Setting up recurring vendor invoices

To set up recurring vendor invoices

  1. From the > Setup menu, click Company > Recurring Setup > Recurring Vendor Invoices.
  1. Click the New button.
  2. Begin typing the vendor name, or click .
  3. Indicate when you want to create the invoice:

To create the invoice

Do this

Every month

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 in this topic from beginning to end) for each time period when you want to create the invoice.

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

For example, you want an invoice to recur quarterly. You set up a separate invoice for each quarter. For the first invoice, in this field, you enter 01/01/2009. For the second invoice, you enter 04/01/2009, and so on for each quarter.

One time only

In the Invoice Date field, type the date when you want to create the invoice.
  1. Type the invoice number. This number appears on every occurrence of the recurring invoice.
  2. To add a unique identifier to the end of each invoice number, do the following:
  • 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.
  1. Type a brief description of the invoice.
  2. Multi-company only. Select the company that is the payer of the invoice.
  3. To schedule a date to start or stop producing the invoices, enter a beginning date in the Effective From field and an ending date in the Effective Through field, as needed.
  4. You can 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 recording the invoice as paid in > Manage > Vendor Invoices or > Manage > Vendor Payments. Ajera creates these invoices using the accounting date as the payment date.

To automatically create the vendor invoice marked as paid:

  • Select the Autopay check box.
  • In the Bank Account field, select the bank account or credit card to use for the payment. 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.
  1. Leave the Last Invoiced field blank.  
  1. In the Amount field above the table, you can enter the total amount of the invoice. As you add transactions to the table, any amount not yet entered for the invoice total appears at the bottom of the table as a remaining amount. The balance on the invoice must equal zero before the invoice can be saved.

If you do not enter an amount, Ajera calculates it for you as you enter the invoice transactions in the table.

  1. You use the table part of the window to enter all the transactions for the invoice. Enter the amount of the transaction.
  2. Multi-company only. If needed, select the company that incurred the cost of the transaction.
  3. Enter the account associated with the transaction by beginning to type it or by clicking . 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 > Setup > 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.
  1. Type any notes about the transaction in the Notes column.

Ajera prints these notes on the client invoice if you set up the invoice format to print notes. It also displays the notes in > Manage > Recurring Vendor Invoices and in > Manage > Vendor Invoices.

  1. Enter additional transactions in the same way, repeating Steps 13-16 of these instructions.
  2. To enter notes for the entire invoice, click the Notes tab near the top of the window. These notes appear in > Manage > Recurring Vendor Invoices and > Manage > Vendor Invoices.
  3. Click Save. The recurring invoice is now available when you are ready to create recurring invoices for the month (or other time period you select).
  1. Set up additional recurring vendor invoices in the same way by repeating these instructions.