This feature is great for scheduling cyclical invoices, especially for things like rent, insurance and other overhead expenses. See step-by-step instructions below for creating and then scroll down for editing one you already created!
This way, you won't have to worry about the repetitive input of these expenses but still see them in your P&L, pay them off in bill pay and export them to your accounting system each month.
This feature goes hand in hand with our AutoPay with ME Bill Pay. Pair those these two and… chef’s kiss - never worry about accounting for or remembering to pay those expenses ever again. We got you covered!
Article Contents
Create a Recurring Invoice
1) Go to the Orders page and click Add Invoice > Create Invoice.
This will give you a few options for manually creating a new invoice.
See more information here about Manual Category-Level Invoices.
2) Select "Recurring invoice"
3) Fill out the remaining details in order to create the recurring invoice:
Vendor: The dropdown list will show all of your existing vendors.
-
Recurrence Details, choose either:
Day of the month
Note: selecting 31/Last will always create the invoice on the last day of the month regardless of how many days are in the month.Day of the week
Payment Account: The default is Accounts Payable, but you can choose any active Payment Account you desire.
Category & Total: Choose the appropriate Category from the drop down list and fill in the corresponding amount. Remember, there are no vendor items or products on this type of invoice.
If needed, you can add any Additional Charges to that section.
- Your total at the bottom will be automatically calculated for you.
Note that the Invoice # will always be disabled for recurring invoices. Each time the invoice is automatically created it will use the current date as the invoice number.
4) When you are finished, click "Schedule Invoice"! It's now closed!
It will populate through your reports on the appropriate day and will be available to pay in Bill Pay if desired. You can also use this in combination with our Blll Pay AutoPay feature for full automation!
Edit or delete a recurring invoice
You can edit an existing recurring invoice by going to Orders > Setup > Manage Recurring Invoices.
There you will see a list of information about your recurring invoices. You can edit the details of the recurring invoice (including the Recurrence Details) or delete it.
When you click to Edit it, it takes you back to the same pop up you used to create it so you can adjust any of the details. Don't forget to save your work by clicking "Schedule Invoice"!
Seeing invoices or orders you did not create?
If invoices are appearing on your Orders page automatically, on the same day each week or
each month, under the same vendor, they were created by a recurring invoice template.
Nobody is entering them by hand, and they are not coming from your vendor. MarginEdge is
creating them on a schedule that someone set up in your account.
To stop them, go to Orders > Setup > Manage Recurring Invoices. You will see every
recurring invoice set up for your restaurant, along with its vendor and its schedule (for
example, "Weekly on Tuesday" or "Monthly on day 15 of the month"). Find the entry for the
vendor in question and click the delete icon.
Deleting the schedule stops any future invoices from being created. Invoices that were
already created stay on your Orders page, so if you want those removed as well, delete
them individually from the Orders page as you would any other invoice.
To change the schedule or the amount instead of stopping it entirely, click edit rather
than delete.