You can access the Recurrent Invoices feature page by hovering over the "Recurrent Invoices" icon from your MobiWork menu and clicking on the "View Recurrent Invoices" option:
The Recurrent Invoices "List" tab is the default tab that can be found on the Recurrent Invoices feature page; from this page you can see the list of all the recurrent invoices in MobiWork.
Below is a list of the main features that are located on the "List" tab:
Free-Text Search
You can type in the search bar (free-text search) to locate a specific recurrent invoice. Once you click in the search bar, the search drop-down menu will automatically appear. You can use the search drop-down menu or continue typing your own search parameters:
When typing in the search bar, the drop-down menu will provide some helpful search criteria. With free-text search you will also be able to search by:
Customer Name
Recurrent Invoice ID
If the number of recurrent invocies surpasses the number range, the subsequent invoices will be found on the next page:
To navigate through these pages, use the First, Previous, Next, and Last buttons located towards the bottom of the Recurrent Invoices section.
Predefined Saved Searches
Saved searches are a powerful search tool where the search-criteria has been saved for future use. The default saved search for Recurrent Invoices is the "Show All" search.
These saved searches will appear in the drop-down menu and can also be used for dashboards and reports.
By default, MobiWork provides saved searches for you to use:
The predefined search for your Recurrent Invoices can be found below:
Show All
You can access any of the saved searches by clicking on the "Search Area" and selecting your desired "Predefined Saved Search" from the drop-down menu.
If you would like to view all your recurrent invoices click on the "Show All" option from the drop-down menu:
New Search
To create a new saved search, select the "Create a New Advanced Search" option from the search menu:
After clicking on "Create a New Advanced Search," a pop-up window will appear where you can enter your data in the appropriate fields. If you would like to exit from this pop-up window you can click on the esc button from your keyboard.
Please note that once you name a new saved search, you will be unable to rename it (instead you would need to delete your saved search and create a new one).
Once you have finished inputting the required information, you can save the search, make it available to all users, or make it your default search:
Further definitions for all the terms in the New Search pop-up window can be found below:
| Name: | Description: |
|---|---|
| "Name" | The name of the recurrent invoice. |
| "Customer" | The customer associated with the recurrent invoice. |
| "Creation Date" | The date that the recurrent invoice was first created. |
| "Last Modified Date" | The date that the recurrent invoice was last updated. |
| "Start Date" | The initial scheduled date for the recurrent invoice. |
| "End Date" | The final scheduled date for the recurrent invoice. |
| "Interval" | Specifies the interval in days at which the recurrent invoice is scheduled to repeat. |
| "Generate Invoice" | How often the recurrent invoice should be generated. |
| "Invoice Category" | The invoice custom category. This field can be specified in the Invoice Settings page. |
| "Invoice Status" | The status of the invoice (i.e., "Open," "Checked Out," "Service Completed," "Customer Invoiced," "Paid," and "Cancelled") which demonstrates various stages of the invoicing process. For more information about the Invoice Status please see the View an Invoice page. |
| "Invoice Terms" | Are the terms and conditions of how the invoice should be paid, (e.g., due on receipt, net 15, net 20, etc.). If there are "net" terms and no due date MobiWork will automatically be able to calculate the due date based on the "net" selected. |
| "Invoice Comments" | The invoice's comments. |
| "Enabled" | Allows you to view enabled recurrent invoices, or recurrent invoices that have not been enabled, or all recurrent invoices regardless of status. |
| "Page Size" | The number of results per page. |
| "Sort By" | Sorts your search in ascending or descending order by: created date, ID, and name. |
| "Save This Search" | Allows the search parameters to be saved under a name to be reused in the future. |
| "Search Available to All Users" | Allows the search to be available to all users. |
| "Default Saved Search" | Sets the saved search as the default view when accessing the search feature in the future. |
Manage Saved Searches
Any new searches that are added can be managed or edited in the Manage Saved Searches pop-up window:
To manage, edit, or remove any Saved Searches you can access the "Manage Saved Searches" option in the drop-down menu; the Manage Saved Searches pop-up window will then appear:
You can add a new saved search by clicking the New Search button in the top right of the pop-up window.
You can rearrange the order of the saved searches by clicking, then dragging & dropping the selected Search.
You can edit or delete a selected saved search by using the drop-down menu under the "Actions" column.
If you would like to easily close this pop-up window, you can click on the esc button from your keyboard.
The "Global Actions" section is located at the top-right of your Recurrent Invoice feature page:
The "Global Actions" section includes:
The Plus Sign button which will allow you to quickly add a new recurrent invoice.
The More Actions button (represented by the three vertical dots) which will allow you to edit selected recurrent invoices, published selected recurrent invoices, import or export from excel.
The Question Mark button which will direct you to the respective MobiWork Features page.
The Graduation Cap which will activate the Onboarding Assistant.
After clicking on the vertical three dots in the top-right corner, the More Actions drop-down menu will appear.
From the More Actions drop-down menu, you can select various actions that will help to manage your recurrent invoices, such as adding a new recurrent invoice, publishing selected recurrent invoices, and more.
These actions can be performed on a single recurrent invoice or on multiple recurrent invoices.
The complete list of actions found in the More Actions drop-down menu are defined below:
| Name: | Description: |
|---|---|
| "Add Recurrent Invoice" | Adds a new recurrent invoice to your MobiWork account. |
| "Publish Selected Recurrent Invoices" | Publishes the selected recurrent invoices so that the changes become official. |
| "Import from Excel" | Imports recurrent invoices from Excel into MobiWork. |
| "Export to Excel" | Exports the selected recurrent invoices to Excel. |
| "Import from Excel V2" | Imports recurrent invoices from Excel into MobiWork.This report offers more information, including the parts and services that are being used on the recurrent invoice. |
| "Export to Excel V2" | Exports the selected recurrent invoices to Excel. This report offers more information, including the parts and services that are being used on the recurrent invoice. |
The "List" tab will display your recurrent invoices, the total, associated customers, and more.
List Tab Columns
In the "List" tab, the columns are structured to display specific data related to each individual part, their quantity, and respective warehouses.
These columns are organized as: "ID," "Publish," "Customer," "Type," "Repeat," "Start Date," "End Date," "Total," and "Actions:"
The corresponding rows under the column headings will display the relevant recurrent invoice data.
The checkboxes (multiple selection area) found to the left of the "ID" column, will allow you to select either one or multiple invoices to view, edit, or delete.
By clicking the topmost checkbox in the column heading you will select all the recurrent invoices.
The "List" tab column headings are defined as:
| Name: | Description: |
|---|---|
| "ID" | The ID of the recurrent invoice. |
| "Publish" | Shows if the recurrent invoices are awaiting publication. |
| "Customer" | The customer associated with the recurrent invoice. |
| "Type" | Invoices are automatically generated with the "Automated: Fixed Time Interval" type. |
| "Repeat" | How often the invoice for the recurrent invoice is scheduled to repeat. |
| "Start Date" | The initial scheduled date for the recurrent invoice. |
| "End Date" | The final scheduled date for the recurrent invoice. |
| "Total" | The total charged to the customer. |
| "Actions" | The View icon and the Individual Actions button can be found here; these buttons will allow you to perform actions on a recurrent invoice. |
List Tab Individual Actions
When selecting a recurrent invoice and clicking on the Individual Actions button (the three vertical dots under the "Actions" column) you will be able to view the recurrent invoice, edit, or delete the recurrent invoice.
Any actions that are done with the Individual Actions button will only apply to the selected recurrent invoice:
The View icon found under the "Actions" column will allow you to quickly access the View Recurrent Invoice pop-up window of the selected recurrent invoice:
The options that are displayed when you select the Individual Actions button are also available under the right-click actions.
List Tab Right-Click Actions
When right-clicking with your mouse on a recurrent invoice in the "List" tab, you will be able to view the recurrent invoice, edit, or delete the recurrent invoice.
The options that are displayed when you right-click on a recurrent invoice are also available when you select the Individual Actions button.
Any actions that are done with the right-click actions will only apply to the selected recurrent invoice
The definitions for the actions found in the Individual Action and when you right-click in the "Summary" tab are below:
| Name: | Description: |
|---|---|
| "View" | Opens the View Recurrent Invoice pop-up window. |
| "Edit" | 2=Allows you to edit the selected recurrent invoice's overall information, like auto-renewal frequency. |
| "Delete" | Deletes the selected recurrent invoices. |