Sage Pastel • Scheduled Invoices for scheduling weekly, monthly or annually invoices in one go

Sage Pastel • Scheduled Invoices for scheduling weekly, monthly or annually invoices in one go

Scheduled Invoices weekly, monthly or annually

DOWNLOAD Scheduled Invoices PDF

Pastel Scheduled Invoices

Pastel Partner now includes Scheduled Invoices, which will allow you to create invoices you can use to bill customers for goods and services at certain intervals, for example weekly, monthly and so on.

Follow the steps below:

Step 1: Create a recurring invoice

The first step is to create the invoice template you will use to bill your customers.

  • Go to Process... Customers. The Process Customer screen will appear.
  • On the Document Type dropdown menu, select Recurring Tax Invoice.
  • Select a Customer.

The customer selected here is irrelevant, as you will later select customers link to this invoice.

Process an invoice as you usually would, selecting the items or services you would like to bill
Once you have created the invoice, click Next Document and close the invoice screen.

Step 2: Create the Schedule

The next step is to create the schedule that the invoice will run on.
To do this, follow the steps below:

  • Go to Edit... Scheduled Invoicing... Schedules
  • The Edit Schedules screen will display
  • Click on New
  • The Edit Schedule Screen will display
  • Enter a Description for the Schedule
  • In the Recurring Invoice field, click on the Zoom button.

It is the little magnifying glass button at the end of the field. The Recurring Invoice Zoom screen will display.

This will list all recurring invoices as created in your company.

Select the Recurring Invoice you would like to use for the Schedule by clicking on the Invoice Number Line.
The line will turn green.

Once you have made your selection, click the OK button at the Top Left hand side of the screen.
You will return to the Edit Schedule screen.

Next, you will select the Schedule to be used.
In the Schedule Section, select whether the Invoice should be created Weekly, Monthly or Annually.
Depending on your selection, you will have different options available to you.

Weekly, Monthly or Annually Selected

Once you have made your selections, click the Save and Exit button.
This will take you back to the Edit Schedules screen, with the new Schedule now displayed.

  • Click on the Close button.

Step 3: Linking Customers:

The next step is to link customers to the Schedule that you have created.
Follow the steps below to set this up.

  • Go to Edit... Scheduled Invoicing... Link Customers.
  • The Link Scheduled Invoices to Multiple Customers Screen will display.
  • Start by selecting the Scheduled Invoice created in Step 1
  • In the First Invoice Date field, enter the date that the Invoice should run at.
  • In the Reference field, enter a Reference number if you would like to.

This will be used as the reference on the customer invoice created.

  • Sales Code: If the customer has a sales Code linked to his account, you can leave the option.

Use Customer’s Sales code if any selected.
If need be, you can select a different sales code by clicking on the dropdown menu and selecting the relevant sales code.

Next, you will select the customers you want to add to this scheduled Invoice in the Scheduled Customers section of the screen.

This is done by clicking on the Selected checkbox at the end of the customer name.
Once you have made your selections, click on the Linnk Schedules to Customer(s) button.

A confirmation screen will pop up. This will indicate the amount of customers you are linking to a specific schedule. If you are happy with the changes, click Yes.

  • If you wish to make changes, click the No button

Step 4: Processing Scheduled Invoices:

The next step would be to generate invoices.

To do this, follow the steps below.

  • Start by selecting the Scheduled Invoice created in Step 1
  • In the First Invoice Date field, enter the date that the Invoice should run at.
  • In the Reference field, enter a Reference number if you would like to.
  • This will be used as the reference on the customer invoice created.
  • Sales Code: If the customer has a sales Code linked to his account, you can leave the option.
  • Use Customer’s Sales code if any selected.

If need be, you can select a different sales code by clicking on the dropdown menu and selecting the relevant sales code.

Next, you will select the customers you want to add to this scheduled Invoice in the Scheduled Customers section of the screen.
This is done by clicking on the Selected checkbox at the end of the customer name.

  • Once you have made your selections, click on the Link Schedules to Customer(s) button.
    A confirmation screen will pop up.

This will indicate the amount of customers you are linking to a specific schedule.
If you are happy with the changes, click Yes.
If you wish to make changes, click the No button.

Step 5: Processing the Scheduled Invoices:

The next step would be to generate invoices.
To do this, follow the steps below.

  • Select the Scheduled Invoices you want to create.

You can select all customers, or select only certain customers by unchecking the Selected box at the end of each line.

  • Once you have made your selections, click the Create Invoices button
  • Click Yes in the Create Invoices popup screen if you are happy with the selections made. If you want to make changes or recheck your work, please click the No button to return to the Create Scheduled Invoices screen.

Once you click yes, you will be taken to the Copy Recurring Assistant.

This is the usual assistant you will encounter when creating recurring invoices.

Please read the information regarding Negative Quantities, make the relevant selection for you and click the Next button.

  • The Update Selling Prices screen will appear. Please read the information presented on screen.
  • Select Update Selling Prices if you wish the system to update selling prices.
  • Otherwise leave it as is and click Next.
  • On the Confirm Operation screen, select Process to have the system create your invoices for you.
  • Otherwise click Cancel to leave the assistant, or Back to make changes.

Comment ( 1 )

  • Nicky

    Good day. I’ve created a recurring invoice under school fees category. I’ve pressed done and the pop-up said, creating 960 invoices. Correct.
    But, I wanted to create again school fees under hostel category and when pressing done it also creates 960 invoices, incorrect, because I don’t have that many children under my hostel category.
    Is this actually correct or must I create a different invoice mode for hostel.

Give a comment

Thanks, please reply using the email I have supplied.

This site uses Akismet to reduce spam. Learn how your comment data is processed.

s2Member®