Recurring Receipts

To use Recurring transactions you must have the Invoices Medium module activated within your book. For help on modifying the book and activating the Invoices module, go to   IPA Books+ Customer Portal help. 

Recurring transactions permission

The recurring transactions permission is available on Roles (within the Day to Day role dropdown options). The permissions govern whether the specific user can create, edit or delete a recurring transaction template. Administrator and Superuser roles will have all recurring transactions permissions enabled by default. 

  

 View: Allows a user to view the recurring transactions list screen and recurring template. However users cannot create or edit a recurring transaction template. 

Create and edit: Allows the user to create and edit recurring transaction templates. Note: Enabling this role also enables 'Create and edit' role options for invoices, receipts and receipts. 

Delete: Allows the user to delete recurring transaction templates.All: Includes View, Create and edit and Delete permissions. All is enabled for the Administrator and Superuser role by default.

 

Where do I find Recurring transactions?

The recurring transaction list screen is located on the side menu > Day to Day > Business > Recurring Transactions. A minimum role permission level of 'View' is required to access recurring transactions.  

Recurring transactions list screen

The recurring transaction list screen displays all recurring transaction templates set up in the book. Click the Add combo button and select Add receipt to set up a new recurring receipt from this list screen. To create a recurring template, the user will require the Create and edit role permission to be enabled. 

 

Recurring template: This is the name of the recurring receipt template. Transaction type: Displays what transaction type the recurring template is set up for. 

Reference: Reference as stated on the recurring receipt template.

Contact: This is the customer who the recurring receipt is created for. 

Start date: The start date when the recurring receipt will be first created. 

End date: The end date when the recurring transaction creation will finish. The end date will be blank if there is no end date specified or the status is inactive. 

Frequency: The interval frequency which the recurring transactions will run.

Next transaction date: The date when the next recurring receipt will be created.

Status: Active or Inactive. The recurring receipt will not create when the template is set to inactive. The status will be inactive when the recurring receipt has completed the last occurrence. 

You can filter what type of transactions to display by clicking the funnel icon    on the Transaction type column.

Recurring receipt template

The example below shows the recurring receipt template where you can set up the details of the receipt and the recurring schedule. When creating a recurring receipt, select the contact, bank account, receipt method, classification (if activated in the book), reference, accounts or items and quantity to be used when the recurring receipt is created. 

The recurring receipt will not be created if the contact, bank account, classification, account, item, project or tax code used on the recurring receipt are inactive or deleted. IPA Books+ will automatically set the recurring receipt status to Inactive. 

 

 

Recurring transactions schedule

This is where you define the date interval IPA Books+ will use to create the recurring transaction. 

Name: This is the recurring transaction template name and is a mandatory field. Enter a unique name so you can easily identify the recurring template from the Recurring Transactions list. 

Frequency: This is the frequency in which IPA Books+ will create the recurring receipt. There are 3 selections - Day(s), Week(s) or Month(s). For example, enter "2 weeks" if you want the receipt to be created fortnightly. 

Start date: Select the date when you want the first recurring receipt to be created. If your start date is set on the last day of the month and frequency is monthly, an option will become available to select 'Use last day of the month'. If selected, this will allow IPA Books+ to create the recurring receipt on the last day of the calendar month. For example, you have a monthly recurring receipt template with a start date of 28 Feb 2019 and opt for 'Use last day of each month' selection, the next transaction date will be 31 Mar 2019. 

The start date cannot be earlier than today as IPA Books+ does not create historical recurring transactions.

 End: Specify under which conditions the recurring receipt will end.

After: Set the number of times you want the receipt created before it ends. The recurring receipt template will be set to inactive after it has completed the set number of recurring receipt. 

At date: Enter an end date when the last recurring receipt will created. Recurring receipts will not be created after the end date and the recurring receipt template will be set to inactive automatically.

Never: The recurring receipt will continue to create at the set frequency without an end date.

No. of occurrences remaining: IPA Books+ calculates the number of occurrences remaining based on the start date, frequency and end date conditions.

Next transaction date: This is the next transaction date that the recurring receipt will be created on. 

Status: This is the recurring receipt template status. When the end date has lapsed (no occurrences remaining), the template will be set to inactive and no further receipt transactions will not be created.

  

Skip next occurrence

This function allows you to skip the next occurrence should you not require the recurring receipt to be created at any stage. When you click on 'Skip next occurrence' in the recurring transaction template, a message will appear asking you to confirm the action and the new next transaction date for the recurring receipt. The number of occurrences remaining will be reduced by 1 when you skip an occurrence.

 

Set as recurring

You can also set up a recurring receipt template from an existing receipt transaction. You will need to have Recurring transactions 'Create and edit' permission to set up a recurring receipt template. Receipt details such as Contact, Payment method, Reference, Details, Bank account and new transaction allocation details will be copy onto a new recurring receipt transaction template when you click 'Set as recurring' from the existing receipt. 

 Only new transaction allocation receipts can be set up as recurring. If there are allocated transactions on the receipt, you will need to create a recurring receipt from the Recurring transactions list. 

Recurring template column on receipt list

To allow you to easily identify which receipts are created from a recurring receipt template, a Recurring template column has been added to the Receipt list screen. The recurring template name will be shown if the receipt transaction was created from a recurring template.

Check the Recurring template column is selected on the Receipt list if the recurring template column does not appear on your book.

 

 

 

FAQs

Q: What time does IPA Books+ create the recurring transaction?

A: IPA Books+ creates the recurring transactions every hour. 

Q: How can I tell if a transaction is created from a recurring receipt template or by another user?

A: The recurring receipt template name will be display in the Recurring template column. If the column is empty, it would mean the receipt transaction isn't associated to a recurring transaction.  Alternatively, you can go to 'View history' on the Receipt and locate the 'Receipt created' description. Receipts created from recurring receipt template will display "System" as the full name of the receipt creator.

Q: I have set up a recurring receipt with today as the Start date. However, when I go to the Receipt list, it has not been created yet. 

A: Please check the receipt list later as it has been queued. You can also check the 'Next transaction date' on the Recurring transactions list if it has been updated. 

Q: I have the Invoices & Bills Medium module on my book. I can create invoices and view recurring transactions list on my book but I cannot add a recurring receipt.

A: You need to have the Create and edit permission enabled for Recurring Transactions in order to create a recurring transaction. Check that you have the permission enabled in Settings > Books Settings > Roles. If you do not have the Create and edit permission enabled under Recurring Transactions, you will need to ask your book administrator to grant you access.

Q: I have the Core module on my book. I can create a receipt on my book but I cannot add a recurring receipt.

A: Recurring transaction is available with the Invoice & Bills Medium module only. You can upgrade your book to Invoices & Bills Medium through the book launch page in your Reckon Portal dashboard. Select the menu icon on your book tile > Settings > Customise your IPA Books+ modules.

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