Choosing Invoice Options

Before using the Service Invoicing module, you'll need to select invoice options. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Invoice Setup > Invoice Options.

Preferences

Create COGS Distributions for Invoices
If you mark this checkbox, Service Management uses the designated account as a debit when the cost transaction is entered and then credits the same account to relieve costs when the service invoice is saved or the maintenance invoice is posted. If you mark this checkbox, the Cost Dynamics GP button will be enabled in the Invoice Accounts window and the Maintenance Accounts window. See Choosing Service Management Debit Accounts for Cost Transactions. Choosing this option creates additional cost-of-goods-sold distribution detail with each Service Management invoice. The additional detail is visible with the Microsoft Dynamics GP Receivables transaction. Example: if Service Sales = 100; Labor Cost = 50; Material Cost = 10; Equipment Cost = 40
- With this checkbox unmarked, the distribution for this invoice on a Receivables transaction appears as follows:
  - Debit: Accounts Receivable Credit:100
  - Debit: Sales Credit:100
- With this checkbox marked, the distribution for this invoice on a Receivables transaction appears as follows:
  - Debit: Accounts Receivable Credit:100
  - Debit: Sales Credit:100
  - Debit: Labor Cost Credit: 50
  - Debit: Labor Offset (WIP acct) Credit: 50
  - Debit: Material Cost Credit: 10
  - Debit: Material Offset (WIP acct) Credit: 10
  - Debit: Equipment Cost Credit: 40
  - Debit: Equipment Offset (WIP acct) Credit: 40
- Additionally, with this checkbox marked, you can write off a trailing purchase price variance (PPV) on a purchase order if it is less than a specified amount or percentage. For more information, see Writing off a trailing purchase price variance. To have the system to split PPV entries with the same cost codes or jobs, you will need to insert the value REVALJEINDETAIL=TRUE in the dex.ini file.
Display Pay Rate on Labor Transactions
When manually adding a labor cost transaction to a Service Management invoice, you can select to view the technician's pay rate. If you mark this checkbox, two fields are activated — Cost per Hour and Extended Cost + Overhead — in the Added Costs window and the Adjustments to Cost window. If you don't want users to see the technician's cost per hour, leave the Display Pay Rate on Labor Transactions checkbox unmarked. Remember, the labor cost as it appears on the invoice includes the pay rate and overhead costs.
Disable Transaction Posting
If you mark this checkbox, the Post button in the Service Invoice window is disabled. Because we encourage batch-level posting, we recommend marking this checkbox. Real-time posting of invoices slows the performance of the software.
Create Receivables Batch for Invoices
If you mark this checkbox, you can save a Service Management invoice in a Receivables transaction file even if you are not registered to use the Receivables Management module. Mark this checkbox to store Service Management Invoice transactions in a Microsoft Dynamics GP transaction entry file for export to an external accounting system. You can gain processing speed by not marking this checkbox.
Suppress PO Line Item Tax Update to Service Management and Job Cost
You can suppress the inclusion of tax on purchase order line items as part of the line item cost updated to Service Management and Job Cost. Marking or unmarking the option updates both Service Management and Job Cost. This option will automatically be marked and disabled if the Enable GST for Australia/New Zealand and Enable Tax Date checkboxes are marked in the Microsoft Dynamics GP Company Setup Options window. To open the Company Setup Options window, select the Options button in the Company Setup window (Microsoft Dynamics GP > Tools > Setup > Company > Company).
Use Sales Order Processing for Inventory
If you mark this checkbox, Service Management's invoicing process will integrate with Sales Order Processing. If this checkbox is not marked, you must enter inventory items used on invoices as inventory adjustments.
Enable PST Invoice Format
Mark this checkbox to enable Provincial Sales Tax (PST) invoices. PST is tax on cost. This tax is often paid by the company, then collected by charging the PST tax back to the customer as a taxable tax. See PST Invoicing.
Use Extended Pricing by Cost Code (Non-Labor)
If you mark this checkbox, the system enables the "extended" pricing matrix feature, which offers more flexible and granular pricing matrices. You can now set the billing amount and markup costs for a service invoice based on criteria such as call type, problem type, equipment type, and so on, for non-labor charges. For example, for an emergency call, you might want the ability to charge a higher markup cost. In addition, you can also include a flat rate/fee with zero costs to the service invoice.

Invoicing with Cost Options

The setup option for invoicing has been broken out into two sections so that you can select how you want to invoice regarding committed costs separately from how you want to invoice if you have unposted costs on your service calls.

No unposted costs are invoiced, regardless of the unposted cost setting in the Invoice Options window.

Invoicing with Committed Costs
Mark the appropriate radio button for your committed costs invoicing preference.
- Do Not Allow Posting Invoices If Committed Costs Exist
  Invoices cannot be posted if committed costs exist on the service call. Additionally, if a batch contains an invoice with committed costs, the entire batch cannot be posted.
  We strongly advise against the practice of saving invoices with committed costs to batches, as this may result in posting issues. When an invoice with committed costs is saved in a batch, the invoice distributions are NOT recalculated when the purchase order costs are received.

- Allow Posting Invoices With Actual and Committed Costs
  When committed costs exist on the service call, both the committed and actual costs on the call are invoiced together. If you previously had selected Allow posting invoices with unposted/committed costs, this option will default as selected.
Invoicing with Unposted Costs
Mark the appropriate radio button for your unposted costs invoicing preference.
- Do Not Allow Posting Invoices If Unposted Costs Exist
  No invoices can be posted if unposted costs exist on the service call.
- Allow Posting Invoices For Only Actual Costs
  When unposted costs exist on the service call, invoices can be posted/printed, but only the actual costs on the call are included. With this option selected, if a service call has both posted and unposted costs when you post the actual costs on a service call, the call remains open. Once the charges have been incurred, you can go back and invoice the remaining costs.

Inventory Options

Pricing Method
To calculate the billing amount for an inventory item, Service Management supports both a markup on cost and a markdown from the Microsoft Dynamics GP list price. Select the Markup on Cost or the Percent of List radio button. Choosing Markup on Cost enables you to mark up the cost of an inventory item using the price matrix selected for the customer's location. Choosing Percent of List enables you to mark it down from the list price established in the Inventory module.
Item Costing
If you selected the Markup on Cost pricing method, you must select whether to use the current cost or the standard cost to calculate the billing amount. If you chose the Percent of List pricing method, the Item Costing option is disabled since you are using the item's list price.

Payroll Posting: Create GL Journal Entries

Wage Transactions
Mark this checkbox to enter Service Management labor as debits or credits in the general ledger.
Overhead Transactions
Mark this checkbox to enter Service Management overhead amounts as debits or credits in the general ledger. A general ledger batch with the prefix "SM" will be created and contain the wage and overhead amounts. In addition, the overhead will be posted in the same fiscal period as the original payroll transaction. If you are using SOP Invoicing, mark this option for overhead amounts to accurately calculate.
Expense/Travel Transactions
Mark this checkbox to enter expense and travel amounts as debits and credits in the general ledger.

Posting Payroll Options

Payroll Post Through the GL
Mark this checkbox to post Service Management payroll batches through the general ledger. Leave this option unmarked to post payroll batches manually in the general ledger. A general ledger journal entry is created automatically each time you post labor transactions through Microsoft Dynamics GP Payroll to Service Management.
Payroll Post to Service Only
Mark this checkbox if you do not use Microsoft Dynamics GP Payroll and you want to post Service Management payroll transactions to Service only. This option allows you to post payroll transactions without building checks first and deletes your payroll batch after posting. In addition, the system deletes all related Microsoft Dynamics GP payroll transactions after posting. If you mark this option and you also use Job Cost, you will need to mark Payroll Post to Job Cost Only in the Job Cost Service Options window. Microsoft Dynamics GP > Tools > Setup > Job Cost > Job Cost Setup > Posting Options
Payroll Post Transaction Summary
Mark this checkbox to create a general ledger journal entry that totals all payroll transactions for each division. This option is useful if the same employee works on multiple service calls. If you do not mark this checkbox, a journal entry is created for each transaction.