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Changing a recurring vendor invoice setup

Change a vendor invoice setup when you want the change to apply to future recurring invoices you create from the setup.

To change invoices you already created, see Changing and deleting recurring vendor invoices.

From the Company menu, click Recurring > Vendor Invoices.
Click the recurring vendor invoice you want to change, and click Edit.
Select a different vendor, if needed.
Change when you want to create the invoice, as needed.

To create the invoice

Do this

Every month

If there is a date in the Invoice Date field, delete it.

In the Day of Month field, type the day of the month (as a number of 1 through 31) when you want to create the invoice.

To create the invoice on the last day of every month, type 31. Ajera then creates it on the last day of every month even if the month has only 28, 29, or 30 days.

For a time period other than monthly

Set up a separate invoice (following the instructions for setting up a recurring invoice) for each time period when you want to create the invoice.

To change the date when you want to create the invoice, change the date in the Invoice Date field.

One time only

If there is a day in the Day of Month field, delete it.

In the Invoice Date field, type the date when you want to create the invoice.

Change information for the recurring invoice, as needed.

Field	Description
Invoice number	The invoice number or ID. This number appears on every occurrence of the recurring invoice.
Increment Last Increment	Select the Increment check box to append the invoice number with a 4-digit number and increment that number by 1 each time you create a successive invoice. If you leave the Last Increment field as 0000, Ajera automatically appends 0001 to the first invoice, 0002 to the second invoice, and so on. If you want to increment a number other than 0000, type it in the Last Increment field. For example, the invoice number is 9000 and you want to assign invoice numbers of 9000-4001, 9000-4002, 9000-4003, and so on, so you type 4000 in the Last Increment field.
Description	A description of the invoice
Company	Multi-company only. The payer of the invoice.
Effective From/Through	The Effective From date is when you want Ajera to start producing the recurring vendor invoice in Manage > Recurring > Vendor Invoices. The Effective Through date is when you want Ajera to stop producing it.
Autopay	Select it to automatically create a vendor invoice marked as paid (it then has no outstanding balance in Manage > Vendor Invoices). In this way, you can skip the step of marking the invoice as paid in Manage > Vendor Invoices or Manage > Vendor Payments. Ajera identifies these invoices as electronic funds transfer (EFT) payments, using the accounting date as the payment date.
Bank account	If you select the autopay check box, this field appears where you select a bank account or credit card. For a bank account, Ajera creates the bank entry as an EFT payment, and for a credit card, it creates it as a vendor invoice.
Last invoiced	Ajera displays the date the invoice was last created.

Use the table part of the window to change, enter, or delete transactions for the invoice.

To add a transaction in the table, enter information on the last available row.
To delete a transaction in the table, click the row, and click Delete. Click Yes to delete the row.

In the Amount field above the table, change the total amount of the invoice, either before or after you change any transaction amounts in the table. The balance on the invoice must equal zero before the invoice can be saved. Ajera displays the balance status under the table.

Field

Description

Amount (for transaction)

The amount of the transaction.

Company (for transaction)

Multi-company only. The company that incurred the cost of the transaction

Account

The account associated with the transaction. If entering a new transaction, Ajera enters an account for you if you entered an account for the vendor (Setup > Vendors).

unavailable in ajeraCore unless you have the Departments add-on - If you enter an allocated account, a message appears asking if you want to use the allocations (which you previously set up for the account in Company > Financials > Chart of Accounts). Do one of the following:

To	Do this
Use the account allocations	Click Yes. Ajera makes the Department field unavailable and selects the Allocated check box to indicate you are using account allocation.
Not use the account allocations	Click No. If you are using departments, Ajera enters the department for you (if you entered a department for the vendor in Setup > Vendors). Either enter the department or change it, as needed.

unavailable in ajeraCore unless you have the Departments add-on - If you do not enter an allocated account, but you are using departments, Ajera enters the department for you (if you entered a department for the vendor in Setup > Vendors). Either enter the department or change it, as needed.

Department

unavailable in ajeraCore unless you have the Departments add-on

The department associated with the transaction

Allocated

unavailable in ajeraCore unless you have the Departments add-on

Ajera selects this check box to indicate you are using an account allocation.

Notes

Any notes about the transaction

Ajera displays these notes in Manage > Recurring > Vendor Invoices and in Manage > Vendor Invoices. It also prints them on client invoices if you select the Print notes check box in the Setup > Invoice Format > Time & Expenses tab > Labor subtab.

Click Save.