Field descriptions: Recurring invoices

Customer

The customer is the person to receive the invoice. You can either select a customer from the dropdown list or enter the name of the customer for the invoice. For customers you invoice repeatedly, it's best to enter them into the system.

Bill-to contact

When you first create the invoice, Intacct uses customer information to populate this field. The address associated with the Bill-to contact is used as the address for the invoice. If you return to this page to edit it and the information for that contact has changed, you can select the Get latest information checkbox.

Ship-to contact

When you first create the invoice, Intacct uses customer information to populate this field. If you return to this page to edit it and the information for that contact has changed, you can select the Get latest information checkbox.

Customer message

Enter any message you want to appear on the customer's invoice.

Invoice sequence number

Each occurrence of this invoice will get an incremented number from a sequence type defined in Document numbering on the company setup. This number prints on the check remittance stub, but not on the check itself.

Reference number

This is a number such as a purchase order or account number that may be useful in searches or reports on this invoice.

Description

Enter information that you want stored with this invoice. This information prints on the Customer Ledger report

Invoice sequence number

Each occurrence of this invoice will get an incremented number from a sequence type defined in Document numbering on the company setup. This number prints on the check remittance stub, but not on the check itself.

Contract ID

Often, recurring invoices are the result of an on-going contract.

Contract description

Use this field to enter optional information about a contract. This information does not appear on the invoice.

Contact tax group

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the contact tax group to which the Ship to contact belongs. If the Ship to contact hasn't been associated with a contact tax group, the field is blank.

Learn more about entering taxable transactions.

Tax ID

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the tax ID for the Ship to contact. If the Ship to contact doesn't have a tax number specified, the field is blank.

Learn more about entering taxable transactions.

Transaction has tax implications

This field only appears for companies that are enabled for multiple tax jurisdictions in the Taxes application. It appears at the top-level only.

Select this checkbox to add taxes for this transaction. Then select your Tax solution.

Learn more about entering taxable transactions.

Tax solution

This field only appears if Transaction has tax implications is selected.

Select the tax solution you want to use to calculate and capture taxes on this transaction.

Learn more about entering taxable transactions.

Payment terms

The system uses terms selected here to calculate due date, discounts, and penalties associated with this invoice. To add term values, select Add.

Allocation

You can assign a transaction allocation template to the recurring invoice. What you select here appears as the default for each line item. However, you can override the allocation on a line-by-line basis.

Attachments

Select an attachment (can include multiple files) to add to this transaction. You can attach any type of file to the transaction, including scanned images, spreadsheets or word-processor documents. Attached files are uploaded to your company for permanent, safe storage. Learn more about who can add attachments.

Status

Options are Active or Inactive. Set this field to Inactive to suspend the automatic processing of a recurring bill.

Transaction currency

If your company uses multi-currency transactions, you can select the currency for this bill. To add a currency to your system, see Managing transaction currencies.

Exchange rate type

If your company uses custom exchange rate types, the Exchange rate type dropdown list contains choices for them, where one may also be a default. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company has not defined any custom exchange rate types, you can use the Intacct Daily Rate.

Exchange rate

You may override the default exchange rate. For example, if the system administrator has not yet entered the rate for today, rather than letting the system default to the last rate entered, you can enter it directly into this field.

Project, Vendor, Employee, Item, or Class

If Accounts Receivable is configured to use the Project, Vendor, Employee, Item or Class dimensions, fields are displayed for each dimension that is configured.

Use the fields to associate a default value for the dimension with the recurring invoice. What you select here appears as the default for each line item. However, you can override the value on a line-by-line basis.

GL account / Account label

To determine to which account the system assigns the item, select the appropriate account. To create a new account, see Accounts.

Amount

Actual amount of the transaction for this item. If you have enabled multi-currency, the system displays Txn Amount and Base Amount instead.

Rev rec

If your company has enabled Revenue Recognition, and you want to defer the revenue from this line and recognize portions of it as income over time, select the Add or View link to display the Revenue Recognition Details window.

Allocation

If your company has created transaction allocations for assigning portions of the invoice, select the Allocation dropdown, and choose the type of transaction allocation.

Multiple taxes on line

This field only applies to companies subscribed to the Taxes application.

Select to enter a line item where you need to apply multiple taxes, such as to partially reclaim input tax or enter a reverse charge. Learn more about entering a reverse charge.

This checkbox appears in the following circumstances:

• The tax solution is United Kingdom VAT.
• The tax solution is Australia GST or custom VAT, and the option for Multiple taxes per line is selected for the tax solution (Tax solution information page). Additional setup of tax details, tax schedules, and tax schedule maps may also be required.

Tax detail

This field only applies to companies subscribed to the Taxes application.

Select the appropriate tax category for the line item. The system applies the percent rate that is defined for the tax detail to calculate the amount of tax. If you assigned a default tax schedule to the contact, the applicable tax details fill in automatically after you enter the transaction amount.

Learn more about entering taxable transactions.

Memo

The memo provides information regarding this item that may be of use in the future.

Department

Where multiple departments exist, set the department to which you want the system to assign the item.

Location

Where multiple locations exist, set the location to which you want the system to assign the expense. In the case of multi-entity structures of companies that also use multiple base currencies, a location is required.

Project

If there are boxes for one or more reporting dimensions–such as project, customer, or vendor– select the arrow for the dimension you want, and from the list choose the dimension.

Refresh

Selecting Refresh resets the number of line items to the number that you enter in Rows.

Rows

Indicates the number of line item rows that you want on this bill. After you reset it, you need to select Refresh to activate the change.

Payment method

The manner in which the customer makes a payment. Depending on your company's configuration, options are:

• None: allows Intacct to process the invoice through your normal accounts receivable collection cycle.
• Check
• Credit card
• Record transfer
• Cash
• Online ACH debit*
• Online credit card*

* These options display if your company is subscribed to Payment Services.

Card type

If Payment method = Credit card, use the dropdown list to select the type of credit card used for the payment.

Account type

Use the dropdown list to select the type of account to which the payment will be deposited. Options are:

• Bank
• Undeposited funds account

Learn more about undeposited funds accounts.

Pay in full

Select Pay in full when the payment amount equals the invoice amount. When you select Pay in full:

• Intacct does not apply term discounts or available credits.

• Intacct automatically posts full payment when it generates the invoice. If the payment attempt is successful, the payment status changes to "Paid."

Payment amount

This field appears when the Pay in full checkbox is cleared. Enter a value for the partial payment amount (a number that's greater than 0 but less than the full invoice amount). When you enter a partial payment amount:

• Intacct does not apply term discounts or available credits.

• Intacct posts partial payment when it generates the invoice. If the payment attempt is successful, the invoice payment status changes to "Partially paid."

Credit card

If Payment method = Online credit card, enter the credit card number the customer used for the online credit card payment.

Customer bank account

If Payment method = Online ACH debit, enter the bank account the customer used for the online payment.

Account type

Use the dropdown list to select the type of account to which the payment will be deposited. Options are:

• Bank
• Undeposited funds account

Learn more about undeposited funds accounts.

Bank account

If Account type = Bank, use the dropdown list to select the bank account to which the payment will be deposited.

Undeposited funds account

If Account type = Undeposited funds account, use the dropdown list to select the undeposited funds account to which the payment will be deposited. This field is required if Account type = Undeposited funds account.

Start date

The date you want the invoice to start.

Next execution date

The next posting date. This date changes as time passes.

Execution count

The number of postings that occurred since the first occurrence.

Repeats

The frequency with which the invoice recurs.

Options are:

• None: the schedule will only run one time. None is useful if you are setting up an invoice that might recur later, but you want to run in only once for now. For example, your customer might be trying out a new service on a 30-day trial. After the trial, you can change the schedule or delete the recurring invoice.

• Days, Weeks, Months, or Years: to have the invoice run at regular intervals, enter the number of intervals in the adjacent text box. For example, if you have an invoice that's paid once a quarter, select Months and type 3.

  If you set an invoice to repeat in months, you can set the schedule to repeat at the End of the Month regardless of the start date. Otherwise, the invoice will generate on the same day of the month as the start date.

Every

The interval at which the invoice recurs.

• Enter the interval at which the invoice recurs, based on the frequency you set (days, weeks, years).

Ends

The time when the invoice stops recurring. Options are:

• Never: the recurring schedule runs perpetually.
• After a number of occurrences: the number of times you want the invoice to recur. Enter a number in the text entry box next to this field.
• End date: use the calendar tool to select the date after which the invoice will no longer occur.