Create Recurring Schedule

1. Go to Manage Invoices > Recurring Schedule.

2. On Bill Type, e.g., select "On-Site Billing."

3. On the Invoice Type, select the applicable item type. If you will create regular dues billing, select Association Dues, Special Assessments, and the like.

4. Fill out the needed information:

   1. • Start date: this will be the start of the regular billing schedule and the first billing date.

a. The start date should be the first day of the month so that this will be included in the current month's SOA generation. Otherwise, the invoices will be included in next month's SOA.

Example - 1st day of the month e.g., May 01, 2023

4. 1. • Schedule type: by default, the selected period is every month and starts on the 1st day of the month. The recurring cycle will depend on the schedule type.

a. Select the first day of the month so that this will be included in the current month's SOA generation. Otherwise, the invoices will be included in next month's SOA.

4. 1. • Next Execution Date: Depending on the schedule type, the system will auto compute the date of the next cycle. If the schedule type is every month, the next billing date is plus one month from the start date or first billing date.

      • Last Execution Date: The system will display the latest executed billing date.

      • Description: Enter the billing period description. If the billing period is the current month, please enter this format: "April 2023 Billing."

5. Click "Add Customer" to choose unit owners to whom you want to apply this schedule. To add all, click the dropdown and select Add All Customers.

   1. • Association dues item type:

        1. 1. Amount - the amount is auto filled. If there will be a change in the amount, update the associated dues field in Lot Inventory

           2. Description - manually entered or tap the checkbox on the header to copy the description above.

      • Other item types:

        1. 1. Amount - amount and description can be manually entered or file upload (see instructions here.)

           2. Description - manually entered, tap the checkbox on the header to copy the description above or via file upload

      • Note: To reset the added /uploaded customer list, tap the remove icon on the header. 

6. Click "Save" to finish.

1. Click on the recurring schedule reference that is due for generation.

   1. • Check and review the recurring schedule details.

      • Update the description according to the billing period that will be generated.

      • If the items tab has no records, add the customer manually or in bulk. Otherwise, follow the instructions for records needing updating or reuploading.

      • Make sure there are no zero entries. Otherwise, remove rows with a zero amount.

2. Run the schedule according to the set frequency.

3. Tap the "Generate and Release Sales Invoice" button.

4. Once invoices have been generated, details on the items table are removed and transferred to the invoices table.

5. Review the generated invoices.

1. The recurring schedule summary or list can be filtered by bill date, status, and item types.

2. Click Export to download the list in Excel.

1. View Recurring #, then click on the dropdown and select between "Add Customer" or "Add All Customer

2. Click the File Upload button. A pop-up screen is displayed; click Download file.

3. Open the file and fill out the details.

   1. • You may update the customer list by adding or removing the unit owner's details.

      • Make sure that the account number and amount have values. If no value is given, this will not display once uploaded.

4. Once done with the template, go back to the Recurring Schedule # and click the File Upload button and upload the file.

5. The system will check and validate the details. Row numbers will be displayed according to status.

   1. • Left: successful upload

      • Right: failed upload

For rows with failed upload, re-check the template and update the details if necessary. Follow step # to re-upload the template.

6. Close the pop-up page.

1. View Recurring #, then click on dropdown beside Add Customer.

2. Choose Add All Customer and click save.

It's an indicator that a recurring schedule is actively running.

If unchecked, means it's inactive and will not run by the system.

It's an indicator that a recurring schedule will never expire or will run non-stop.

It's an indicator that a recurring schedule does not have limit in number of execution times.