Recurring documents

The idea

A recurring document is a copy the system makes on a schedule: an invoice, an order or a journal entry. You choose how often, the first day, and an optional last day.

The screens use example data from a demo company that sells flooring.

Step by step

Step 1. Open the repeat

1. Open the Auto Repeat list. Each row shows the status, document type, start date and frequency. Open the repeat. It names the Reference Document Type and Reference Document to copy, a Start Date, an optional End Date, and Submit on Creation.

Step 2. Set the schedule

1. On the Schedule tab, pick the Frequency. Here it is Monthly. On the Details tab, Disabled stops the repeat from making anything.

Step 3. Choose the notification

1. The Notification tab has Notify by Email. If your site is set up to send email, it tells people when a copy is made. It is off in this example.

Step 4. Find it on the invoice

1. Open the original invoice and click the Connections tab. Under Subscription, Auto Repeat shows how many repeats point at it.

Subscriptions

A Subscription bills a customer for plans over a period. Use a repeat to copy one document; use a subscription to bill for a plan.

What you may see on your own site

• Your own repeats, their dates and their status. Before you close the month, check which repeats are disabled.

Common mistakes

1. Leaving a repeat enabled by accident. It will keep making copies on its schedule.
2. Turning on email notification without checking your email setup. Check first.