In this article we will be looking at recurring or subscription billing in Jiwa.
There are three(3) key steps to the recurring billing cycle that are covered in this article.
- Processing your recurring quotes,
- Processing your recurring sales orders to invoices, and
- Batch email and/or printing your invoices
Before proceeding please ensure that you have read the following articles;
- Jiwa Sales Orders - Creating Quotes
- Jiwa-Sales Orders - Single Order Processing
- Jiwa Sales Orders - Batch Processing Orders
- Jiwa Sales Orders - Batch Printing & Emailing Invoices
Recurring or Subscription Billing is used when you want to invoice your customers a fixed amount on a regular basis for charges such as;
- Support plans,
- Hosting fees,
- Maintenance plans, etc
Non Physical Inventory Items v Non Inventory Items
We recommend that non physical inventory items are created for each billing type as movements can be tracked and reviewed using the 'Inventory Sales' form as well the standard Jiwa reports.
Non Inventory items on the other hand can be used if you do not want to create non physical items however you will not be able to use the 'Inventory Sales' form to track and review movements in your sales.
Setting Up the Sales Quote
In Jiwa Sales Quotes are used for recurring or subscription billing by setting up a recurring cycle.
From the Sales menu select Quoting | Quote Entry
From the menu ribbon select New | New Quote
Complete your sales quote and select Save from the menu ribbon
Setting the Recurring Cycle
To set the recurring cycle click on the Recurring tab
Set the billing frequency by setting the Period and Repeat cycle.
If applicable set the end date.
This field is automatically updated and cannot be changed by the user
Each quote snapshot is has it's own History Reference
|Last Activated||This field is automatically updated with the last cycle run date and cannot be changed by the user|
|Repeat Cycle||The frequency of when the sales order is to be created, based on the set Period|
How often is the cycle run, available options are
When the recurring sales quote is first created this field is set manually by the user and represents the date when the first sales order is due to be created.
This field is then automatically updated when each cycle is run but can be manually changed if required.
When unchecked indicates that the cycle will continue indefinitely.
When checked indicates that the cycle has an end date as entered in the End Date field
Cycles end date and is only applied when the End check box is checked.
Save the changes to your sales quote.
Recurring Orders Processing
The Recurring Orders Processing function converts your recurring quotes into sales orders which can then be processed to invoices either individually or in bulk using the Process Orders form.
From the Sales menu select Quoting | Recurring Orders Processing
This will activate the processing form
From the menu ribbon select New to create a new processing batch
When a new batch is created the grid will be populated with recurring quotes that have a due date on or before the Batch Date
Quotes can be removed from the batch if required by clicking on the Rubbish Bin icon next to the applicable line.
Add a note to your batch if required in the Notes field
When you are ready for Jiwa to create the sales orders from the menu ribbon select Save
Once the sales orders have been created each sales order in the batch is updated with the Sales Order number and the batch is locked.
If the sales order could not be created the Fail Reason field will be populated, for example if the Debtor account has been placed on hold.
The Next Activated date is also updated on the Sales Quote with the processing of each cycle.
Note: The Recurring Orders Processing function will only process a single cycle at a time, so if you are behind in your billings you will need to run the process for each missed cycle.
The sales orders that have been created can now be processed individually from the Sales Order Entry form or alternatively in bulk using the Process Orders form which we will now look at.
From the Sales menu select Processing | Process Orders
Because we know the sales order numbers that were generated by our cycle batch we can key these in in the from / to Invoice No. fields in the Ranges grid.
Once you have set your ranges select the Append to Candidates icon to load the Processing Candidates grid.
Review the orders to be processed, uncheck or delete from the grid orders that you do not want processed.
Press Process when you are ready to process your orders.
When the process has completed the orders will be removed from the grid and the status bar updated.
Emailing and/or Printing Invoices
To batch email and or print our recurring invoices from the Sales menu select Printing & Emailing | Batch Printing & Emailing
Enter in your starting and ending invoice numbers in the From/To Invoice No fields in the Ranges grid.
Set the reports to be produced by selecting your settings from the drop down options or editing your Ad-hoc settings and pressing Go to load the Actions grid.
Delete any lines not required and when ready select Process to batch email and/or print your invoices.
When your invoices have been successfully produced the Sales Order Batch Printing / Emailing prompt will appear select OK
Select Yes at the prompt to Remove Succeeded?
Invoices that could not be emailed and/or printed will be left in the Actions grid and the Status Message field will be updated.
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