The Auto Repeat feature allows for the automatic creation of specific documents within defined time intervals.

For instance, suppose you adhere to a deferred expense system for certain items. This necessitates the creation of the same Journal Entry every month to credit the Deferred Expense account and debit the Expense Account. Initially, you can manually create the first Journal Entry and then set up an auto-repeat transaction for it.

To access Auto Repeat, go to: > Home > Settings > Automation > Auto Repeat

1. How to set up Auto Repeat

1.1 Customize the Form

1.2 Set up Auto Repeat

• Navigate to Home > Settings > Automation > Auto Repeat > New.
• Choose the Reference Document Type, such as Journal Entry or Sales Invoice, among others.
• Select the Reference Document, which is the specific document you want to repeat.
• Specify the Start Date and optionally, the End Date.
• If no End Date is provided, recurring documents will continue to be created unless the Auto Repeat feature is disabled.
• Set the Frequency for generating repeatable documents (Daily, Weekly, Monthly, Quarterly, Half-yearly, Yearly).
• Save your changes.

1.3 Set up Auto Repeat directly from the document

You can enable Auto Repeat for a document by selecting the “Repeat” option from the Menu in the Toolbar.

Note: The Repeat option is unavailable if a document is already set on Auto Repeat.

Upon selecting Repeat, a prompt for Auto Repeat will appear. Fill in the required details and click Save.

2. Features

2.1 Submit on Creation

If the reference document type is submittable, you will encounter an option named “Submit on Creation.” Enabling this option ensures that your document is automatically submitted upon creation.

2.2 Notify by Email

If you wish to inform specific contacts whenever recurring documents are generated, you can enable ‘Notify by Email’ in the Notification section of Auto Repeat. This feature will automatically send the generated recurring documents to the designated email addresses. Details of the relevant fields are provided below:

• Recipients: Specifies the email addresses of recipients for emails regarding recurring document creation.
• Get Contacts: This button retrieves contacts associated with the document set on Auto Repeat and populates the Recipients field accordingly.
• Template: Allows selection of an Email Template, which automatically populates the Subject and Message fields.
• Subject: Title of the email (e.g., “Recurring ToDo created successfully”).
• Message: Content of the email.
• Preview Message: Displays a preview of the message.
• Print Format: Choose a print format to define the document view that should be emailed to the customer.

> Note: If the document for which you are configuring Auto Repeat is submittable, make sure to enable “Allow Print for Draft” in the Print Settings to receive the new recurring document in the Auto Repeat Notification Email. Failure to enable this option will result in receiving notification about the creation of the recurring document without the document itself.

2.3 Repeat on a particular day

If the frequency is configured as Monthly, Quarterly, Half-yearly, or yearly, recurring documents will be generated in the respective months on the same day as the ‘Start Date’ of Auto Repeat. However, if you wish to create recurring documents on a different day, you can choose one of the following options:

1. Repeat on Day: Specifies the day of the month on which the recurring document will be created. For instance, if the frequency is set to Monthly and you input 7, the recurring document will be generated on the 7th day of the respective month.
2. Repeat on Last Day of the Month: This option accounts for variations in the last day of each month (e.g., 29th in a leap year, and 28th otherwise). Enabling this option will ensure that recurring documents are created on the last day of the respective months.

2.4 Ability to select weekdays for Auto Repeat

Auto Repeat with a Weekly frequency enables you to choose the specific days on which you wish the recurring documents to be generated.

2.5 Dashboard

You can view the Auto Repeat Schedule on the Dashboard of the Auto Repeat document. If you haven’t specified an End Date, the schedule will display only the Next Schedule Date.

2.6 Auto Repeat Frequency on the sidebar

When a document is set on Auto Repeat you can see the Auto Repeat frequency on the sidebar. You can click on the status to see the linked Auto Repeat document.

2.7 Disable Auto Repeat

If you check this field, it will stop creating recurring documents and unlink the Auto Repeat document from the Reference Document.