoice to indicate that the fee applies for October? Or perhaps you need to name the non-inventory item as ā€œUpcoming Month Tuition Feeā€ or something similar. That gets you away from having to edit either non-inventory item definitions or recurring sales invoices every single month. Your current practices just make unnecessary work.

24

I can understand it. But I hope there could be a way to add a layer to refresh descriptions while Batch Operation is process. Programmer would be able to add insight comments.

This does not suffive as there are other additional ticket items charged on installmet such as annaul fee etc. However, we need a report for each ticket item like monthly tuition fee and other fee items which we are trying to obtain using Sales report and Custom Reports by filtering these description.

We are re-assessing existing processes and trying to automate the system by following Managerā€™s built-in as max. as possible; we are hopefull with your guidance we would be able to eradicate unnecessary work and opt efficient processes!