Billing Work Orders

Use this procedure to transfer one or several work orders.

  1. On the Site Map screen, click System Administration > Installation > Work Order.
  2. Click the Printing tab and select the Transfer invoices as 'Printed' checkbox and click OK to return to the main menu.
Work Oder is set to transfer work orders without printing their invoices.
Note: If you want to print hard copies of the invoices, leave the Transfer invoices as 'Printed' checkbox clear. However, be advised that the Invoice Entry screen will not allow you to update to the Sales Journal/Update until the invoices are printed.

The following procedures assume that you have already entered your work order information. You can then transfer work orders individually or in groups.

Option A: Transferring a Single Work Order

  1. On the Site Map screen, click Data Entry > Work Order Entry.

  2. Enter the work order number that you would like to transfer and press Enter.

  3. Click the Financials tab and click the Bill Now button.

  4. Review the details on the Create A/R invoice window.

  5. Click Continue to start the transfer.

  6. On the Site Map screen, click Accounts Receivable > Data Entry > Invoice/Credit Memo Entry.

  7. Click the Print button.

  8. Select the Work Order form type.

  9. Click the Print button to print the Work Order invoice.

  10. Next, click the Update button. The Sales Journal / Update screen displays.

  11. In the Customer number field, enter the customer on the work order.

  12. Enter the Job code and From and To G/L dates, if necessary. (The Batch code will default automatically.)

  13. Preview or Print the report.

  14. When the Sales Journal / Update screen displays, select Continue to update the invoice information to the customer file, contract file, General Ledger, Job Cost, and Equipment Control.

Option B: Transferring a Group of Work Orders

  1. On the Site Map screen, click Data Entry > Update Work Orders to Invoice Entry.

  2. Complete the Build list of Work Orders to Bill selections window with the work order information that you want to update to Accounts Receivable.

  3. The list of work orders available for transfer displays in the paging portion of the screen. Select the work orders you wish to transfer from the Update column and click the Continue button.

  4. When the Print Report dialog box displays, select to Preview or Print and review the list of work orders being transferred. Keep this report handy.

  5. On the Site Map screen, click Accounts Receivable > Data Entry > Invoice/Credit Memo Entry.

  6. Click the Print button.

  7. Select the Work Order form type.

  8. Click the Print button to print out the Work Order Invoice.

  9. Click the Update button. The Sales Journal / Update screen displays.

  10. In the Customer number field, enter the customer on the work order.

  11. Enter the Job code and From and To G/L dates, if necessary. (The Batch code will default automatically.)

  12. Preview or Print the report.

  13. When the Sales Journal / Update screen displays, select Continue to update the invoice information to the customer file, contract file, General Ledger, Job Cost and Equipment Control.