AutoCount Module: Recurrence Module
Introduction to AutoCount Recurrence Module
If your business sends the same invoices to the same clients every week or month, you're probably familiar with how time-consuming and repetitive it can be. Therefore, that’s exactly where the AutoCount Recurrence Module comes in—it’s built to automate and streamline repetitive invoicing tasks. As a result, you can focus on what really matters: growing your business. To clarify, this feature-rich module is a game-changer for businesses that rely on regular billing cycles. For example, tuition centers, service providers, and accounting firms. With just a few clicks, you can create recurring templates, automate invoice creation, and manage billing with incredible ease. So, let’s explore how this module works and why it’s becoming essential for modern businesses.
AutoCount Recurrence Module Video Guide
Module Segmentation: G/L vs Sales & Purchase
AutoCount breaks down its recurrence functionality into two key areas:
Understanding the Dual Functionality
- G/L (General Ledger) - Already comes with Save as Recurrence functionality, especially useful for recurring journal entries.
- Sales & Purchase Module - Require subscription to the recurrence module. Ideal for businesses that issue the same invoices or orders to clients on a scheduled basis.
Focus on Sales & Purchase Applications
The spotlight in this article is on Sales & Purchase, where the recurrence module truly shines - especially for generating recurring invoices, sales orders, and quotations
Step-by-Step Guide For Recurrence Module
1. Initial Setup Requirements
Before diving in, ensure you’ve got the essentials ready:
- Subscription Activation: Contact your AutoCount dealer to enable the Recurrence Module.
- Access Permissions: Go to Tools > Program Control > Module Setting and tick the check box for Recurrence.
Once activated, recurring options like Save as Recurrence will become available in modules like Invoice and Sales Order.
2. Setting Up Stock Items for Recurrence
A crucial prerequisite is to prepare your stock item correctly:
- Firstly, navigate to Stock > Stock Item Maintenance.
- Secondly, group items using Stock Group Maintenance.
- After that, assign proper Sales Account or Income Account for each item.
By pre-organizing stock items, you eliminate confusion and ensure accurate posting.
3. How to Enable Recurrence Settings in AutoCount
Once you’ve subscribed, follow these steps:
- Firstly, head to Tools > Program Control > Module Setting.
- Secondly, enable the Recurrence Module by checking the appropriate box.
- After that, confirm by clicking OK.
After this step, the recurrence functionality is ready to be used in document modules like Quotations, Invoice, and Purchase Order.
4. Document Types That Support Recurrence
While several document types support recurrence, here’s the breakdown:
Accounts / Cash Book
Payment Voucher
Receipt Voucher
Journal Voucher
Accounts Receivable (AR) Documents
AR Invoice
Accounts Payable (AP) Documents
AP Invoice
Sales Documents
Quotation
Sales Order
Invoice
Cash Sale
Credit Note
Debit Note
Purchase Documents
Purchase Request
Request Quotation
Purchase Order
Goods Received Note
Purchase Invoice
Cash Purchase
Purchase Return
5. Creating a New Recurrence Template
Now that everything is set up, it’s time to create a recurrence template.
Step-by-Step Walkthrough
- Firstly, go to Sales > Sales Order and create a new Sales Order.
- Secondly, choose your customer and input the items you regularly bill for.
- In the description, use supported parameters like @MMyyyy, @MMM, or @MMMyy to auto-update the data format dynamically in each recurrence. Example: “Tuition Fees for @MMMyyy”.
⚠️ Important: Do Not click Save. Only new documents can be saved as a recurrence. Instead, click Save as Recurrence to open the recurrence setup window.
6. Configuring Recurrence Patterns
You can define when and how often the recurrence happens:
Daily Recurrence
- Select how many days between each repetition (e.g. every 2 days)
Weekly Recurrence
- Choose how many weeks apart.
- Pick which day(s) of the week the document should be generated.
Monthly Recurrence
- Choose a specific date every X months (e.g., 9th of each month).
- Option to calculate from the start or end of the month.
Supported Date Parameters
AutoCount allows dynamic labels in your invoice descriptions:
- @MMyyyy → 072022
- @MMMyy → Jul22
- @MMM → Jul
- @MMMMyyyy → July2022
These placeholders update automatically in recurring documents.
7. Manual vs Automatic Recurrence Generation
AutoCount offers 2 modes:
Manual
System prompts user to confirm each recurrence before creating the document.
Automatic
System generates transactions instantly upon login for assigned users.
In the recurrence setup, simply tick or leave unticked the Automatically Create option depending on your preference.
8. Previewing and Testing Recurrence Patterns
Before saving, use the Generate Next Recurrence Date feature to:
- See upcoming recurrence dates.
- Confirm accuracy of the pattern.
- Validate customer and document setup.
This is essential to avoid any billing errors.
9. Saving and Executing Recurring Documents
Once everything looks good:
- Click Save to store the recurrence configuration.
- Alternatively, click Save and Execute to generate the first document immediately.
The system will handle the rest as per your recurrence pattern.
10. Managing Recurrence Entries in AutoCount
Want to view, modify, or delete a recurrence?
- Navigate to Others > Manage Recurrence.
- Select any template and click Edit Document to make changes.
- Save after editing to update the recurrence.
This tool helps in managing ongoing contracts and seasonal schedules efficiently.
11. Filtering Recurrence by Customer
You may not always want all customers included in a recurrence. Here’s how to adjust:
- Open an existing recurrence and click Edit.
- Under Debtor Account, uncheck clients you don’t want to include.
- Click Save.
For client-specific billing adjustments, this flexibility is gold.
12. Modifying Recurrence Scope Mid-Cycle
Entire Customer
- Use Inactive Recurrence by Acc No. to stop all future documents for a customer.
Specific Recurrence
- Go to the recurrence entry.
- Select it and click Inactive Recurrence to stop a specific month's recurrence.
This is helpful when a customer pauses services or changes their subscriptions.
Best Practices for Using AutoCount Recurrence Module
Here are some expert tips:
Double-check recurrence dates using preview to prevent unwanted document generation.
Use date parameters in descriptions for clear monthly references.
Save templates for repeat use across similar customers.
Avoid using Save prematurely—use “Save as Recurrence” first.
Test with one client before applying to all to verify accuracy.
Conclusion: Transforming Business with AutoCount Recurrence Module
To conclude, the AutoCount Recurrence Module is not just a tool – it’s a productivity booster. By automating recurring invoices, purchase orders, and sales documents, it frees up your team to focus on strategy rather than repetitive tasks. So, whether you’re a service provider or a high-volume sales business, this module delivers consistent results with minimal manual input.
Start small, test the waters, and scale your recurring documentation with confidence.
Frequently Asked Questions
Can I use the recurrence module without subscribing?
No, the recurrence feature for Sales & Purchase requires a subscription through your AutoCount dealer.
What happens if I click “Save” instead of “Save as Recurrence”?
You won’t be able to create a recurrence template from that document.
Can I edit recurrence patterns after saving?
Yes. Use Manage Recurrence > Edit Document to update any setting.
Does AutoCount notify users about pending recurrences?
Yes, upon login, it can prompt users to generate pending documents if set to manual.
Can I add or remove customers from an existing recurrence?
Absolutely. Use the Edit option under Manage Recurrence.
Is there a limit to how many recurrence patterns I can create?
No strict limit, but performance depends on system capacity and transaction volume.
Interested in Getting AutoCount for your Business?
Contact our sales team today to explore pricing options and get started with the perfect solution for you.