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tipstricks


How do I create a recurring invoice in creditors through the Purchase Order module in Triumph?

The procedure to create recurring invoices in creditors through the Purchase Order module in Triumph is very easy.

1. Create a Purchase Order

Go to menu option Creditors, Purchase Orders, Order Entry & Maintenance {C – T – P – O} and enter an order for a creditor.

 PO1

You can use the Order Message field to notate that this is a Recurring Order.

Note: If you want these recurring orders to appear at the end of the outstanding order list you can allocate your own Transaction No, e.g. RO1001, RO1002, etc.

Next go to the Lines tab and enter all the line details, then save the order when done by clicking OK.

2. Create a copy (recurring) order

When you receive a Creditors Invoice for the same items, you will create a new Purchase Order. In the header screen, using the search button, select the original order that you wish to copy, then click the “Copy” button.

PO3

This will create a duplicate Purchase Order with a new Transaction Number

PO4

and identical line details.

 

At this point you can change/edit any of the header or line information for the new order. When done click OK to save the new order.

3. Processing the supplied order

There are two ways to do this, either by entering a combined invoice/receipt or receipting the goods and entering the invoice separately. For recurring invoices, it is more likely that you will have already received the invoice, or that goods are not a consideration.

3.a. Combined Invoice & Receipt method

Go to menu option Combined Invoice & Receipt Entry {C – P – T – C}.

Header Tab

Select the Purchase Order you saved previously, this is the copy you just made not the original one, and enter the new Creditor Invoice number.

Lines Tab

Go to the line tab and click OK to save the invoice. Note that if you do not have the “Default Quantity” system flag turned on, you will need to visit each line and enter the quantity first.

Well done, this is now complete. The order is now closed and the invoice is recorded against the creditor.

3.b Seperate Delivery and Invoice method

Go to menu option Goods Receipt Entry {C – P – T – R}.

Header Tab

Select the Purchase Order you saved previously. You can enter the delivery number or let Triumph default the next delivery number for you.

Lines Tab

Go to the Lines tab and click OK to save the goods receipt. Note that if you do not have the “Default Quantity” system flag turned on, you will need to visit each line and enter the quantity first.

Now go to menu option Invoice Entry {C – P – T – I}.

Header Tab

Select the Purchase Order again and enter the new Creditor Invoice number.

Lines Tab

Go to the Lines tab and click OK to save the Invoice. Note that if you do not have the “Default Quantity” system flag turned on, you will need to visit each line and enter the quantity first.

Well done, this is now complete. This order is now closed and the invoice is recorded against the creditor.

As a side note, since Triumph 6, you also have the ability to repeat an existing creditors invoice. This is done through Creditor Account Maintenance, Transaction Enquiry.