Scheduled Debtor Invoices

The instructions in this article relate to Scheduled Debtor Invoices. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

Scheduled Debtor Invoices has support for one-off or recurring invoice schedules which can be used for future invoice charging. Invoices can be raised against an Owner or Second Debtor account. The same functionality is available in GLMax. A Credit Note option is also available and can be used as a tool to reverse transactions in the Old Year or Current Year by entering the opposite entries and selecting a date which falls in the Old Year Financial year Dates. 

Security Setup

Access to Debtor Invoices (Preview)  can be configured by allowing access to Invoice Entry in Security Setup.

The other areas to consider for access include: Debtor invoice configuration, Print Invoices, Print Invoices for second debtors, Scheduled Debtor Invoices, Invoice Entry Edit and Reverse, Invoice Entry notes, View invoice notes.

Scheduled Debtor Invoice | Future Dated Invoice

Scheduled Debtor Invoices provides a central location for creating, managing, and processing debtor invoices that are generated automatically at a future date. Designed to support recurring and planned billing requirements, the module allows users to maintain scheduled invoice records in a searchable grid, making it easy to locate and review existing schedules. Users can further refine results using filtering options, export data for external analysis, and generate reports to support invoice management and auditing processes. 

1. Search or select Scheduled Debtor Invoices.
2. Search view will open, use the Field options to search for Debtor Invoices or click Add to create a new entry. 
3. Enter Debtor Invoice details, income account, enter Due Days, Invoice Amount, review Invoice Code. 
4. Enter a Description for the schedule debtor invoice.
   Important: The Description field is mandatory. The description does not appear on the generated invoice, however, it is displayed in the Scheduled Debtor Invoices search results. 
5. Select whether the schedule is Once Only or Repeating, if Repeating, enter the From Date and Until Date.
6. Add Notes and Save.
7. The scheduled debtor invoice is created and appears in the Scheduled Debtor Invoices, where it can be viewed, searched, and managed. The schedule is then available for processing either manually using the Process for Building button or automatically through the overnight scheduler, depending on your organisation's configuration.
   Note: After invoices have been processed and generated, use Invoice Printing (Preview) to review and print the invoices if required.

Process Scheduled Debtor Invoices

Scheduled Debtor Invoices can be processed manually using the Process for Building function in Scheduled Debtor Invoices or automatically through the overnight scheduler. To manually process scheduled debtor invoices:

1. Search or select Scheduled Debtor Invoices.
2. Search view will open, use the Field options to ensure the correct Current Building is selected.
3. Click Process for Building to process only the selected Current Building.
4. Once processing and postings are complete, a confirmation message is displayed.

Editing and Reversing

Debtor Invoices can be edited or reversed, if Security Setup permissions allow, from the following areas:

• Local Transactions
• Global Transactions
• Local Debtors
• Global Debtors
• Interactive Reports
• Scheduled Debtor Invoices

1. Search or select Scheduled Debtor Invoices.
2. Locate the Debtor Invoice using the search functions and click Refresh.
3. Highlight the record and click Edit.
4. Make any changes to the Debtor Invoice and click Save. 
   • If record is to be deleted, click Delete.
   • Click Clear to remove all data and re-enter as required and Save.