Using SOP Invoicing

When you create a service call, a primary SOP document is created for the call. You can create additional documents for the service call, but the primary document cannot be deleted. If the primary document is posted, the secondary document becomes the primary. If no other documents exist, the service call is automatically closed.

• A service call with a primary document cannot be deleted. If there are no unposted costs in the primary document, the call can be manually closed.
• Taxes for inventory items will calculate using the tax schedule assigned in the Sales Order Processing Setup Options window. Taxes for items entered in TimeTrack will calculate using the master tax schedule assigned to the cost category in Service Management. 
• The distribution accounts for SOP invoice transactions are the accounts selected in the Service Management Invoice Accounts window and will override accounts from Microsoft Dynamics GP. Maintenance invoices do not have receivables distributions.
• The ship to address ID on a SOP transaction is based on the location address ID from the service call. The ship to address information does not come from the customer record.
• Trade discount, freight, miscellaneous, and tax amounts are not included with the service invoice amount when entering transactions through SOP.
• Though you can copy a SOP transaction that was entered in Service Management or Job Cost, the transaction information will not be updated in Service Management or Job Cost.

For more information on using SOP, refer to the Microsoft Dynamics GP Sales Order Processing Manual.

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the History indicator.
3. Double-click a call.
4. Select Invoice.

The Service Documents window lists unposted and posted documents for the service call. Voided documents are indicated by an asterisk. The fields at the bottom of the window display the costs for all posted and unposted documents attached to the service call. Costs for voided documents are not included in these totals.

Adding Costs to a Document

1. Double-click a document in the Unposted Documents scrolling window. The Sales Transaction Entry window opens.
2. Complete the Sales Transaction Entry window.

3. If you want to change the cost code on a line item, select the User-Defined button in the Sales Transaction Entry window. In the Sales User-Defined Fields Entry window, select the expansion button in the Service Call field. The Signature SOP Transactions window opens, where you can change the cost code for the transaction. If you select the Delete button in the Signature SOP Transactions window, the cost code for all line items will be set to the default cost code. Also, if you select the Apply All button, the cost code you select will be applied to all transactions with a cost category of 5 or less.

4. Save or post the transaction.

• You cannot mark the individual sales order or quote document as repeating in the Sales Document Detail Entry window. Also, you cannot assign an SOP transaction to a service call or job using the User-Defined Field Entry window if the individual SOP sales order or quote document is marked as repeating.
• When voiding documents, you must close the Sales Transaction Entry window and print the Sales Voided Posting Journal for a voided document to move from the Unposted Documents scrolling window to the Posted Documents scrolling window.
• If the Enable Quantity Canceled in the Sales Order Fulfillment checkbox is marked in the Microsoft Dynamics GP Sales Fulfillment Order/Invoice Setup window, the committed cost on Job Cost invoices and actual cost on Service Management invoices will be reduced.

Adding Another Document to the Service Call

1. Select the New Document button in the Service Documents window. The Sales Transaction Entry window opens.
2. Complete the Sales Transaction Entry window.

3. Save or post the transaction. Distribution accounts are updated when the transaction is saved or posted. If you chose the option to maintain SOP history, you can double-click a posted document to open the Sales Transaction Inquiry Zoom window.

Viewing Costs for a Document

Select the document in the scrolling window and select the View Costs button to open the Service Invoice Costs window. The Service Invoice Costs window lists the costs for the service call. Zoom on the Service Call ID field to view the call in the Service Call window. Zoom on the Document No. field to open the Sales Transaction Entry window for unposted costs or the Sales Transaction Inquiry Zoom window for posted costs.