How to Create a Recurring Billing Invoice in Microsoft Dynamics GP 2015 R2

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BDO

I recently created a reoccurring billing invoice for a utility client in Microsoft Dynamics GP 2015 R2. It saved so much time and they were so pleased with the result, I thought I would share a step-by-step tutorial so you can achieve the same result.

This tutorial is split into three parts:

1: Creating the ORDER ID in Microsoft Dynamics GP and setting it to be reoccurring.

2: Adding the service and inventory items to the reoccurring order.

3: Transferring the order to the invoice.

Part 1: How to Create the Order ID in Microsoft Dynamics GP 2015 R2

  1. Login to Microsoft Dynamics GP using your UserID and Password.
  2. Open the Sales Order Processing window >> MS Dynamics GP >> Tools >> Setup >> Sales >> Sales Order Processing
  3. The Sales Order Processing window will open.
  4. Choose “Sales Document Setup” at the bottom left of the screen.
  5. Click on Order.
  6. The Sales Order Setup window will open.
  7. Complete the Setup window as follows:
    • Order ID: Enter the Order ID using the naming convention.
    • Order ID Next Number: Enter the Order Number using the numbering convention assigned e.g. HORD00001.
    • Allocate by: Use the dropdown and select Document/Batch.
    • Use Invoice ID by clicking on the lookup button and select Invoice. Double-click on the row or choose “Elect”.
    • Options: check “Allow Repeating Documents”.
    • Choose “Save”.
    • Close the Sales Order Setup window.
    • Close the Sales Order Processing Setup window.

Part 2: Adding the service and inventory items to the reoccurring order

  1. Login to Microsoft Dynamics GP using your UserID and Password.
  2. Open the Sales Transaction Entry window >> Transactions >> Sales >> Sales Transaction Entry
  3. The Sales Transaction entry screen will open.
  4. Complete the Order information by using the “Tab” key to move to the next fields.
    • Type: Select “Order” from dropdown list.
    • Type ID: Left click on the lookup button and double-click on the reoccurring order.
    • Document No: System automatically assigned, press Tab to keep the system assigned number.
    • Customer ID: Click on the lookup list button.
      • The Customer ID lookup list will display.
      • Double-click on the customer row required to select it and populate the order document.
    • Customer Name: Will fill automatically per Customer ID selection. Press Tab to retain and move to next field.
    • Ship to Address: Will fill automatically per Customer ID selection. If it needs to be changed then click on the lookup button and double-click the required address row to select it.
    • Date: Enter order date using the Date button, if it’s different than the current system date.
    • Date expansion: Click the Date field expansion button to the right of the Date field, and:
      • Enter dates for following fields if known, otherwise, leave blank (0/0/0000).
        • Requested Ship Date.
      • Choose “OK” to close the window.
    • Batch ID: Enter a posting Batch ID using the Batch ID naming convention.
      • Select “Add” when prompted to Add the Batch.
      • The Sales Batch Entry window opens.
      • Enter a description of the Batch in the Comment field.
      • Save the batch.
    • Default site ID: click the lookup button to open the site ID lookup. Then double-click the site row where the material will be shipped from.
    • Customer PO number: Leave blank as there is no PO at this stage.
    • Currency ID: Tab through this field and it should pick CDN as default.
  5. Once the header information is complete, select the blue arrow beside the Document number. 
  6. The blank Sales Document Detail Entry window opens.
  7. Mark the checkbox next to Repeating.
  8. Enter the times to repeat. Note: if left at 0 then it repeats indefinitely.
  9. Select the Frequency from the dropdown list.
  10. Define the batch ID the invoices will be transferred to from the orders. Note: This needs to be completed on each order.
  11. When prompted, click on Add to add the batch.
  12. Click “Save” to close the Sales Batch Entry window.
  13. Close the Sales Document Detail Entry window.
  14. Navigate to the Item Number field.
  15. Expand the Items section.
  16. Now proceed to add the inventory items to the order.
  17. Click the Item Number lookup button to open the Items lookup window.
  18. Once the required item is found in the list, double-click on its row to select it and close the lookup window.
  19. Enter the quantity of the item required.
  20. Check that the SiteID for the Item is correct. If not, select the correct site location from the lookup listing.
  21. If known, enter the required ship date for the item using the date button.
  22. Click “Next” to add the next item and repeat part 7.
  23. Choose “Save”.
  24. A completed Sales Transaction Entry window will be similar to the following.

Part 3: Transferring the order to the invoice

Login to Microsoft Dynamics GP using your UserID and Password.

  1. Open the Sales Batch Entry window: Transactions >> Sales >> Sales Batches.
  2. Select the Batch to be posted by clicking the lookup list button, then double-click the row for the batch to post.
  3. Run the batch edit list to screen and review for errors and incorrect GL distribution accounts before actually posting.
  4. Enter a comment for the Batch that is being posted.
    • Click on the “print” button in the upper right-hand corner of the window.
    • If the box asking you to save changes appears, then click the Save button.
    • The Sales Document Print Options window will appear.
    • In the Form to Print dropdown list, select “Edit List”.
    • In the Destination section, check “Print Document”.
    • Click “Print”.
    • The Report destinations window may appear.
      • Check the “Screen” and/or the “Printer” checkbox. Uncheck “File”.
      • Ensure the “Report Type” is set to “Standard”.
      • Click “OK” to produce the report on the screen.
      • If sending to printer, select the appropriate printer and select the Print button.
      • Review the report that is displayed on the screen for errors that prevent posting, such as missing or incorrect 0/GL distribution accounts and distribution amounts. If you find any, correct the transaction(s) before posting the batch.
      • If you didn’t already, print the Batch Edit list to paper at this time.
      • Close the screen preview window after review.
  5. Left click on the “Transfer” button.
  6. The Sales Transfer Documents window will open.
  7. Check the “Transfer to Invoice” checkbox under the Order section.
  8. Left-click on the Transfer button.
  9. The Report Destination window opens.
    • Check “Screen” and/or “Printer”. Uncheck “File”.
    • Click “OK” to produce the report on the screen.
    • If sending to printer, select the appropriate printer and press “Print”.
    • Screen Output – SOP Transfer Log will open.
    • If you haven’t already, print the log to paper at this time.
    • Close the screen preview window after review.
  10. Close the Sales Batch Entry window.
  11. The original order is there to be transferred to the next month.
  12. Open the Sales Document Detail Entry window and view the transfer history. 

    For more information, please contact your BDO Client Manager.


     

 

 

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