Use the SM Invoice Review form to edit, preview, and post SM invoices for customer work orders.
Note: This form is for customer work orders only. For Job work orders, you must use Job
Billing or Accounts Receivable; you cannot bill job work orders in Service
Management.
You can access this form using any of the
following methods:
For most customer work orders, invoices can
only be created once you have captured work completed, since work completed lines are
used to determine the billable amounts. However, work orders with Flat Price scopes do
not require entry of work completed, since billable amounts are determined by the
scope's flat price amount.
Receivable Types
Receivable types are automatically assigned to SM invoices during the creation of the
AR invoice batch (when you click the Process button). The system uses the Default
Receivable Type assigned to the SM company (in SM Company Parameters). If you did
not assign a receivable type in SM company, the system uses the receivable type
assigned to the invoice's Bill To customer (in AR Customers) or the default
receivable type defined in AR Company Parameters (if no receivable type is defined
for the Bill To customer).
No Charge Invoice Items
The No Charge checkbox allows you to flag items on an invoice that you will not
charge the customer for, but still want shown on the invoice. Invoice lines with
this checkbox selected will print on the invoice with all of it's values; however,
the item's total will show as "No Charge" and will not be included in the invoice
total.
Note: You can only set this flag for an
invoice line (not associated with a Flat Price work order scope) using the work
completed form. If you are not charging the customer for work completed and do
not want the information shown on the invoice, remove the line using the Remove
Line button.
Preview / Preview All
The Preview options allow you to view invoices before you process them. If you
generate invoices using the SM Work Order Billing form (which allows billing
multiple work orders at one time), use the Preview button to view the currently
selected invoice and the Preview All button to see all invoices in the batch. If you
are using multiple invoice formats, the system will display a different preview
screen for each unique Custom Invoice Report. Invoice using the same custom invoice
format will display in the same preview screen. Invoices using the standard invoice
report will display in a separate preview screen. For invoices generated
individually by work order (in SM Work Orders), both preview options work the
same.
Note: It is recommended that you preview
all invoices to ensure that your invoice data is correct and that invoices are
printing in the correct format. Once you process an invoice, you cannot change
the invoice format.
Processing SM Invoices
When you click the Process button, the system creates an AR Invoice Entry batch and
displays the AR Batch Process form. You will need to validate the batch, print the
audit reports, and process the batch in the same manner as you would for any invoice
created directly in AR Invoice Entry. Once you process an invoice batch, the system
updates the invoice status to "Invoiced" and each applicable work completed line to
"Billed".
Note: Invoices generated using this
form will have a Source of SM Invoice and can only be processed via this form;
they cannot be processed by selecting the AR Batch Process form in the Accounts
Receivable module.
