Creating a template for a standing order

Last modified 08:04, 24 Apr 2017

Overview

Standing orders are template bills used to automatically bill a client on a fixed and regular basis. For example, some clients may want to be billed monthly or others quarterly to prevent ending up with a large bill at the end of a set of work.

You can use the existing client bills to create templates that will automatically generate a new bill for a particular client at regular time intervals (for example, monthly billing).

Create a Standing Order template

  1. Open the Client page for the client you want to create the standing order for. If you want to create a standing order at the assignment level (so the standing order will only bill against a specific assignment each period) open the Assignment page for the required client.

  2. Click the Bills tab and then in the Full Billing History list, click the invoice which will be the template for the standing order.

NOTE

You will need a previous bill listed in the Full Billing History area to be able to create a standing order template. The bill you select will define the content and billing information for all the standing orders you base on it. If you need to confirm you are using the correct bill before you create the standing order, select the bill in the list and click the  button.
  1. Click the Standing Order button button, located under the client’s Full Billing History.
    In the Create New Standing Order Template window the NetTax and Total fields will show the amount to be billed on the standing order you are creating. These figures are taken from the original bill and cannot be amended here. The client to be billed (and assignment if creating the standing order at assignment level) will be displayed in the Client and Assignment fields.

  2. Enter the date you want the standing order to be generated in the Next Date field.
    Click in the field to access a drop-down calendar. Use the scroll arrows at the top to move between months.

  3. Select from the Frequency list how often you want the standing order to be generated.

  4. In the Entries field type the number of standing order bills to be created. For example, a year would be 11 entries, as the first month would be the template bill.

  5. Select the Bill Time Out check box if you want the standing order to produce a bill total according to the total WIP ledger for the selected client at the time the standing order is generated.
    If selected, the NetTax and Total fields will be removed from the window as these figures are no longer valid.

  6. Enter the Min Amount to Bill field if you only want the system to produce a standing order when the client’s total WIP is greater than the amount entered here.

  7. Select the Auto Post check box if you want the standing order to be automatically submitted, authorised and posted as it is generated.

  8. Click OK in the confirmation message and then click OK in the message telling you the template has been created successfully.
    The Create New Standing Order Template window will close. When the standing orders are generated each period they will appear in the Invoices Ready to Print window for the assigned employee or partner.

NOTE

The paragraph text on the original client bill that you base the standing order on will appear on each subsequent standing order that is created. This text can, however, be amended from within the Microsoft Word document window when the bill is previewed, provided the Auto Post Bill option is not selected when the template is created.
To edit a current standing order, open the Bills tab for the client or assignment, then select the bill on which the standing order is based. Click the File:dirname/pm/090_Billing/200_How+to.../080_How+to+create+a+template+for+a+standing+order/Standing_Orders_button.gif button and the Edit Standing Order Template window will display. Make your changes then click OK.

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