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Guides > Automating Product Changes and Updating Recurring Invoices

Automating Product Changes and Updating Recurring Invoices

In this guide we will cover:

- Enabling Recurring Invoice Product Changes

- Updating Product Names

- Previous Value Matching

- Force Changes without Value Matching

- Bundled Product Updates



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Note: This feature is available on v2.176.1 onwards.


Enabling Recurring Invoice Product Changes 

In Configuration > Items and Stock Control, turn on the setting to allow product changes to update recurring invoices.


it can be set to be automatically applied to either all lines, or non bundled lines - both of which demonstrated in this guide.


Fig 1. Update recurring invoice lines with Product changes.


In this guide, I am using "Always ask" which will show a popup that allows choice of which lines to update, if any, every time a change is made. This is a way of changing how it applies per product update instead of globally.


It then gives the option of updating all lines, only non-bundled lines, or none.


Fig 2. Always ask popup options.


Updating Product Names

The name of a product can be updated on recurring invoice lines through this feature for example.


Originally my product is named "Laptop" with the period variables included.


Fig 3. Original product name.


On the product, we can then change the name.


Fig 4. Updating product name.


The product name will then be changed on the recurring invoice line.


Fig 5. Product name changed on recurring invoice line.


Previous Value Matching

Disabling the checkbox under the dropdown in Configuration > Items and Stock Control means updates will not occur when products do not match the previous values you have changed from. This is useful for separating manually changed discounts on an invoice for a customer being included in the updates for instance


Values must match exactly for this to be off and make changes.


Fig 6. Always update recurring invoice lines to reflect Product changes, regardless of matching previous values checkbox.


For instance, the recurring price of the laptop on this recurring invoice is £500.


Fig 7. Original price on recurring invoice product.


On the product, we change the price from £500 to £550.


Fig 8. Changing the recurring price.


This changes to £550 on invoice as it matched the original £500 value. The original value you change from is used for the value matching.


Fig 9. Price changed on the recurring invoice.


If we then edit the product line individually to £450 so it no longer matches the global price of £550 set in the previous example...


Fig 10. Editing price to not match the original value set on the product.


Then change the price on the product from £550 to £500...


Fig 11. Updating recurring price on the product.


The £450 price on the invoice does not update to £500 as it did not match the product's original value of £550.


Fig 12. Product price not updated as did not match original value.


Force Changes without Value Matching

If the checkbox is instead enabled, product changes will always update regardless of matching. 


Note: This will still only apply to the all lines/only non-bundled lines choice made.


Fig 13. Enabling forced product changes.


If we then change the price from £500 to £550.


Fig 14. Changing recurring price on the product.


The invoice also updates to £550 even though the price before update of £450 did not match the value of £500 previously set on the product.


Fig 15. Force updating prices.


Bundled Product Updates

We can also add a bundle to our invoice that contains the same laptop product with identical prices.


Fig 16. Product individually added and added via a bundle.


If we then update the recurring price to £500 for only non-bundled products with the "Update all non-bundles lines" option in the dropdown.


Fig 17. Updating non-bundled lines.


This price then updates the individual product that is not in a bundle, but leaves the one in the bundle at its original price (even when they both matched the original value).


This can be a useful feature if you use bundles to give certain prices to certain customers, or give bundles at an overall discounted price on each product.


Fig 18. Price updated only on the individual product.


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