Invoicing

An invoice is typically created after reviewing the costs from a service call. However, you can also create the invoice after saving the service call, though it will not list any costs.

The invoice can be posted after you have reviewed the costs on the call.

• Approved the technician’s time entries.

• Received the purchase order(s) in Business Central. An error message may display if the quantity in the warehouse is less than what you are invoicing for.

Your ability to view cost fields and tabs depends on the security role assigned to your user ID. To view invoices and purchase orders (from the document hyperlink) in Business Central, you must have access to the platform.

Review the Service Call

When a technician completes all the service appointments for a service call, the call status is automatically updated to Completed | Ready for Review. For more information about statuses, see Statuses and Substatuses.

1. To see all the service calls with the Completed | Ready for Review status:

   • From the Service Calls dashboard, you can update the view to Ready for Review.

   • Go to Service Process, and then select Calls Ready for Review.

2. Select the service call to open the service call record.

3. Review the information on the Appointments, Products and Services, Notes/Attachments, and Costs tabs.

4. From the Related tab, you can optionally select the following:

   • Time Entries: Verify that all time entries have a status of Approved. If they do not, you can select the time entry to review, edit, and approve. Only approved time entries will be added to the service call on the Products and Services tab under Services. You can also approve time entries from the main Time Entries window.

   • Purchase Order Lines: Verify the purchase order lines have a status of Submitted. Currently, there isn’t an indicator to let you know that the purchase order was received in Business Central. If the purchase order has not been received, when you attempt to invoice, you may receive an error message if the warehouse doesn’t have enough quantity.
     To verify receipt of the purchase order, select the purchase order. In the purchase order record window, click the purchase order hyperlink to open Business Central. If the purchase order was received, a blank window will display. If not, the purchase order will appear, allowing you to receive it.

5. If you will invoice the service call later, manually update the status to Ready to Invoice. Otherwise, proceed to step 3 below.

Create the Invoice

After the service call has been reviewed, you can create an invoice for the single service call from the service call record window.

1. To see all the service calls with the Completed | Ready to Invoice status:

   • From the Service Calls dashboard, you can update the view to Ready to Invoice.

   • Go to Service Process, and then select Calls Ready to Invoice.

2. Select the service call to open the service call record window.

3. Select Service Flows.

4. Select Create Invoice.

5. A message displays that the invoice has been created. Click OK.

6. The invoice status is automatically updated to Work in Progress.

View the Invoice

1. You can access the invoice from multiple areas of WennSoft Service. Here are some of the ways you can view the invoice:

   • Service Processes > Service Invoices

   • Service Operations > Customers > Service Invoices tab

   • Service Operations > Service Calls > Select the service call > Related tab > Service Invoices

2. Select the invoice.

3. To view the details of the invoice in WennSoft Service, select the Related tab and then select the option.

4. To view the details of the unposted invoice in Business Central, on the invoice record’s General tab, select the BC Invoice Document number hyperlink.

Post the Invoice

Invoices should be posted only through WennSoft Service.

1. You can access the invoice from multiple areas of WennSoft Service. Here are some of the ways you can view the invoice:

   • Service Processes > Service Invoices

   • Service Operations > Customers > Service Invoices tab

   • Service Operations > Service Calls > Select the service call > Related tab > Service Invoices

2. Select the invoice.

3. Select Service Flows and select one of the following options:

   • Post Invoice: Posts the invoice to Business Central. After posting the invoice, you have the option under Service Flows to send the invoice.

   • Post & Send Invoice: This option posts the invoice to Business Central and sends it to the email address set up on the customer record in the Billing section.

4. When the invoice has been posted, a pop-up message displays. Select OK.

5. The invoice status is automatically updated to Posted and the invoice is available as a PDF document in the Timeline section.

6. To view the details of the posted invoice in Business Central, on the General tab, select the BC Posted Invoice Document number hyperlink.

Delete an Invoice

Invoices should only be deleted in WennSoft Service.

• If you delete an unposted invoice in WennSoft Service, the unposted invoice in Business Central is also deleted. The costs remain on the service call.

• You cannot delete a posted invoice in WennSoft Service.

To delete an invoice:

1. You can access the invoice from multiple areas of WennSoft Service. Here are some of the ways you can view the invoice:

   • Service Processes > Service Invoices

   • Service Operations > Customers > Service Invoices tab

   • Service Operations > Service Calls > Select the service call > Related tab > Service Invoices

2. Select the invoice.

3. Select Delete.