Open Source ERP Academy

Recurring (Invoice, GL Journal, Payment, Receipt, Order, Project)

The purpose of this page is to describe how to set up a collection of documents to be produced or re-occur periodically. The workflow goes like this:
  1. Create the document that needs to be replicated. Documents that can be replicated include: Invoices, GL Journals, Payments, Receipts, Orders and Projects. If the document has a document status, you typically have to at least Prepare the document before the Recurring process will work. Otherwise, you will get a "Fill mandatory fields: : Target Document Type - C_DocTypeTarget_ID is mandatory" error message.
  2. Create a Recurring Group window record. Note, this record is optional. It is used to group multiple Recurring documents into a single collection.
  3. Create a Recurring window record. Choose the Recurring Type and update the appropriate document link to point the document you created in step 1. Make sure the Maximum Runs field is greater than zero. The Date Next Run field will be the Document Date used when your next recurring document is created. Add the Recurring document to a Recurring Run if you wish. You can create the first record in your Recurring series by pressing the Start Process button.
  4. Execute a Menu => Recurring Run process to execute all Recurring documents in a single Recurring Run.
Note: you can use the Scheduler window to add Recurring Runs to a timer. Example, you can generate all monthly customer invoices on the first of each month without needing to run the Recurring Run process manually. Note: If you are creating a recurring entry where the first document will not be created until the future, you have a couple of options for creating the document used as the seed for the Recurring document:
  1. Create and complete your invoice, order, etc... then reverse it. Reversing it makes it as if it never existed; however, you get the benefit of using the original document as the seed for the Recurring process. Make sure to update the document's description since the description will be copied to the newly created document as part of the Recurring process.
  2. Create and prepare your invoice, order, etc.. and leave it in the prepared status. Add notes reflecting this document should never be completed since it is used for recurring processes only. I do not care for this option since someone will inevitably complete the document accidentally. It is not good practice to leave prepared documents lying around.