Draft:Video Presentation (Dolibarr features) - Recurring invoices

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Story board for Module Recurring Invoices


Video Title: Recurring Invoices in Dolibarr

Voice Over Visuals in the Video
Welcome to this video tutorial about the Dolibarr ERP and CRM system. In this video, we will look at how to use Recurring Invoices in Dolibarr. Animate the video title with special effects. Below it, the Dolibarr logo appears along with the url www.dolibarr.org (Do NOT show the YouTube channel and Social media accounts like for exit sequence)
Activate the module "Invoices" from menu Home - Setup - Modules. Go on menu Home - Setup - Modules, scroll to Financial Modules and enable the Invoices module and show you can switch on/off the module. Enable also the "Banks and Cash" module.
Grant permission on the Invoices module for your users. For more advanced information on how to setup permissions to users, you can watch our video "Users, Groups and Permissions" Show the module permissions and enable the permissions.
Creating a Recurring Invoice
You can create a recurring invoice in 2 way: manually or from an existing contract you want to bill. For example, to bill automatically a 1 year contract in 12 payments, one for each month.
For creating a recurring invoice manually, navigate to an existing invoice that is in the "Draft" status, or create a draft invoice from scratch. You can watch our video "Invoices and payments in Dolibarr" for that.

Once on the draft invoice, click on the "Convert Into Template Invoice" button.

Perform the actions as in the voice over.
Provide a title for the invoice. Enter any public or private notes. The Payment terms and Payment type and Bank account are pre-filled from the main invoice. If the module "Project" is enabled, you will be able to choose a project. Perform the actions as in the voice over.
The "Recurrence" section has the key parameters for defining the recurring invoice. Enter the frequency of recurrence and choose the unit - either days, months or years. The frequency of recurrence defines the time period between invoices. Choose the date for generating the first invoice and enter the maximum number of invoices that are to be automatically generated. Based on these parameters, the system will automatically generate recurring invoices. Finally, choose whether the recurring invoices will be in the draft status or automatically in the validated status. If you choose "draft status", you will need to issue the invoices manually by validating them after they are generated by the system. If you choose "validated status", the recurring invoices will be automatically issued without waiting for your validation. Perform the actions as in the voice over.
The products and services along with pricing information are pre-filled from the main invoice. You can modify the prices, quantity and lines at any time. This will apply to all next generated invoices. Zoom in to show the products and services pre-filled.
Click on the "Create" button to finalise the recurring invoices. Click "Create"
You can also create an invoice from an existing contract. For example to bill monthly a 1 year contract.

To create a recurring invoice from a contract, open the contract and click on Create invoice.

This will generate a Draft invoice. In most cases, you defined your contract by including services with a frequency (for example monthly) that is your common frequency for invoicing. So, even if your contract was defined for 1 year, your invoice should be prefilled for 1 month. Modify the invoice lines to match the price for your billing frequency.
Use the "Convert into template invoice" button to transform the invoice into a recurring invoice like into the "from scratch" process. When an recurring invoice has been generated from a contract, a link still exists between the recurring invoice and the contract.
Recurring Invoices - Module Features
You can find two fields in the detail view of a recurring invoice that provides information about the status of the invoices generated from the recurring invoice. The "Number of invoice generation already done" field gives the number of recurring invoices that have already been generated and issued from the recurring invoice. The "Date of latest generation" gives the date when the latest invoice was generated and issued from the recurring invoice. Zoom in and show the two fields being discussed.
If you want to stop generating additional invoices from the recurring invoice, click on the "Disable" button. You can also "Enable" a disabled recurring invoice. Demo the Disable and Enable buttons.
If you want to manually issue invoices from a recurring invoice, use the "Create Invoice" button. Note that this is available only when the "Date for next invoice generation" is reached, and the button is disabled otherwise. Note that this step is also not required, because the system will automatically generate invoices from a recurring invoice. Warning: To have the invoice generated automatically, you must be sure that the module "Scheduled task" of Dolibarr is enabled and working. Show the "Create Invoice" button. Cut to show the "Create Invoice" button in disabled state for a recurring invoice whose "Date for next invoice generation" is not yet reached.
All other features of the "Invoices" module also apply to invoices issued from recurring invoices. For more information on those features, refer to the video about "Invoices and Payments". Show the buttons available under the detail view of a standard invoice.
If a recurring invoice is linked to a contract, a proposal or an order, the generated invoice will also be linked to the same object giving you a complete path of tracking your source or children objects.
There are plenty of other features that can be enabled from the setup. Also, like most Dolibarr modules, you can add you own custom fields to your invoices and you will be able to export your database of invoices and payments. Show custom field generation and the invoice creation screen where it is available.
Thank you for watching this video tutorial. Visit www.dolibarr.org to learn more. The Dolibarr logo appears at the center of the screen along with the url www.dolibarr.org. Show the YouTube channel and other social media accounts with icons at the bottom (facebook, twitter and github).

Translation in French