Every business owner knows, running a business smoothly is difficult job. In some business, you may be frequently involved with purchasing and sales transactions. It is quite cumbersome to generate invoices for daily purchases and sales when they are for the same clients and vendors. This type of invoicing is usually time consuming and resource intensive. While managing purchasing and sales taking up most of your time, you may forget to post certain invoices on time. This can lead to late payment penalties, or prompt payment discounts lost, and so incur financial losses to the business.
There are some customers who prefer to receive a periodic statement that lists the details of all the billing documents created in a certain period. If the system has the capability to manage and consolidate these invoices for you, it means that you would then be more productive in running your daily business activities. The system should enable you to set up customers to be billed on a recurring basis, so that your administration tasks will be reduced. This recurring invoice processing procedure is commonly known as Periodic Invoicing.
SapphireOne Periodic Invoice :
SapphireOne has now implemented Periodic Invoicing functionality in Sapphire Single user and SapphireOne Client Server application. Periodic Invoicing allows you to consolidate invoices to a common client or vendor, at specified intervals. Periodic invoicing can be set up to automatically create a single transaction based on the transactions created within the period, as set by the user. With SapphireOne Periodic Invoice you can organise one or many invoices to be consolidated into a single invoice at the end of the period to be sent to the client or vendor.
SapphireOne can effectively generate and send recurring invoices to your customers and suppliers. Using periodic invoice functionality in SapphireOne, you can set your invoice periods to Weekly, fortnightly and monthly. This Periodic invoice feature is particularly useful in the cases where you are contracted to provide ongoing services that are invoiced at set periods. In addition to period based invoicing there is also an option, where you can assign a start date and an end date. This will provide for non-standard periods for creating periodic invoicing when necessary. All steps for creating these invoices take place within the SapphireOne system, with a history log for tracking transactions. This system follows the standard data entry procedures and has the capability to increase accuracy, efficiency and speed of your invoice management.
SapphireOne Periodic Invoice Example :
As a first step, you will need to set up your client’s invoice frequency – Weekly, fortnightly or monthly
After setting up the period, from SapphireOne tools menu, you will find ‘Create Periodic Invoices” button. This will provide the option to create your periodic invoice transactions.
The user should check and post all invoices that are not to be included when periodic invoicing is initially set up as the system will automatically try and include these invoices. If you already have some invoices ready to be included into the new system, it will automatically consolidate those invoices into a single transaction.
Selecting the “process” button will begin the posting procedure for the consolidated invoices. It is important to note that after selecting “process” no further modification or deletion will be permitted on the selected invoices. It should also be noted once these transactions have been posted the periodic invoicing system will ignore them.
At any time, you can commence a new periodic invoice from SapphireOne’s Inventory module sales section.
You can review all details of the transaction before printing and sending it to your clients or vendors.
Benefits of Consolidated Invoicing
Consolidated invoicing offers significant benefits to both sellers and buyers. Invoice consolidation or sending a single bill which encompasses all of the orders, that the customer placed over a specific period, gives you confidence in your business. A single invoice that consolidates all of the invoices for the period is easy to follow, and customers appreciate this kind of consolidated approach. Rather than having to search for, total and pay many different invoices, a single bill invoice, simplifies invoice management and payment processes for both senders and receivers. Consolidated invoicing effectively reduces the number of transactions that the accounts manager has to manage. This also means that when your accountant or auditors are going through your transactions it will minimize their work load and time taken.
SapphireOne Periodic Invoice will assist you to organise the invoice processing in a cost effective and timely manner. This will also free up employee resources while improving the quality and performance of your overall business processes. With the help of SapphireOne recurring invoice processing you can regain control of your business’s cash flows, asset, contract and project management.
Discover how SapphireOne ERP, CRM and Business Accounting software suite can easily satisfy your customer requirements, while streamlining your invoice management and payment processes. To know more request a live demo today.