Create a recurring AR sales invoice

Recurring AR sales invoices are AR sales invoices that repeat at periods and durations that you define in the recurrence schedule. Intacct respects your company's accounting periods to generate and post transactions based on your defined month end.

Enter AR sales invoice information

1. Go to Accounts Receivable > All > AR sales invoices and select Add (circle) next to Recurring AR sales invoices.

2. Select a Customer.

   The Bill-to and Ship-to fields automatically populate when you select an existing customer. You can override these defaults as needed.

3. Select or add an AR sales invoice sequence number to include an AR sales invoice number.

   You can use the AR sales invoice number to search, sort, and report on AR sales invoices.

4. If this recurring AR sales invoice is part of an ongoing contract, enter the Contract ID for the contract.

   To include a description of the contract, enter the information in Contract description.

Enter transaction details

1. Select or add a Payment term for the recurring AR sales invoice.

2. To assign a transaction allocations template, select Allocation, then select the appropriate template.

3. Add an Attachment to store a digital version of a supporting document.

Enter currency information

1. Select a Transaction currency.

2. If the transaction currency is not your company's base currency, select an Exchange rate type.

   See Exchange rate types for information.

3. Enter an Exchange rate if you know what the exchange rate is for this AR sales invoice or have contracted a set rate with the customer.

   Otherwise, Intacct generates the exchange rate with each AR sales invoice.

Enter line item details

1. Select a GL account or Account label to receive the AR sales invoice.

2. Enter the item amount in Amount.

3. For companies using multiple currencies, enter the Transaction amount, which is the amount in the transaction currency. Intacct then calculates the Base amount in your company's base currency according to the exchange rate listed in the header.

4. Enter a Memo for line items that might need reference information in the future.

5. Select Department and Location dimensions to assign each line item to a specific department or location.

Establish the recurrence schedule

1. Go to the Schedule tab.

   Select a Start date for the first date on which the AR sales invoice will be generated.

2. For Repeat, select the frequency in which the AR sales invoice will recur.

   • Select None to have the AR sales invoice occur only once.

     You might want to select this option if you're setting up an AR sales invoice for an item that might be recurring, like a 30-day trial. Later, you can choose to change the schedule if the service becomes an ongoing expense.

   • Select Days, Weeks, Months, or Years to have the AR sales invoice occur at regular intervals, then enter the number of intervals in the corresponding field.

     For example, if an AR sales invoice occurs every other month, select Months and enter 2. If you select a time period but do not enter a number, Intacct defaults to 1.

     For weeks, months, and years, the AR sales invoice will recur at the next interval on the same date as the start date. For instance, if you set an AR sales invoice to start on the 15th of the month and recur monthly, Intacct generates the AR sales invoice each month on the 15th. To make an AR sales invoice with a monthly interval generate at the end of the month, select End of month.

3. For Ends, select the appropriate termination point for this AR sales invoice.

   • To keep the AR sales invoice perpetually running - select Never.

     This option is common for AR sales invoices like ongoing services that have a set price.

   • To have the AR sales invoice run for a limited number of times - select After _ occurrences and enter the number of times the AR sales invoice will recur.

     This option is often used for debts that are being paid over time. Setting the number of occurrences eliminates the possibility of making payments after the debt is paid off.

   • To have the invoice recur until a specific date - select On _ and enter an end date.

You have two options when you finish entering the AR sales invoice and schedule information: 

• Select Save to save the AR sales invoice and return to the list of AR sales invoices.
• Select Save and new to save the AR sales invoice and add another.