The Recurring Supplier Invoice Module will enable the Managing Agent to set up recurring supplier Invoices that must be paid every month. This powerful addition brings a host of benefits to make the invoicing process smoother and more efficient. 

It will also allow the person responsible to process these payments every month from a designated page where supporting documents (invoices or contracts) can be uploaded and the supplier invoices can be created with the quick click of a button. 

1. Setup Supplier Invoice Template

Navigation: Global Level > Finance > Setup > Recurring Supplier Invoices

On the screen, there will be two tabs displayed. The active tab will display all active recurring invoice templates. Templates that have reached their expiration date, as per the Expiry date setup, will be displayed under the tab labeled "Expired". This is for reference purposes.

In the right-hand corner, there will be a + Add new button, once this button is clicked a pop-up screen will appear to select in which community this Recurring Invoice should be created.

The following screen is where the structure of the recurring invoice will be created. There are two types of recurring invoices.

• Fixed Recurring Type is the most restrictive type of recurring invoice setup - all fields are required during setup, and only the description, our reference, supplier reference, Invoice date, and source document number can be edited. 
• Variable Recurring Type is the most versatile. The amount is not required during setup, and line items can be added upon creation. All fields can be edited except the Supplier selected.

• Recurring Type: Either Fixed or Variable Type

• Supplier Name: Search for the relevant Supplier Name or Code

• Expiry Date: Select the month in which the invoice will expire or be the last month to generate it. (after this date, the template will be moved to the Expired Tab.)
• Invoice Date: Select Generic Dates programmed in or select a Specific day. 

• Our Reference: Best practice would be to use the supplier code hyphenated to the invoice number received, e.g. SUP001- INV001 - this will allow for automated allocation of supplier payments.
• Supplier Reference: the reference that will reflect on the supplier's bank statement.
• Source Document Number: Invoice number on the Supplier invoice

• Additional Requirements: These are optional, if any 1, 2, or all are selected it will become a requirement when creating invoices from this template.

• Source Document Number: This is the Invoice Number on the Supplier Invoice, if this option is selected each time an Invoice is created it will be required for that field to be completed.
• Source Document File: Each time an invoice is created an invoice must be uploaded as a requirement.
• Additional File: This normally refers to any additional documents to be uploaded for compliance on internal purposes based on the type of invoice being created.

Attachments: These documents will normally be service agreements which will be the source document and/or trustee resolution which authorizes the payment which will be the additional document. Whatever documents are uploaded here will by default be linked to any new invoice created.

Automatic Authorisation: If this tickbox is ticked all invoices generated in this recurring series will be authorized automatically on creation, on the Supplier payment Authorisation page, with the display "Recurring Invoice: Automatic Authorisation". If this tickbox is not ticked, the supplier invoice will on creation be subject to the community authorization setup.

Choose the relevant Account/Ledger, and add a Description and the Amount. If more lines are needed, simply click on Add item. The total will appear.

Once save has been clicked the Invoice template will be created and it will be displayed under the relevant community header.

Should amendments need to be done to the template, simply click on the three dots to the right and click on the Edit Template option.

2. Manage Recurring Supplier Invoices

Navigation: Global Level > Finance > Suppliers > Recurring Supplier Invoices

The below screen will appear with the next three tabs: Overview, Drafts, and Created. On this page is where the processing of the invoices will be done.

2.1 Overview Tab

The Overview page will have a card for each community that displays a summary of each community's recurring invoices. The date at the top indicates which month's recurring invoices are currently being viewed. Simply adjust the date at the top of the page to view upcoming recurring invoices. (Please note this tab will only appear on a Global Overview and not a community level.)

Each card will display

• Number of recurring drafts that are ready to be created for the month selected (eg. 5 Ready)
• Number of recurring drafts that are not ready for the month selected (eg. 2 Not Ready)
• Number of recurring invoices that have been created for the month selected (eg. 7 Created)
• Number of recurring invoices that will expire in the month selected (1 Expiring)

A small progress bar with a percentage showing the % of total invoices created for the month. If there is a total of 20 recurring instances, and only 10 have been created then the percentage will be 50%.

For quick navigation, click on one of the texts on the card, and the draft page will appear where the filter is already applied. 

2.2 Drafts Tab

The draft page displays all recurring payments not created for the month selected, as per the month picker, sorted according to date (earliest in a month till latest). Change the date to view future invoice drafts.

Each card for each recurring payment should display the following information

• A label will be displayed on each recurring payment indicating whether the recurring payment is a variable or fixed type as determined on the setup.
• The Supplier Code and Supplier Name 
• The first 5 ledgers as per the template setup
  • Supplier Reference Number 
  • Our Reference number
  • In Yellow, it will state what is required to create the invoice
  • General Ledger Account selected

To create the invoice click on the card and a pop-up will appear as per the instructions the Source document number is required before being able to create. Either click on Save to be able to add to the invoice or click on Save & create if the invoice is ready to be created.

A status label of create will display on each recurring payment if the recurring instance is ready for creation.

If the recurring type is fixed - the amount is as per the setup and cannot be edited. However, if the recurring type is variable then all the fields, except for the Supplier can be amended and changed before creating the invoice.

Next to each card, a tick box is displayed which will be tickable if the card has a ready status, if the card does not have a ready status, the tick box will be greyed out.

2.3 Created Tab

Created displays all invoices that have been created for the month selected. This page will display all created recurring supplier invoices for all communities. No changes can be made to create recurring invoices.

For quick navigation apply filters by clicking on the filter icon top right corner.

Click on the GRV number under the green created label to download the invoice.

3. Create Recurring Supplier Invoices

Navigation: Global Level > Finance > Suppliers > Recurring Supplier Invoices

There are three methods to create recurring invoices. Once the required criteria (set up on the template i.e. Additional Documents, Source Document Number etc.) have been uploaded the blue create button will appear under the Drafts tab.

By clicking on the blue create label the invoice will automatically be created as is and move from the drafts tab to the created tab. Another method is to click on the recurring supplier invoice card. A pop-up will appear. Providing the option to check if all information is correct and to make any amendments before clicking on Save & Create.

The last method to create recurring supplier invoices is to click the tickbox to the left, this will select all invoices "ready" to be created. 

Once a tickbox is clicked next to a card, a Create button will appear on the right of the draft page. Next to the create button, a greyed-out block will display indicating how many invoices have been selected, with an option to click and select all invoices in ready status to create it in bulk.

Once an invoice has been created for the relevant date, the card will no longer lie under the Drafts tab and instantly move to the Created tab.

4. Supplier Payment Authorisation

Navigation: Global Level > Finance > Payment

When a recurring Invoice has been created, the supplier invoices will appear on the payment page as per the invoice date of creation. Any supporting documents uploaded on the setup and creation pop-ups on the recurring invoices page, need to pull through to the invoice authorization (same as normal supplier invoice authorization) 

If the setup of the recurring invoice is set to auto authorization then all invoices generated in that recurring series will be authorized automatically on creation, on the Payment page.

If the setup of the recurring invoice is not set to Auto authorization the supplier invoice will on creation be subject to the community authorization setup - click here for Supplier Authorisation.

5. Permission

Navigation: Community Level > Settings > Users > Permissions

To edit a default Permissions Group, select the relevant permission group and either edit permissions from the menu options or click on the permission group name.

The permission set associated with the selected group will display on the screen, with each permission section segregated by View, Create, Edit, and Delete where applicable. To amend the permission set, the user can tick or untick the permission they would like to change, scroll down to the bottom of the page, and click on save.

The default permission groups are only suggestions, and from the permission group overview page, these groups can be renamed or deleted by clicking on the menu options next to the corresponding permission group and selecting either rename or delete.