The Sales Order Processing module offers you the ability to create quotes, backorders, orders, returns, and invoices with business processes ranging from simple to complex. Many organizations, such as Healthcare, need to generate billing for pre-scheduled sales such as subscriptions or monthly services. Instead of manually entering a fresh order/invoice each month, consider streamlining the activity by setting up a repeating order in GP. These orders can be set to repeat a given number of times and at any frequency such as 12 times at monthly intervals. Once the order has been entered, the user simply transfers it to invoice whenever it is time to bill, then processes the resulting invoice according to standard business procedures. The original order stays in the work files instead of moving to history. Its document date is automatically incremented to the next interval which prepares it for the next billing event.
For example, if a customer is billed once a month for a service fee, enter the order with the next month’s billing date e.g. January 1, 2014. When the order is transferred to invoice on January 1, 2014, the invoice will be ready to email/print and post. The order itself stays available but now shows a date of February 1, 2014. On February 1, the order can again be transferred to invoice without any additional data entry.
Sales Order Processing Setup
In order to create easily managed recurring orders, first create one or more Order IDs in Sales Order Setup. Go to Sales>>Setup>>Sales Order Processing. Click the Sales Document Setup button on the bottom left of the window and select Order from the drop down list. In the Sales Order Setup window identify the Order ID, numbering sequence and other standard setup options. Be sure to select checkbox “Allow Repeating Documents” in the middle Options section.
Enter the order in Sales Transaction Entry
Go to Sales>>Transactions>>Sales Transaction Entry. Select the type as Order and use the Type ID field to look up the Order ID created in the Setup. Once you have selected a Type ID that allows repeating documents, continue entering the order as you would like it to appear for a single instance of billing. Select the appropriate Customer ID, Customer PO Number and enter the line items with the quantity and unit price that should appear on one invoice.
Enter the repeating parameters in Sales Document Detail Entry
Once the order has been entered, go into the Sales Document Detail Entry window by clicking on the blue arrow to the right of the Document No. field. Select the checkbox “Repeating” and enter how many times the order can be transferred to invoice and the Frequency. The Frequency field has a drop down box that offers many standard time frames such as Weekly, Monthly and Quarterly but it can also be set to a customized number of days by selecting “Miscellaneous” and entering the Days to Increment.
Finally, indicate the Type ID of the Invoice this order should transfer to and if desired a Batch ID for the invoice. If your business process includes Backorders, set those values as appropriate.
Ideas for easy management
Group orders that have the same frequency and billing date together into one batch. This may result in multiple batches but it can make the transfer to invoice much cleaner. By doing this, you can simply access the Batch ID holding the orders which need to be billed together (e.g. on the first of the month) and transfer the entire batch to invoice. All orders in the batch reset themselves to the first of the next month and all invoices can be emailed/printed and posted.
Alternatively, you may want to set the repeating Order ID numbering convention so that it isolates the recurring billing from standard order to invoice activity. This would allow you to save a favorite list in the Sales Order Transactions navigation list for repeating orders with today’s date. These could be selected as a group then transferred to invoice all at once.
If you have a large volume and/or highly complex transactions, consider pointing the resulting invoices to a separate batch as well (in Sales Document Detail Entry). This further segregates the recurring transactions.
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