Change a schedule and regenerate recurring invoices

Related topics

The following describes how to regenerate recurring invoices from a schedule definition which has been changed. Note: The schedule must not include a recurring invoice with status C (Complete) or B (Included in open batch). If that is the case, then you are not allowed to make any changes to the schedule definition. Exceptions are the Description and A/P inv entry template fields, which can be changed. However, existing recurring invoices are not regenerated due to changes in these fields.

Tip: If you need to change information in a schedule that you are not allowed to, then you can do the following:

Copy the schedule and create a new one.
Inactivate the original schedule, making it obsolete in the system.
The new schedule (from the copy) will be in an inactive status (I). Re-activate it.
All fields are now open for input and you can change the schedule definition as required.
Generate recurring invoices according to the new active schedule.

Select the Work with A/P recurring invoices menu item.
On the Schedules panel, select the applicable schedule and click Change.
You access the detail panel. Change the following relevant fields:

Description
A/P inv entry templ
Voucher type
Document type
Supplier invoice no
Invoice amount: Note: If the invoice amount is changed, then the invoice schedule contra accounting needs to be updated accordingly. See Define invoice schedule contra accounting for instructions. Changing the invoice amount and the schedule contra accounting will affect all associated recurring invoices (if confirmed; see step 4 below) when they are regenerated.
Terms of payment

When you have made the applicable changes, click OK to update.

Manual changes
If manual changes have been made on invoice level (see Change a recurring invoice and its contra accounting), then you are prompted as described below:

You access the Confirmation request window. The system notifies you that manual changes have been made to at least one recurring invoice or invoice contra accounting included in the schedule you just updated. You must confirm if you want to keep the manual changes or accept an update. Specify your reply according to the following:

The default is NO, meaning that you do not want to recreate any existing recurring invoices according to the current/updated schedule definition. Your manual changes remain unchanged and no recurring invoices are recreated.
Set to YES to confirm that you want to recreate all the existing recurring invoices according to the current/updated schedule definition. Any manual changes made on invoice level will be overridden.

Note: Recurring invoices that are included in open batch (status B) or complete (status C) are not recreated.

No manual changes
If you are not prompted, then all active and non-processed associated recurring invoices are automatically regenerated according to the new schedule definition. If you changed the invoice amount and redefined the invoice schedule contra accounting, then the invoice contra accounting is automatically updated for the regenerated recurring invoices accordingly. Exit the routine.