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[Tracy Hanson]

Hi All,

As we grow, so is our invoicing list. We currently need to process both monthly and annual recurring invoices for lease and service payments. Our current process is to open a new sales invoice and copy document off last months, then update with the current month data. When we had just a handful of invoices this was not an issue. However our list is growing quickly.

Is there a better way in out of the box NAV to process these? even just a better way to recreate them would be helpful. We currently do not have any add ons to NAV and strive to use the base functionality of NAV.

Thanks in advance!

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Tracy Hanson
Staff Accountant
Terso Solutions Inc
Madison WI
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[Cynthia Priebe]

You didn’t indicate what version of NAV, but Create Recurring Sales Invoice Batch Job was added in NAV 2016.

Set up Std. Cust. Sales Codes from the Customer Card then use the Create Recurring Sales Invoice Batch Job to generate invoices using these lines.

The functionality was added for SEPA functionality, but I think it may do what you need at a very base level. 

Create Multiple Sales Invoices Based on Standard Sales Codes

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Cynthia Priebe, MCTS, DCP
Senior Business Analyst and Project Manager
Liberty Grove Software
Grafton OH
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[Patrick Hulst]

We are using this in 2013r2 as well.

https://msdn.microsoft.com/en-us/library/dn414553(v=nav.71).aspx

In a nutshell
* create your “standard sales codes” with your line details per sales code.  Think of this as your invoice configuration with line details & amounts.  (You may need to view some additional columns to select amounts and quantities.)
* attach the sales codes to the customer from the “std cust sales code” button on the customer list / card.  This tells the report that this customer will be invoiced that specific  invoice configuration. 
* run the “create recurring sales invoices” report and enter your dates & select the sales code you want to run.

Go to your sales invoice list and you can see all the invoices created.  You can click the “post batch” button to post them all.  You may need to do some manual effort to print or email them before posting.

The same setup & configuration applies to vendors in case that fits as well.  Rent, insurance … depends on your process and how you handle those recurring processes.

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Patrick Hulst
Retail Applications Projects Manager
Home Hardware Stores Limited
St Jacobs ON
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[Amanda Mayer]

Since you mention that one of the reasons you are doing this is because of lease payments, I wonder if you’ve looked at the Service functionality. Are you leasing / servicing inventory that you hold in stock and sell? If so, creating a Service Item allows for additional / deeper tracking on inventory that is being leased, including assigning a status such as Own Service Item, Installed, Temporarily Installed, Defective.

You can create a Service Contract that will allow you to create service invoices for all outstanding contracts at once. You can then review, post and send.

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Amanda Mayer
New View Strategies
Milwaukee WI
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[Liz McQuiston]

?  Have you found a way to pre-populate the external document no. so as to batch post all at once?  I have to open each sales invoice as it won’t let me post without this field completed.

?  We create our monthly invoices as a sales order, with a qty of 12, then each month we go in and update the posting/document date then “ship and invoice” a qty of one.  This keeps the invoices consistent from month to month and reminds us to bill them.

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Liz McQuiston
Corporate Controller
Superior Walls of America
New Holland PA
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[Kim Dallefeld]

Do you care about the external document number? You could turnoff the requirement for that field on sales orders.

I like your qty of 12 process, cool work around.

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Kim Dallefeld
NAV Consultant
Past NAVUG Chair
NAVUG Programming Committee
Ft Worth, TX
Kim@Dallefeld.com
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[Patrick Hulst]

– We don’t require the external document number in the application that uses it (we use it for the customer PO if they choose to give it) so I’m not much use to answer that.  I’m pretty sure your partner / IT team could easily populate this field if you’re using a number series or the same document no as the invoice number.

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Patrick Hulst
Retail Applications Projects Manager
Home Hardware Stores Limited
St Jacobs ON
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[Sophia Gjorgievska]

Tracy,

Have you looked into using the Recurring Journals functionality?  You can specify a “Document Type” of Invoice or Payment and an “Account Type” of Vendor or Bank Account, in addition to the standard G/L Account.  I’m not sure how familiar you are with recurring journals, but they can be used for both fixed and variable amounts.

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Sophia Gjorgievska
Senior Consultant
Socius
Brecksville OH
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[Kim Dallefeld]

– Can you print invoices to send to the customer from the recurring journal? I didn’t think you could.  Tracy, if you don’t need to print/email invoices, this might be an option.

Patrick’s recap is great, expands on Cynthia’s post.
Amanda is right about extended features.

Hope you got your answer. It’s exciting to read these questions and answers!?

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Kim Dallefeld
NAV Consultant
Past NAVUG Chair
NAVUG Programming Committee
Ft Worth, TX
Kim@Dallefeld.com
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[Sophia Gjorgievska]

  – I meant to say that you can’t print the invoices, just record them, but in my haste to respond i omitted it 🙂

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Sophia Gjorgievska
Senior Consultant
Socius
Brecksville OH
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[Kim Dallefeld]

Just checking, thanks for the clarification Sophia!

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Kim Dallefeld
NAV Consultant
Past NAVUG Chair
NAVUG Programming Committee
Ft Worth, TX
Kim@Dallefeld.com
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[Tracy Hanson]

?Thank you everyone for your responses. This has given us a few options to explore!

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Tracy Hanson
Staff Accountant
Terso Solutions Inc
Madison WI
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