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How to Combine Direct Invoices and Recurring Billings in Sage ERP X3

Invoices and Billings on Same Sales Order

Have you ever wanted to combine a “direct Invoice” and a “recurring billing” in the same sales order?  Perhaps there are some lines that must be invoiced for services and others for monthly recurring payments?  Interesting thing is you can create this scenario in Sage ERP X3. Here's how.

General outline:

  • Setup – Direct sales order type
  • Setup – Direct sales invoice type
  • Setup – Service product
  • Setup – Service contract template
  • Sales Order – Creating the Direct Sales Order
  • Service Contracts – Creating the Service Contract
  • Invoicing

Example of a Sage X3 sales order with both direct and recurring invoice lines:

Sage ERP X3 Sales Order

Line one represents the annual hosting fee.  This will be billed monthly at a rate of 1/12th.  Lines 2-4 are for direct invoiced services.

Setup – Direct Sales Order Type and Direct Sales Invoice Type:

First, create the “direct invoice” sales order type in Sage X3.  If this is not already setup, it should look as follows:

Sage ERP X3 Direct Invoice Sales Order

Next, a sales order “transaction” should be created to help with the process flow.   Simply copy the “ALL” or “STD” transaction and change the category to be “direct invoice”.

Sage X3 Sales Order Transaction

Once the above setup is completed, the Direct Sales Order entry screen can be selected from the sales order transaction screen in Sage X3.  This is a fabulous method to help keep direct orders isolated from regular orders.

Sales X3 Direct Sales Order

The DSO entry screen in Sage X3 will show the order type “SOI”, and, following entry of lines, the “invoice” button will be highlighted to permit creation of the invoice with-out shipment.  (see earlier screen towards top)

Setup – Service Contract Template and Service Product:

The HOSTING (example product) is setup with a Service Contract associated with the product master file.  Create a SC Template that is a “maintenance” category as follows:

Sage X3 Service Contract Template

The management and invoice element tabs define the term and frequency of the recurring billing.

Sage X3 Service Contract Management Elements

Sage X3 Service Contract Invoice ElementsFinally, link the template to your product master.  The product should be a “service” type product category that is “non-stocking” and is “saleable”.  A product-site record is not required.

Sage X3 Link Service Contract to Product Master

Sales Orders and Invoices – Tie everything together:

Once the above setup is completed, the “HOSTING” sales order line will automatically create a Service Contract (which is recurring).  You can tunnel to the Service Contract from the line following creation of the Sales Order.

Sage X3 Service Contract

And, the details in Sage X3 will appear similar to the following:

Sage X3 Service Contracts Invoice Elements

This screen permits creating the invoice, or, the batch utility “Auto Invoice” can be run to automatically create invoices for all recurring service or maintenance agreements.

Finally, both regular direct invoices for the flat fee items and monthly maintenance invoices are generated.

Regular direct invoice:

Sage X3 Direct Invoice

Monthly recurring service or maintenance invoice:

Sage X3 Monthly Recurring Service

Record Keeping and History:

From a record keeping perspective, the Service Contract maintains history for invoices, payments and general correspondence.

Sage X3 Service Contract History

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