1. Global Setup

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.
• 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 authorises 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 authorised 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. Community Setup

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

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.
• 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 authorised 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.