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Processing and Invoicing a Service Call

This is an example of how to process and invoice a service call. When a technician completes the appointment, any time reimbursement entries are automatically submitted.

  • Time and reimbursement entries do not show on the service call until they are approved in the Timesheets window for the employee.

  • Purchase order inventory and non-inventory costs do not show on the service call until they are set to the ERP and the purchase order is received and invoiced in the ERP.

  • Inventory and non-inventory costs added to an appointment show on the Service Call Costs tab.

  • Edit the costs (quantity, billing, etc.) prior to posting.

  • After posting, you can do a return to inventory, however both the original and correcting line will be included on the invoice.

Process the Service Call

Approve Time Entries

Note: Approving time entries is part of the payroll process. This example is to explain that the time entries show up as costs once the entries have been approved in Timesheets.

  • Time

  • Travel

  • Reimbursements

Approve Entries

  • Timesheets > Travel/Time select time entries and click Approve Selected

  • Timesheets > Employee Reimbursements select reimbursements and click Approve Selected

  • When approved, the labor, travel, and reimbursement costs will now show on the service call.

Service Call Costs

These are how the time entry costs display in the Service Call Costs window:

  • Service-Trip (travel time entry)

  • Labor-R (regular time entry)

  • Mileage

Purchase Order Processing

The purchase order needs to be opened and then sent to the ERP. In the ERP, the PO needs to be received and invoiced for the costs to show on the service call in FORGE.

  1. In FORGE, go to the service call and click the Purchase Order tab.

  2. To the right of the purchase order, click Open PO.

  3. Click Send to ERP.

  4. In Business Central, go to Purchase Orders.

  5. Click the PO and click Post.

  6. Select Receive and Invoice and click OK.

  7. In FORGE, the purchase order lines are added to the Service Call Costs tab.

    • Non-inventory items show as Posted.

    • Inventory items show as Draft.

Send Costs to the ERP

With Direct Posting not enabled, users will need to send the costs to Business Central and then post the transactions in Business Central. With Direct Posting enabled, users post the costs to Business Central.

Using Send to ERP

  1. On the Service Call Costs tab of the service call, mark the costs and click Send Selected to ERP.

  2. In Business Central, post the lines for the service call. You can filter down to the WS Reference No. to only show that service call.

Using Direct Posting

On the Service Call Costs tab of the service call, mark the costs and click Post.

With Direct Posting only, if you receive an error that the posting data is not within the range of allowed posting dates, your admin will need to go into Business Central > General Ledger Setup and update the allowed date range. Once this is done, you can post the costs.

Review the WS Integration Setup window in Business Central

Review the WS Integration Setup window to determine where to go for posting transactions from FORGE.

Click to view screenshot
image-20260713-154715.png

Based on the WS Integration Setup window for the examples below, this is where we will be finding the entries to post in Business Central once the costs are sent to the ERP. Your set up may be different.

General Journal

  • Time

  • Mileage

  • Non Inventory

  • Reimbursements

Item Journal

  • Inventory

  • Purchase Order Inventory (after posting/receiving in Purchase Orders)

Return Inventory

You can return items to inventory after you have posted the transaction.

  1. In Forge, click the Posted hyperlink for the line item that has quantity to return.

  2. Click Return to Inventory.

  3. Enter the Quantity and click Return.

  4. A new line is added that indicates it is an Inventory Return and has negative numbers for quantity, cost, and billing. The status is set to Posted. The adjustment entry is posted in the item journal.

Verify That FORGE Costs to Be Invoiced Have a Cost Status of Posted

You can invoice all costs on the call once they have a posted status. Only posted costs can be invoiced. You may create multiple invoices for the service call as your unposted costs become posted.

Processing the Invoice

See Service Invoices for information on working with invoices.