Open topic with navigation

> Invoicing / Memorise_Recall_and_Recurring / Recurring invoices, orders and transactions

Read the full guide

SageCover Extra webinars


Memorise, Recall and Recurring options

 

If you regularly create batch invoices, orders or other transactions with the similar content it can be time consuming and repetitive. You can use the Memorise, Recall and Recurring features to generate these items automatically, saving you time and effort.

You can set up items to recur on a daily, weekly, monthly or annual basis.

Note: Sales and purchase order processing are only available in Sage 50 Accounts Professional.

To memorise and recall batch entry windowsOpen this section

To memorise a batch entry windowOpen this section

  1. Open Customers, Suppliers or Bank > click the required option, for example Batch Invoice.
  2. Enter transaction details > Memorise.
  3. Enter the file name then locate and select the destination folder > Save.
  4. If the transactions entered are to be processed now > Save.
  5. To close the batch entry window > Close.

To recall a memorised batch entry windowOpen this section

  1. Open Customers, Suppliers or Bank > click the required option, for example Batch Invoice.

  2. Click Recall.

  3. Locate and select the file to be recalled > Open.

  4. To post the transactions > Save.

To memorise, process and recall invoices, sales orders and purchase ordersOpen this section

To memorise an invoice or orderOpen this section

  1. Open Customers or Suppliers > Links pane > click the required option, for example Invoice List.
  2. Click New/Edit Invoice and enter the required information.

    Alternatively, if you want to memorise an existing item, select the item then click New/Edit.
  3. Click Memorise and complete the window as follows:

    Reference

    A reference for the memorised invoice or order

    Description

    A description for the memorised invoice or order

    Frequency

    The Frequency options are only available if you have the Type field set to Invoice or Sales Order, the customer or supplier reference has been entered and one or more item lines have been entered. If you are using a foreign currency account the exchange rate must also be set.

    Every

    Enter the frequency for the recurring invoice or order by typing the relevant number into the first box. From the drop-down list, choose the period for the recurring invoice or order, this can be either days, weeks, months or years.

    Start Date

    Enter a start date for the recurring invoice or order by either typing in the relevant date or using the calendar option to browse for the date.

    Total Required

    The total number of postings for the recurring invoice or order. If this box is left blank the Finish Date defaults to Perpetual.

    Suspended?

    To suspend the posting, select the Suspend ? check box.

  4. To memorise the invoice or order > Save.
  5. If required, to save the invoice or order > Save.
  6. To close the window > Close.

To recall an invoice or orderOpen this section

  1. Open Customers or Suppliers > Links pane > click the required option, for example Invoice List.
  2. Click New/Edit Invoice.
  3. Click Recall > select the required template > Load.
  4. Edit any details as required > Save.
  5. To close the window > Close.

To set a recurring invoice or order reminderOpen this section

  1. Settings > Company Preferences > Parameters tab.
  2. From the Others area, clear the No Recurring Entries at startup check box.
  3. To save the new setting > OK.

    When you open the software you are now prompted if you have recurring items to post

To process recurring invoices or ordersOpen this section

  1. Open Customers or Suppliers > Links pane > click the required option, for example Invoice List.
  2. Click Recurring Items > Process.
  3. To display transactions up to a specified date > enter the date in the Show transactions up to box.
  4. If required, clear the Include check box for any invoices or orders that you do not want to process.
  5. Click Process.

    If you have not selected any invoices or orders, a message appears asking if you want to update the last posted date for excluded transactions. If you intend to process these at a later date, click No, or if you do not want to post these invoices or orders later, click Yes.

  6. To return to the Memorised Invoices, Sales Orders or Purchase Orders window > click OK > click Close

To edit or delete memorised invoices or ordersOpen this section

To delete a memorised invoice or orderOpen this section

  1. Open the required module, for example Customers > Links Pane > click the required option, for example Invoice List.
  2. Click Recurring Items.
  3. Select the item to be deleted > Delete > Yes > Close.

To edit the frequency of a recurring itemOpen this section

  1. Open the required module, for example Customers > Links Pane > click the required option, for example Invoice List.
  2. Click Recurring Items.
  3. Select the required item > Frequency > amend the frequency information as required > Save > Close.

To edit the details of a recurring itemOpen this section

  1. Open the required module, for example Customers > Links pane > click the required option, for example Invoice List.
  2. Click Recurring Items.
  3. Select the item to be amended > Edit.
  4. Amend the details as required > Save > Close.

 

To review Ask Sage, Business Advice and Health and Safety advice, go here. All contact details for Sage are available from here.

Go to top