FR ENAR

User Manual Purchasing module Version 1.0 · Stable

Manual Recurring instalments

Recurring purchase instalments automate recurring supplier invoices (rent, subscriptions, regular services). You define a frequency, a validity period and an amount: Swifto generates the invoices at each due date.

Frequencies

Possible statuses

Tracking columns

Origins

Overview

A recurring purchase instalment is a template for recurring supplier billing. It sets the supplier, the frequency (daily to annual), the validity period (start / end) and the content (item lines, from a quote, a purchase order or entered directly). At each upcoming due date, Swifto automatically produces the corresponding invoice — with no re-entry.

Business goal

Automate recurring supplier invoices
Choose a frequency (day → year)
Bound the recurring instalment with a validity period
Track the next billing due date

Target audience

Accounting — set up and track the recurring instalments
Buyers / managers — manage recurring contracts
Administrators — configure and stop the recurring instalments

Position in the cycle

The recurring instalment automatically feeds the purchase invoices, which then follow their usual payment cycle. See Purchase invoices and Payments.

Access and navigation

Left-hand side menu: Purchasing → Recurring invoices (instalments).

Swifto ERP — Purchasing menu

SWIFTO

Global dashboard

Sales

Purchases

Orders

Goods receipts

Invoices

Periodic due date

Payments / Advances

Settings

Need help? Click here...

The list of recurring instalments opens on the right after the click.

List of recurring instalments

The page lists the recurring instalments with their supplier, their period (start / end), the recurrence type, the next due date, the excl.-tax and incl.-tax amounts, and the status.

Purchasing › Recurring invoices

SWIFTO

Global dashboard

Purchases

Invoices

Periodic due date

Payments / Advances

Settings

071 Mr Amine ABDELKEFI

Need help? Click here...

Periodic due date

Supplier⇅	Start⇅	End⇅	Type⇅	Due date⇅	Total excl. tax⇅	Total incl. tax⇅	Status⇅
SOTUCAB MATÉRIEL	01/01/2026	31/12/2026	Monthly	01/07/2026	2,500.000^TND	2,975.000^TND	Active
NETTOYAGE PRO SARL	01/02/2026	31/01/2027	Quarterly	01/08/2026	1,800.000^TND	2,142.000^TND	Active
HÉBERGEUR CLOUD	01/06/2025	31/05/2026	Monthly	—	600.000^TND	714.000^TND	Closed

Table columns

Column	Description
Supplier	Supplier billed on a recurring basis.
Start	Start of the recurring instalment's validity period.
End	End of the validity period (beyond this, no more generation).
Type	Frequency: Daily, Weekly, Monthly, Quarterly, Semi-annual, Annual.
Due date	Date of the next invoice to be generated.
Total excl. tax / incl. tax	Amounts of the invoice generated at each due date.
Status	Active · Closed · Cancelled (section 8).

Action bar

New

Opens the form to create a recurring instalment (section 6).

Delete

Deletes the ticked recurring instalment (stops automatic invoice generation).

Search

Filters by supplier and period (start date / end date).

Detail

On each row, opens the complete recurring instalment (lines, frequency, history).

Row actions

Detail

Read

Opens the recurring instalment: supplier, frequency, validity period, item lines and amounts.

Selection (checkbox)

For deletion

Tick a recurring instalment before using the Delete button in the action bar.

Create a recurring instalment

Click New. Choose the frequency, the validity period, the supplier, the currency and the origin of the lines (quote, purchase order or direct purchase), then fill in the detail.

New recurring instalment

Periodic due date

Creation date:

21/05/2026

Frequency: *

Monthly

Start of period:

01/06/2026

End of period:

31/05/2027

Next invoice:

01/06/2026

Supplier: *

SOTUCAB MATÉRIEL

Currency: *

Dinars

Origin:

Direct purchase

Σ excl. tax:

2,500.000

Σ VAT:

475.000

Σ incl. tax:

2,975.000

Details

Item	Qty	Unit price	Discount %	VAT	Σ excl. tax	Σ incl. tax
MONTHLY FLEET MAINTENANCE	1.000	2,500.000	0.000	19.000	2,500.000	2,975.000

Origin of the lines

With a direct purchase, you enter the lines manually. From a purchase quote or a purchase order, they are imported automatically.

Frequency & next invoice

The frequency determines the pace of generation. The next invoice is automatically recalculated based on the period, the type and — for weekly — the chosen day of the week.

Code	Frequency	Generates an invoice…
0	Daily	every day of the period.
1	Weekly	on a given day of the week (Monday to Sunday).
2	Monthly	once a month.
3	Quarterly	every 3 months.
4	Semi-annually	every 6 months.
5	Annually	once a year.

Weekly day

For a weekly frequency, an additional field asks for the day of the week (Monday … Sunday) used as the anchor point for the next invoice.

Recurring instalment statuses

Code	Status	Meaning
0	Active	Active recurring instalment: Swifto generates the invoices at each due date.
1	Closed	Period ended: no more automatic generation.
2	Cancelled	Recurring instalment stopped before its term.

Lifecycle (workflow)

flowchart LR
  A([Recurring instalment created
Active]):::p --> B{Due date
reached?}:::s
  B -->|yes| F[Purchase invoice
generated]:::p
  F --> P([Payment]):::ok
  B -->|recalculation| N([Next
due date]):::s
  A -.->|end of period| H([Closed]):::ok
  A -.->|manual stop| K([Cancelled]):::ko
  classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;

Business rules

Automatic generation — each time a due date is reached, a purchase invoice is produced from the recurring instalment's lines, then the next date is recalculated.

Bounded period — beyond the end date, the recurring instalment moves to Closed and no longer generates invoices.

Manual stop — deleting or cancelling a recurring instalment immediately stops the generation of upcoming invoices.

Fixed amount — the recurring instalment reproduces the same content (lines + amount) each period; to change the amount, create a new recurring instalment.

Roles & permissions

Action	Buyer	Accountant	Manager	Admin
View	✅	✅	✅	✅
Create the recurring instalment	✅	✅	—	✅
Edit / close	—	✅	—	✅
Delete	—	—	—	✅

Indicative matrix — depends on the profiles defined in your company.

Usage scenarios

Monthly cloud hosting

A hosting contract at 600 TND/month over 12 months is entered as a monthly recurring instalment. On the 1st of each month, Swifto automatically generates the supplier invoice; in the 12th month, the recurring instalment moves to Closed.

Quarterly cleaning service

A provider invoices every 3 months: the quarterly recurring instalment reproduces the same invoice, with no re-entry, until the end of the contract.

FAQ & Tips

The invoice was not generated?

Check that the recurring instalment is indeed Active, that the next date has been reached and that the validity period has not expired.

How do I change the recurring amount?

A recurring instalment reproduces a fixed amount: close the old one and create a new recurring instalment with the new amount.

Tip — bound the period

Always enter an end date aligned with the contract term to avoid generating invoices beyond its end.

Swifto ERP · Purchasing module · User Manual v1.0

Recurring instalments — Home