Recurring Fee System Maintenance


When using the Recurring Fees feature, it is sometimes necessary to remove expired recurring fees, edit, and/or regularly maintain those fees that have expired or reached their stop date (when using the Invoice Stop Date feature).


Editing existing Recurring Fees is done by clicking the Reports tab --> Recurring then locating the recurring fee to be edited.  Click the Green Pencil, make any necessary changes then click Save to save your changes.


With removing expired recurring fees, one item to note is that when using the "Invoice Stop Date" feature, as set up within the client record, the system will continue to create recurring fees until the original Recurring Fee is deleted.  Deleting that recurring fee is necessary to prevent the system from continuing to place those recurring fees into the Pending Fees section.  


Aside from editing, we will break down the two regular maintenance steps shown above into the following sections below: Invoice Stop Date Maintenance and Stop Recurring Fee Maintenance


1. Invoice Stop Date Maintenance: 


When the Invoice Stop Date feature is used, the system will continue to create Pending Fees based on the Recurring Fee, however, will automatically stop converting those Pending Fees into invoices.  This can potentially cause a 'backlog' of Pending Fees for your client, which will need to be deleted if not being used.  


The best course of action, in a case like this, is to delete the Recurring Fee soon after the Invoice Stop Date has taken place (setting a Reminder is a good way to remind yourself that this action is required).


To do this, click Reports --> Recurring, locate the Recurring Fee to be removed and click the red X to delete.  This process will prevent your system from continuing the process of creating Pending Fees for that client.



Once this process is complete, click Invoices --> Pending Fees, pull the client in question into the dropdown box provided and click the red X to delete all Pending Fees that are no longer needed for that client.  It is a good idea to regularly review your Pending Fees to ensure there are no fees listed that aren't needed.



2. Stop Recurring Fees: 


Sometimes it is necessary to simply stop the process of charging your customer.  In these cases, you will need to delete the Recurring Fee associated with that customer to prevent further invoices from being created.


To do this, click Reports --> Recurring, locate the Recurring Fee to be removed and click the red X to delete.  This process will prevent your system from continuing the process of creating Pending Fees for that client.