How to set recurring Sage invoices
Posted on Thu, Oct 18, 2012
Setting up a recurring Sage invoices on Sage Line 50 is a simple way to save yourself some time. Doing this tells Sage that a specific invoice needs to be processed more than once. You can set the invoice for any time scale; it could repeat daily, weekly, monthly or on a specific date.
Why should you use recurring Sage invoices?
Setting an invoice to recur has lots of advantages. First, Sage will remind you with a pop up when you log in on the dates invoices are set to recur, so you won’t forget to process them. Second, the invoices also have the same template each month, making them more consistent. Also, setting an invoice to recur can be done in minutes and will save you lots of time in the future.
How can you set-up an invoice to recur?
To set an invoice to recur it needs to be already invoiced once before. After you have the first invoice Sage will copy this. Open the invoice you would like to recur. At the bottom of the invoice you will see a button labelled ‘memorise’ select this.
You then can fill in the details of the invoice in the reference and description sections; this is what you will view when you look at all the recurring invoices. Under the frequency section, you select how often you would like the invoice to be processed. The start date will be the next date you would like the invoice to be processed on. Then you can input how often you would like it to be processed. For example, if you select every 1 month, the invoice will recur on the first date you selected every month. The total required can be left at 0 if you do not want the recurring invoice to stop or you can input the number of times you want to repeat the invoice if you insert an amount here Sage will automatically change the Finish Date. Press Save once you have entered these details.
You can now close the invoice and go back to the Customers list. Here you will see the recurring icon at the top of the screen. Once this is selected a new page will appear with a list of all invoices set to recur.
You will now be able to process invoices here. When you select process Sage will show you all invoices set to recur on that date.
The delete button will delete the recurring invoice and all its details completely. But, you can also stop the invoice recurring by suspending it, this will leave the details in the recurring section but you will be unable to process the invoice.
You can edit the invoice by pressing the Edit button. This will display the invoice template as you would normally see when creating an invoice. It is important to remember when you change a customer’s details such as an address; the address will not change on the recurring invoice unless you go into Edit each invoice and change the address manually.
Frequency will allow you to change the dates the invoice is processed. Once one invoice has been processed from the recurring you will not be able to change the start date. Also in this section is where you are able to suspend the invoice by checking the box next to ‘Suspend?’ You can unsuspend the invoice at any time by unchecking this box. Once you have done this, the Sage invoice can be processed again.
Is there a limit to how many Sage invoices can be set to recur?
You are able to set as many invoices as you like to recur on the same or different date. Just follow this process for each invoice.
If you have many invoices set to be processed on different dates when you go into the recurring section and process the invoices Sage will only display invoices that can be processed on that particular date.
Find out more about using Sage Line 50 by downloading our step-by-step guide to adding new customers
