Editing and Adding Individual Billing Notes

If a master billing note was added to the contract in the Maintenance Contract window, the master billing note text is automatically added to all invoices during the maintenance invoice creation process. The master billing note text is included on the Maintenance Invoice Preview report and the Created Maintenance Invoices report.

Billing notes are not automatically added to maintenance contract credit memos, but they can be added to individual credit memos using the following procedure.

After invoices are created, you can edit or create an individual billing note for each invoice.

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the Contract indicator.
3. Select a contract and select the Invoice History button to open the Maintenance Invoices window. The window lists all invoices that have been created for the contract, with the most current invoices listing first. If a billing note was added to the invoice, lines of text appear on the notepad button in the Note field. You can view invoice details by selecting a document and zooming on the Document Number field to open the Receivables Transaction Inquiry Zoom window. The Invoice Amount field in the Maintenance Invoices window always displays the amount for the individual contract, even if it's covered by a master contract. If the contract is part of a master contract, the Receivables Transaction Inquiry Zoom window will display the master contract amount.
4. To edit or add an individual billing note, select the appropriate notepad button in the Note column.

5. Edit the note or add a note in the Maintenance Billing Note window. (You can delete a billing note by choosing the Delete button.)

6. Select Save to save the note and return to the Maintenance Invoices window.
7. After a billing note is edited, you can reprint the invoice by selecting the document number in the Maintenance Invoices window, choosing the Print button, and selecting an invoice format. If the maintenance contract is covered by a master contract that has billing control, the master contract invoice prints, otherwise the maintenance invoice prints.