Add recurring sales

If you send a customer the same invoice on a regular basis, you can save time by setting up a recurring sale. In a recurring sale, you configure OnBalance to automatically generate a new sale each month with a predefined value.

You can add recurring sales from the New Sale screen, the Recurring Items screen, or the Invoice # screen.

Once you add a recurring sale, that recurrence will appear in the Recurring Items screen.

Overview

• When you enter a new sale in the New Sale screen or in the Recurring Items screen and add a new customer from these screens, you can have OnBalance automatically complete several fields in this screen. Click the Obtain data from the AFIP registry button, and enter the customer CUIT number. The application will verify your customer registration and import all of the information from AFIP into the new customer form.

  • The address information will not display in the New Customer screen you opened, but you will see the information in the customer activity screen.

  • If the query does not obtain results, you will need to manually enter the information for the new customer. The query may not obtain results for the following reasons.

    • AFIP is blocking the customer's registration proof.
    • The ID entered is not a CUIT. The ID is probably a CUIL.
    • The ID entered is not active.
    • The customer is not active in VAT or a simple taxpayer. You will have to select the customer's VAT status.
    • AFIP Web Service is not currently working.
• OnBalance creates new sales only at monthly intervals.
• A new recurring sale is created with a start date after the month of the due date of the sale you saved. OnBalance will not create an invoice with an invoice date on or before the current system date.
• New sales are created at 1:00 a.m. UTC on the day the invoice is created.
• The Start Date and End Date fields define the beginning and expiration dates negotiated with your customer. If you do not select an end date, OnBalance will create a new sale each month for an indefinite period.
• The Sale Date field defines the day of the month that OnBalance will generate an invoice each month.
• Mark the Issue Automatically checkbox next to the Sales Point field if you want the application to automatically send the invoice to AFIP to request the authorization. If you do not mark this checkbox, the invoice will generate as CAE pending. The Issue Automatically checkbox will display only if the invoice is an electronic sales point invoice.
• If the invoice is for services, you should select an invoice period of Current Month, Anticipated Month, or Month Overdue from the Period Month field. If the invoice is for products, you should select Not Applicable.
• If the invoice is for at least one service and you select Not Applicable from the Period Month field, you will not be able to save the recurring item.
• Recurring sales are listed in the Sales screen with a icon in the Invoice column.

New Sale screen

1. In the Sales screen,

   To open the Sales screen, click Sales in the navigation panel.

   For more information, see Sales.

   click New Sale.
2. Enter the required information.
3. Click Make Recurring.
4. In the New Recurring Item screen, enter the required information.

   Notes

   • By default, a new recurring sale is created without an end date. If you want to set a limit on the recurring sale, select a date in the End Date field.
   • A new recurring sale is created with a start date after the month of the due date of the sale you saved.
5. Click Save.

Recurring Items screen

1. In the Recurring Items screen,

   To open the Recurring Items screen, choose Recurring Items from the company setup menu.

   For more information, see Recurring Items.

   click New Item.

2. Enter the required information.

3. Optional: If you want to create another recurring item with similar terms, click the Copy button, and then change the information, such as customer, date or due date, or service, if necessary.
4. Click Save.

Invoice # screen

1. In the customer activity screen

   To open the customer activity screen, click a customer record in the Customers screen.

   For more information, see customer activity.

   or in the Sales screen,

   To open the Sales screen, click Sales in the navigation panel.

   For more information, see Sales.

   click the row for the invoice you want to make recurring.
2. Click Make Recurring.
3. In the New Recurring Item screen, enter the required information.
4. Click Save.

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