Schedule creation:

1. Go to Manage Invoices > Recurring Schedule.

2. Click +Create button to start creation

3. Recurring Schedule screen will be displayed.

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

5. On the Invoice Item Type, select the item type: Association Dues

6. Fill out the needed information:

   • 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

   • Schedule type: By default, the selected period is set to every month and starts on the 1st day of the month. The recurring cycle depends on the selected schedule type.

Month = 1 → Schedule runs every month

Day = 1 → Schedule runs on the 1st day of the month

Explanation: The schedule automatically generates once every month on the 1st day based on the configured recurring cycle.

6. • Next Execution Date: This is system-generated. Depending on the selected schedule type, the system automatically computes the date of the next cycle. If the schedule type is set to every month, the next billing date will be one month after the start date or first billing date. 

   • Last Execution Date: This is system-generated. The system displays 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."

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

8. Unit owner details will be displayed

   • Account Number – Displays the account number of the added unit owner.

   • Customer Name – Displays the name of the added unit owner.

   • Property Name – Displays the property name of the added unit owner.

   • Total Amount – System-generated based on the association dues amount in Lot Inventory. If there are changes, update the association dues field in Lot Inventory.

   • Invoice – Displays the selected invoice type (e.g., Association Dues).

   • Description – Can be manually entered or copied by checking the header checkbox.

Note: If there are items to be removed, tap the ‘–’ remove icon to exclude the selected rows. Otherwise, tap the ‘–’ remove icon in the header section to remove all added owner details.

9. Click "Save" to finish.

Note: If you close a newly created recurring schedule, its status will temporarily become inactive. To display the schedule again:

1. Tap the Status button on the upper-right corner of the screen.

2. From the list, select Inactive.

3. Browse the list and select the schedule.

4. Update the schedule and complete the invoice generation.

Generate and Release Invoices

1. Review the customer details. 

Note: If there are items to be removed, tap the ‘–’ remove icon to exclude the selected rows. Otherwise, tap the ‘–’ remove icon in the header section to remove all added owner details.

2. Run the schedule according to the set frequency.

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

Note: The financial period for the current month must be set to Active for the Generate and Release Invoice button to be enabled (blue). Otherwise, invoice generation will not proceed.

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

5. Review the generated invoices.

For other recurring schedule details, refer to the topics below.