How to set up a recurring rental contract to be invoiced every month.

Below are the steps to set up recurring rental documents in Softbase.

To begin, open the invoicing tab and create a work order. Then, click on the rental info tab. Create a new rental contract or use an existing contract number and add it to the work order.

Note: Choosing the green arrow next to the rental contact # field will auto-assign the next available contract number for you for a new contract.

Note there are two sections on this tab, one for the current invoice information and one pertaining to the overall rental contract.

Enter the contract start and end date for the full amount of time for the contract.  If it is open-ended, you can also check the open ended contract box as seen in the screenshot to denote the contract has no definitive end date.

Then, on the invoice information, select the rental period you will be billing this specific invoice for.  When these tabs are completed and correct, choose the add button to add the contract, and then choose save at the top of the work order to update the changes. 

When this invoice is closed, it will not create a new recurring rental document with the next time period as the invoice start and end date for each period until the contract end date (or in perpetuity if the contract is open-ended).

There are some additional items to consider for the invoice to recur automatically when billed out:

1.) A salesman must be populated on the work order

2.) AR terms must be selected and there must be available credit on the customer account to create the new work order without prompting for credit approval.

3.) The department on the work order must be a rental department

4.) There must be a rental contract assigned and saved to the order that has a contract end date greater than the current date or is flagged as an open-ended contract to enable the next document's creation upon closing.

5.)  If you add any miscellaneous charges, you MUST select for the miscellaneous charge to be included with the reoccurring rental document or it will be considered a one-time charge and will not be added to subsequent documents.  This checkbox is under the misc tab and needs to be selected for each charge that should reoccur.

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