Set up Recurring Invoices

Use this dialog to set up and define details of the invoices that Time generates on a regular basis.

Code

In the Code field, type in an identifying code or click the New button. The code is up to ten characters and can be alphanumeric, for example TAX1 for a recurring tax charge.

Time will ask you to verify the new recurring setup so that you don't inadvertently duplicate them.

To modify an existing recurring code, type or select the code.

Use the scroll buttons (|<, <, >, >|) to view information for the first, previous, next or last recurring charge in the list.

New

Click this button to add a recurring invoice setup to the list.

Delete

To delete a recurring invoice setup, select it from format pop-up list and then click Delete. Note that all client entries for the recurring invoice setup code are deleted with it.

Description

Enter a description of up to 50 characters for this recurring invoice setup.

To enter an extended description of the recurring invoice setup, click the Memo button.

Invoice Details

Invoice Type

Select the type of invoice this is, a Miscellaneous or WIP invoice.

Amount

Select one of the following two options for specifying the amount of this recurring invoice type, when generated. Taxes are automatically calculated if taxes were specified for use in the Company Profile.

Recurring Code

Select this option to specify a static amount for the selected clients. This can be changed at any time as fees change.

Client selected

Select this option to specify amounts on a per client basis for the selected clients. Use the "Set Amount" button to specify amounts for each of the selected clients.

GL Account No

Select the account number to which to post this amount.

Billing Format

Select a code for the recurring invoice setup. Click $images\list2_shg.gif$ to display a list of billing codes from which to choose.

To create a new billing code without leaving the Recurring Invoice Setup dialog, click the Billing Format button.

Project

Select the project code associated with this invoice setup. Click $images\list2_shg.gif$ to display a list of available project IDs.

Note that this and the Subproject field are available only if the use of projects or sub projects has been activated in the Company Profile and that the label may vary depending upon the wording chosen in the Company Profile Terminology tab.

Subproject

In Time, you can view and invoice setup by specific subproject. Select the applicable subproject code. Click $images\list2_shg.gif$ to display a list of subproject numbers for the project selected.

Invoice Style

Select the style of CaseView invoice to use.

The Detailed Invoice is the invoice that has all the information used on an invoice but allows little customization. It includes subtotaling which the other invoice style does not.

The Basic Invoice allows customization of formulas and the use of knowledge libraries to store standard wording.

Pattern

Select the frequency of the recurrence.

If you select	Note
Bi-weekly	Invoices are dated on the same day of the week, once every two weeks.
Period	Invoices are dated on the selected weekday closest to the last day of each financial period. The financial period is defined in the Company Profile. For example, if a file uses 13 four-week periods per year, the invoices will be processed once every four weeks, on the selected day of the week.
Quarterly	Invoices created once every three months and dated on the selected weekday closest to the last day of the quarter year.
Semi-annually	Invoices created once every six months and dated on the selected weekday closest to the last day of the half-year.
Semi-monthly	Invoices created twice per month and dated on the 15th and the last day of the month.
Weekly	Invoices are created weekly on the selected day.
Yearly	Invoices are created once per year and dated on the selected weekday closest to the last day of the process period. Specify the "Process Period", the period in which the recurring invoice setup is to be generated (1-13). For example, if you select period 6 and that coincides to June and the day of the week is Tuesday, the invoice will be created and dated for the last Tuesday of each June.

Process

The process date options are dependent on the Pattern type you choose. The following table describes the set of options available per Pattern type:

Bi-weekly	Select the 'Process Day' for invoices that are processed once every two weeks. Invoices are dated on the day of the week you specify.
Period	Select a relative day or week with respect to your financial period. The financial period defined in the Company Profile is used to determine the desired day based on the option you choose. Invoices are dated according to one of the following options: First day: The starting day of your financial period. Last day: The ending day of your financial period. Day in the first week of the period: The day of the week you define for the starting week of your financial period. Day in the last week of the period: The day of the week you define for the ending week of your financial period. Select day: The calendar date you define for your financial period. For example, if a file uses 13 four-week periods per year, invoices are processed once every four weeks, on the selected calendar date.
Quarterly	Select a relative day or week with respect to a three month period. Invoices are processed once every three months and are dated according to one of the following options: First day: The starting day of your three month period. Last day: The ending day of your three month period. Day in the first week of the period: The day of the week you define for the starting week of your three month period. Day in the last week of the period: The day of the week you define for the ending week of your three month period.
Semi-annually	Select a relative day or week with respect to a six month period. Invoices are processed twice a year and are dated according to one of the following options: First day: The starting day of your six month period. Last day: The ending day of your six month period. Day in the first week of the period: The day of the week you define for the starting week of your six month period. Day in the last week of the period: The day of the week you define for the ending week of your six month period.
Semi-monthly	Select two calendar days in a month for invoices that are processed twice a month. Invoices are processed and dated according to one of the following options: 1st and 15th: The first and fifteenth day of any month 15th and last day: The fifteenth and last day of any month. Specify days: The specified two calendar days of any month.
Weekly	Select the 'Process Day' for invoices that are processed once a week. Invoices are dated on the day of week you specify.
Yearly	Specify the "Period" (1-13) for invoices that are processed once a year. Invoices are dated according to one of the following options: First day: The starting day of the Period you specified. For example, if you selected 6 and this period coincides with June, then the invoice is dated for the first day of June. Last day: The ending day of the Period you specified. Day in the first week of the period: The day of the week you define for the starting week of the Period you specify. Day in the last week of the period: The day of the week you define for the ending week of the Period you specify.

Dates

Select options to specify the start and end of the recurrence period.

Start Date

Specify the date of the first of these recurring invoices. This is set by default to the current period start date.Then select an end date for processing this recurring invoice type.

Select this	In order to
No End Date	Have the invoice generated regularly until further notice.
End By	Input a specific end date. If selected, enter an ending date in the Date field. The date cannot be earlier than period-end date.
Firm Year End	Stop the generation of this type of recurring invoice on the firm's year end date.

Clients

In the Clients window is a list of all clients. Select the clients affected by this recurring invoice type.

To include clients, select the client in the left window and then click the right arrow button.
Hold down the CTRL key to select multiple clients, particularly when they are not consecutive.
Hold down the Shift key to select a block of clients.
Use the Select All and Deselect All to build or reduce the list quickly, especially when the client list is long.
To remove clients from the recipients list, select the client (s) in the right window and then click the left arrow button.

Filter (button)

Click the Filter button to refine your list of clients. You can filter your list based on various client properties. See Client Filter for more information.

Set Amount

Click this button to specify different invoice amounts for the selected clients. From the Recurring invoice amount dialog enter an amount in the "Amount" column for the selected clients.

This button is grayed out if you selected the option "Recurring code" for amounts.