The Service Batch Invoicing feature provides a wizard-based approach to service invoicing. In the first window of the wizard, you select the service calls to be invoiced based on distinguishing parameters, like completion date and division. These service calls can be individually invoiced, or you can alternatively use the same form to select service calls for a single Bill To Customer and Location. While selecting the service calls to be invoiced, you can use a context-sensitive menu to further filter the service calls at the cost code and transaction levels, as needed. Once your service call selection process is complete, you use the second window of the wizard to complete the final edits and to complete the invoice generation process. When generating invoices for the same Bill To Customer and Location, you have an added option to generate a combined and numbered Service Invoice Summary which can be used as a billing statement. The Service Invoice Summary Number will be associated with all service invoices while maintaining the integrity of the individual invoice for each service call.
Automatic charges, an Extended Pricing Matrix feature, will be added when a completed service call is selected in the Service Batch Invoicing list. However, automatic charges will not be added by the selection process if no other cost transactions are present for the service call. If automatic charges are the only charges to be invoiced, please open the service call from the Service Invoice window to apply those charges. The service call can then be invoiced using the Service Batch Invoicing process.
If certain errors occur while creating batch invoices that are not currently logged on the Exception Report, we recommend going to the Receivables Batch Entry to print a Microsoft Dynamics GP Receivables Management Batch Edit list. (Transactions > Sales > Receivables Batches.)
An invoice cannot be created if the customer is inactive.
Quoted service calls are not supported with Service Batch Invoicing.
Service Batch Invoicing has replaced Service Invoice Processing, which was deprecated across two releases, Signature 18.00b03 and Signature 18.00b04.
Selecting Service Calls
Go to Microsoft Dynamics GP > Tools >Routines > Service Management > Service > Service Batch Invoices.
The Service Batch Invoicing window displays with the Call Status Completed filter defaulted to marked.
Select Redisplay to view the completed service calls, or optionally set the following filters to narrow the results that display and then select Redisplay.
Select the appropriate Lookup method for the Customer Number lookup which follows.
Billing Customer Sets the filter of the result set based on the Bill to Customer Number of the service call.
Service Customer Sets the filter of the result set based on the Service Customer of the service call.
Set the appropriate Filters:
Customer Number Use the lookup to select the customer number. The lookup window opens the appropriate lookup window based on the Lookup by marked above.
Division Select a single Division filter or leave empty to display all Divisions.
Call Status Select Completed and/or Open. Typically, you initiate the invoicing process for Completed service calls.
Call Type Select a single Call type filter or leave empty to display service calls for all Call Types (excluding MC and MCC).
Completed As Of If you are filtering for Completed service calls, enter the cut-off date to be used in the query. For example, if enter January 1, 2019, all completed calls with a completion date equal to or before January 1, 2019, will be returned.
Service Area Enter a service area.
Branch If your user profile allows you access to multiple global filter branches, you can select to further filter the service calls to a single branch, or you can see service calls for multiple branches in the returned service call list.
The scrolling window displays the service calls that match the filtering criteria.
The following columns display:
Service Call Displays the service call ID.
Billing Customer Displays the Billing Customer Number and Billing Customer Name associated with this service call ID.
Bill Address Displays the Bill To Address from the service call.
Division Displays the Division of the service call.
Type of Call Displays the Division of the service call.
Service Customer Displays the Service Customer Number and Service Customer Name from the service call.
Service Location Displays the Location of the service from the service call.
Call Completion Date Displays the Completion Date of the service call.
Unposted Cost If there are unposted costs related to the service call, this field displays Yes. Otherwise, this displays No.
To view the service call, right-click on the service call and select View Service Call from the context menu to open the Service Call window.
To view a service call's unposted costs, right-click on the service call and select View Unposted Cost from the context menu to open the Unposted Costs window.
Select the service calls to be invoiced by marking the checkbox to the left of each service call or select Mark All to select all displayed service calls. (You can unmark all the marked service calls by choosing Unmark All.)
Select Next to open the Create Service Invoices window.
Creating Service Invoices
Use the Create Service Invoices window to exclude individual transactions and/or all transactions associated with a cost code. If you will be creating a batch of invoices for one customer, you have the added option to create a summary statement of charges called the Service Invoice Summary, a numbered document.
You can create a $0.00 service invoice if transactions exist of both negative and positive transactions that equal zero, however, you cannot create a $0.00 service invoice with no transactions. Credit memos cannot be created using the Service Batch Invoicing process. For information on creating credit memos, see Creating credit memos. Multi-currency is not supported at this time.
Enter the (required) Batch Number or use the Batch Lookup button to select an existing batch. If you enter a batch number that does not currently exist, you will be prompted to create the batch.
Enter the Document Date. This defaults to the system date. This date will be assigned as the Invoice Date on the generated service invoices.
In the Cost Codes section, all cost codes are marked to be included in the invoicing process. To exclude any cost code, unmark the checkbox. Unmarking a cost code removes associated transactions from the billing process and the cost code total, as well as the billable subtotal, updates accordingly.
The Batch Totals section displays the Billable totals of the invoices displayed in the scrolling window. Sales tax is not yet calculated so it is not shown in the Batch Totals.
In the service call scrolling window, the following columns display:
Service Call ID Displays the Service Call ID.
Billing Customer Displays the Billing Customer Number and Billing Customer Name.
Billable Equipment Total of all billable values for the Equipment cost codes.
Billable Materials Total of all billable values for the Materials cost codes.
Billable Labor Total of all billable values for the Labor cost codes.
Billable Subs Total of all billable values for the Subcontractor cost codes.
Billable Other Total of all billable values for the Other cost codes.
Billable Subtotal Subtotal of all billable values shown above.
To view the service call, right-click on the service call and select View Service Call from the context menu to open the Service Call Transactions window.
In the Service Call Transactions window, the following columns display:
TRX Number Displays the transaction number.
Cost Code Description Displays the cost code description.
Trx Source Displays the transaction source.
Employee/Vendor Name Displays the employee/vendor name.
Item Desc. Displays the item description.
Date Displays the transaction date of the record.
Unit Cost Displays the unit cost.
Units Displays the number of units.
Extended Cost Displays the extended cost (unit cost x units).
Billing Amount Displays the billing amount.
To exclude/include individual transactions on the service call. To do so, right-click on a service call and select View Transactions from the context menu. This opens the Service Call Transaction window to display the cost transactions on the service call.
Unmark a transaction to remove it from the service invoice for the current billing. When editing is complete, select Close to return to the Create Service Invoices window.
If the Billing Subtotal has changed due to a transaction being unmarked, the Editedicon displays to indicate the change. Note that the Cost Codes are no longer available to be marked/unmarked in the Create Service Invoices window.
To add a description to a service call, right-click on the service call and select Edit Description or you can select the Note icon to the right of the service call ID to open the Description window. After adding the text, select OK. If a service call has a description added from this window, the Note icon displays as yellow with lines .
Invoices 3 - 7 include the service call descriptions on the reports. The invoice description field may need to be edited to increase the field size on the report to print the entire description.
Invoices 1, 2, and 8 do not include the service call descriptions.
When editing is complete, select Preview to display the invoice lines on a preview report. Tax is not included as the tax is calculated at the time the invoice is created. Customer and location sort the report. Note: Sales Tax is not included as the tax is calculated at the time the invoice is created.
Select Create to create the invoices for the batch that was provided.
If you are generating invoices for a single Bill to Customer and Address, a message displays asking if you want to create a Service Invoice Summary Number.
Select Yes to create a statement of charges for all invoices included in the current list. Each service invoice included in this summary of charges will also print individually. You can use the Service Invoice Summary Number in the Apply Sales Documents window to easily locate the associated service invoices for payment distribution. See Applying payments using the Service Invoice Summary Number.
The numbering convention for the Invoice Summary Number is to use the lowest invoice number included in the batch and then append this with the number of invoices in the summary. For example, if you have three invoices: SRVCE0002, SRVCE0003, and SRVCE0004, the Invoice Summary Number would be SRVCE0002-3. Should you delete an invoice before posting, the Service Invoice Summary Number is not regenerated. This name remains unique, which is an important element.
Select No to create each individual invoice without a Service Invoice Summary statement.
Select Cancel to return to the Create Service Invoices window without creating any invoices.
When the creation process is complete, a window displays giving you the opportunity to print the invoices now or they can be printed later in the invoicing cycle.
Select Yes to open the Print Service Invoices window.
Select No to print the invoice later (Microsoft Dynamics GP > Tools >Routines > Service Management > Service > Service Batch Print Invoices). After you select No, you are returned to the Service Batch Invoicing window where you can continue to invoice other completed service calls.
Printing Service Batch Invoices
The Service Invoices window displays the service invoice batch that was created in the Create Service Invoices window.
Go to Microsoft Dynamics GP > Tools >Routines > Service Management > Service > Print Service Invoices.
Enter the Batch Number. If you are accessing this window from the Create Service Invoices window, the Batch Number defaults in with the invoices displayed.
The Print Service Invoices window displays a list of the invoices in the batch and includes the following columns:
Invoice Number
Service Call ID
Customer Name
Billable Subtotal
Billable Tax
Billable Total
Invoice Summary Number
To delete an invoice, right-click on the invoice in the scrolling window and select Delete Invoice from the context menu.
To view the invoice, right-click on the invoice and select View Invoice from the context menu.
Select Print to print the invoice(s).
Select the Invoice format used by your company. To generate the Service Invoice Summary, select Service Invoice Summary. This report prints a summary of the invoices associated with a Service Invoice Summary Number. Each invoice is printed in a linear style and includes the service call invoice number, service call, call description, purchase order number, customer name, location, completion date, billable equipment total, billable material total, billable labor total, billable subcontractor total, billable other, subtotal, tax and line total. At the end of the report, the totals for the included service invoices are summarized by cost code.
If there is no Invoice Summary Number assigned to any invoices in a batch, the option to print the Service Invoice Summary is disabled.
Applying Payments Using the Service Invoice Summary Number
The Microsoft Dynamics GP Apply Sales Documents window is used to apply payments (cash receipts) to sales documents. To assist you with locating only those invoices that were included in a Service Invoice Summary, we've added an Additional window called the Service Invoice Summary Filter. If your customer has provided payment for multiple Service Invoice Summary Numbers, you would need to apply the payment separately to each number. The Service Invoice Summary Filter only allows for one lookup at a time.
To access the Apply Sales Documents window, go to Transactions > Sales > Apply Sales Documents.
This window can also be accessed from the Transactions > Cash Receipts window > Apply button to apply an unposted cash receipt. When you select the Apply button in the Cash Receipts Entry window, the Customer ID, Type, and Document Number are auto-populated. You can move to step 5 to select the Additional menu to select the Service Inv Summary Filter. If you apply an unposted cash receipt and then delete the cash receipt or batch, the invoice(s) in Microsoft Dynamics GP and Service Management will have no record of the payment. The invoices will remain open. .
Enter the Customer ID used as the Bill to Customer for the service invoices or use the Customer ID lookup to select the appropriate customer.
The Type of transaction defaults to Payments. No changes are necessary.
Select the Document Number you wish to apply as payment using the lookup provided. When using the lookup, a list of Open (unapplied) Cash Documents display.
Select Additional in the top-level window navigation, and then select Service Inv Summary Filter.
In the Service Invoice Summary Filter window:
Select the lookup to open the Service Invoice Summary Number Lookup window. All prior Service Invoice Summaries generated for this Bill to Customer display.
Select the appropriate Service Invoice Summary Number row and then click Select.
To filter the list of documents returned for this Bill to Customer, select Apply Filter.
Leave the Service Invoice Summary Filter window open until you've marked the documents in the Apply Sales Document window and have selected OK. If you close the Service Inventory Summary window, the Apply Sales Document window is cleared.
The scrolling window in the Apply Sales Documents window re-populates with only those invoices that were included in the Service Invoice Summary.
Mark the checkboxes for the invoices that the payment should be applied to. Auto Apply is disabled because its functionality would override the Service Invoice Summary filter and would apply the payment based on the Microsoft Dynamics GP functionality.
Select OK to apply the payment to the selected invoices.
Close the Service Invoice Summary Filter window. You can repeat the filtering process to continue applying payments.
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