Recurring/Default A/R Charges

What are recurring and default charges, and how are they used in the A/R invoicing process?

Recurring charges are set up for a particular customer in a billing group as opposed to default charges, which are set up for common charges that apply to all members of a billing group.

Default Charges:

They are charges that can be applied consistently to a set of customers assigned to a billing group. They differ from recurring charges in the following ways:

  • They will have the invoice and effective date selected during calculation (the calculation date).
  • The description used will be the same as the description for the charge code when assigned to the billing group.
  • The amount will be calculated from the charge code, and the quantity assigned on the Maintain>Accounts Receivable>Billing Groups>Default Charges tab.

Recurring Charges:

This type of charge is used when charges differ for individual customers within a billing group and will appear in subsequent invoicing. They have the following characteristics:

  • The charge date (invoice and effective date) is specified when the charge is established.
  • If the customer is removed from the billing group, all recurring charges will be deleted.
I have repetitive charges to my customers. Can I just copy a session, change the date, and use that for my invoices?

No, if you copy a session the invoice numbers will remain the same. Even if you change the dates, it will post as an adjustment to an existing invoice rather than a new invoice. Whenever you run a report on this invoice, you will get ALL activity that was ever entered, not just what you want.

I want my recurring invoices to have a different date or description every month. What is the easiest way to do this?

Use default charge codes with multiple billing groups, in lieu of recurring charge codes.