Managing Recurring Sales

Managing Recurring Sales

Once you've set up recurring invoices, you'll need to manage them effectively. This guide covers how to view, edit, monitor, and maintain your recurring sales in EquiBillBook.

Viewing Recurring Sales List

To view all your recurring invoices:

1. Navigate to the Sales module
2. Click on Recurring Sales
3. You'll see a list of all recurring invoices with key information

The list displays:

• Display Name: The name you gave the recurring invoice
• Customer: The customer receiving the invoices
• Recurrence Pattern: How often invoices are generated
• Status: Active, Draft, Hold, or Inactive
• Next Invoice Date: When the next invoice will be generated
• Last Invoice Date: Date of the most recent generated invoice
• Total Amount: The grand total of each recurring invoice

Filtering and Searching

You can filter recurring invoices by:

• Status: Filter by Active, Draft, Hold, or Inactive
• Customer: View recurring invoices for a specific customer
• Branch: Filter by branch/location
• Date Range: Filter by creation date or date range
• Search: Search by display name, customer name, or other fields

Viewing Recurring Invoice Details

To view detailed information about a recurring invoice:

1. Click on the recurring invoice from the list
2. Or click the "View" or "Details" button

The details page shows:

• Basic Information: Display name, customer, branch, status
• Recurrence Settings: Pattern, start date, end date, next invoice date
• Items: All items included in the recurring invoice
• Pricing: Subtotal, discounts, taxes, charges, grand total
• Payment Terms: Payment terms and due date settings
• Notes: Internal and customer-facing notes
• Generated Invoices: List of all invoices created from this recurring invoice
• History: Creation and modification history

Editing Recurring Invoices

You can edit recurring invoices to update:

• Items: Add, remove, or modify items and quantities
• Pricing: Update prices, discounts, or charges
• Recurrence Pattern: Change frequency or dates
• Customer Information: Update customer or branch
• Notes: Modify notes or terms and conditions
• Status: Change status (Active, Draft, Hold, Inactive)

To edit a recurring invoice:

1. Select the recurring invoice from the list
2. Click "Edit" or "Modify"
3. Make your changes
4. Save the updates

Note: Changes to recurring invoices affect only future generated invoices. Previously generated invoices remain unchanged.

Changing Recurrence Patterns

To modify the recurrence pattern:

1. Edit the recurring invoice
2. Update the "Repeat Every" and "Repeat Every Number" fields
3. Adjust the Start Date or End Date if needed
4. Save the changes
5. The Next Invoice Date will be recalculated automatically

Important: Changing the recurrence pattern affects when future invoices are generated, but doesn't change already generated invoices.

Updating Items and Prices

To update items or prices in a recurring invoice:

1. Edit the recurring invoice
2. Modify items in the items section:
   • Add new items
   • Remove existing items
   • Change quantities
   • Update prices
3. Update discounts or charges if needed
4. Save the changes

Future invoices will use the updated items and prices.

Status Management

You can change the status of recurring invoices:

• Draft: Recurring invoice is saved but not active
• Active: Recurring invoice is generating invoices automatically
• Hold: Temporarily pause invoice generation
• Inactive: Permanently stop invoice generation

To change status:

1. Select the recurring invoice
2. Click "Change Status" or use the status dropdown
3. Select the new status
4. Confirm the change

Monitoring Generated Invoices

To monitor invoices generated from recurring invoices:

• View Generated Invoices: See all invoices created from a recurring invoice
• Check Invoice Status: Monitor payment status of generated invoices
• Review Dates: Verify invoices are being generated on schedule
• Track Totals: See total revenue from recurring invoices

Viewing Invoice History

Each recurring invoice maintains a history of:

• Generated Invoices: All sales invoices created from the recurring invoice
• Generation Dates: When each invoice was generated
• Invoice Numbers: Reference numbers for each generated invoice
• Invoice Status: Status of each generated invoice (Paid, Due, etc.)

You can click on any generated invoice to view its full details.

Duplicating Recurring Invoices

To create a similar recurring invoice:

1. Select the recurring invoice you want to duplicate
2. Click "Duplicate" or "Copy"
3. A new recurring invoice will be created with the same settings
4. Modify the new recurring invoice as needed (customer, dates, etc.)
5. Save the new recurring invoice

This is useful for creating similar recurring invoices for different customers.

Best Practices for Management

• Regular Reviews: Periodically review all recurring invoices
• Monitor Status: Check that active recurring invoices are generating correctly
• Update Prices: Keep prices and items up to date
• Track Performance: Monitor which recurring invoices are most successful
• Clean Up: Deactivate or delete recurring invoices that are no longer needed
• Document Changes: Add notes when making significant changes
• Verify Dates: Regularly check Next Invoice Dates are correct

Bulk Operations

You can perform bulk operations on multiple recurring invoices:

• Bulk Status Change: Change status of multiple recurring invoices at once
• Bulk Delete: Delete multiple recurring invoices (use with caution)
• Bulk Export: Export multiple recurring invoices for reporting

Reports and Analytics

Use reports to analyze your recurring sales:

• Recurring Sales Summary: Overview of all recurring invoices
• Upcoming Invoices: Invoices scheduled to be generated
• Revenue from Recurring: Total revenue from recurring invoices
• Customer Recurring Sales: Recurring invoices by customer

Troubleshooting Management Issues

If you encounter issues while managing recurring invoices:

• Verify you have proper permissions to edit recurring invoices
• Check that the recurring invoice isn't locked or in use
• Ensure dates are valid when modifying recurrence patterns
• Review error messages for specific guidance
• Contact support if you need assistance with complex changes

Need Help?

If you need assistance managing recurring sales:

• Review the recurring invoice details to understand current settings
• Test changes with a draft recurring invoice first
• Contact support for help with bulk operations or complex scenarios

Effective management of recurring sales ensures your automated billing runs smoothly and your customers receive invoices on time. Regular monitoring and updates keep your recurring invoice system efficient and accurate.