1. Global Level

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.

1.1 Overview Tab

The Overview page will have a card for each community that displays a short 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. 

Each card should 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. 

For example: If the user clicks on the 1 Not Ready on Alcor Place's card, then it should go to the drafts page and apply the filter of Community: Alcor Place and Status: Not Ready

1.2 Drafts Tab

The draft page displays all recurring payments that have not been 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.

1.3 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.

2. Community Level

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

The below screen will appear with the next two tabs: Drafts and Created.

2.1 Drafts Tab

The Draft page displays all recurring payments that have not been created for the month selected as per the month picker, sorted according to date (earliest in a month till latest)

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 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 or just Save if the invoice is not yet 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.

2.2 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.