Printing and Posting Invoices

Printing invoices

Once all costs have been added to an invoice, you can print the invoice. Invoices can be printed individually or by batch. For information on batch printing invoices, see Batch printing invoices and credit memos.

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and choose the History indicator.
3. Double-click a call.
4. Choose Invoice.
5. Choose Print and select an invoice format.
6. Choose a print destination and choose OK. There are eight modifiable invoice formats. The credit memo format is modifiable and is used when printing credit memos. The GST invoice format is used with GST.
   • Invoice 1
     Only cost fields with costs entered are shown.
   • Invoice 2
     This invoice is similar to the first format except the itemized costs are double-spaced.
   • Invoice 3
     The invoice description is printed below the "Description of Work Done" subtitle. If the Signature Multicurrency Management module is registered, invoice 3 is modified to print the originating amounts if your transaction is in the originating currency. If your transaction is in the functional currency, invoice 3 will print the functional amounts. See Multicurrency Management Module.
   • Invoice 4
     This is a two-page invoice. The invoice description is printed below the "Description" subtitle. If no cost was added for a cost category, $0.00 is listed. The second page lists the tax detail for each cost category, the total tax, and total invoice amount If the Signature Multicurrency Management module is registered, invoice 4 is modified to print the originating amounts if your transaction is in the originating currency. If your transaction is in the functional currency, invoice 4 will print the functional amounts. See Multicurrency Management Module.
   • Invoice 5
     The invoice description prints in the center of the invoice. Below the description are the cost totals without descriptions for equipment, material, labor, subcontractor, and other costs. If no cost was added for a cost category, $0.00 is listed for that category.
   • Invoice 6
     The invoice description is printed in the center of the invoice. Below the description are the cost totals without descriptions for equipment, material, labor, subcontractor, and other costs. If no cost was added for a cost category, $0.00 is listed. The comments are double-spaced below the total sales tax and invoice total.
   • Invoice 7
     This invoice format omits the individual cost totals and prints just the total sales tax and total invoice amounts.
   • Invoice 8
     This invoice style subtotals on cost codes. Labor also subtotals by job title and pay code.

Batch printing invoices and credit memos

You can batch print service call invoices and credit memos through the Receivables Batch Entry window.

1. Choose Transactions > Sales > Receivables Batches.
2. Enter a batch in the Batch ID field.
3. Choose Signature Print > SMS Invoice Reports and select one of the eight invoice formats, the credit memo format, or the GST invoice format. The eight invoice names were entered in the Invoice Name Setup window (Microsoft Dynamics GP > Tools > Setup > Service Management > Invoice Setup > Invoice).

Invoice 3 and 4 will not print multicurrency amounts when batch printing.

Posting invoices

You can post the invoice from the Service Invoice window or from Microsoft Dynamics GP using series or master posting routines.

No unposted costs are invoiced, regardless of the unposted cost setting in the Invoice Options window.

Posting from Service Management

If you haven't saved the service invoice to a receivables batch, you can post the invoice from the Service Invoice window after you have entered all cost transactions. The Service Invoice window can save more than one invoice for a call. For more functionality and flexibility with which costs are being invoiced, we recommend using the Process Service Invoices window if you plan to use multiple invoices for the service call.

• Unposted costs are displayed in the Service Invoice window. If you have multiple users entering costs for a single service call, or as you save or post additional costs, you may need to choose the Redisplay button to refresh the window to update the costs displayed.
• If the setup option is set to not allow posting invoices with unposted costs, and you have unposted costs on the service call, you can save the invoice, but when you attempt to post the invoice, you will receive a message indicating the invoice cannot be posted.
• If unbilled costs (committed or posted) are entered on a call when the invoice has already been saved, when opening the Invoice Entry window, a message will display that asks if you want to include the additional costs. Choosing Yes will include the additional costs, choosing No will not include the costs. To display the message again once the window is open, choose the Redisplay button.
• No unposted costs are invoiced, regardless of the unposted cost setting in Invoice Options. For more information about invoicing cost options, see Choosing Invoice Options.
• If you have a need to create multiple invoices per service call, or you would like to be selective about which actual costs you are invoicing at what time, we recommend that you use the Process Service Invoices window for invoicing the service call. For more information, see Processing service invoices.

To post a single invoice from Service Invoice:

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and choose the History indicator.
3. Double-click a call and choose Invoice.
4. Choose Open or Complete for the call status.
5. You can invoice when the service call status is open or complete. The call status is no longer required to be complete to invoice. If all costs are posted, but not all costs are billed, you can complete Single invoice posting from the Service Invoice window.
6. When you change the call status to Complete, you may be required, depending on setup options, to change the status of any open appointments to Complete. If you do not have the Require Appointment Closure option marked in the Setup Options window, you can change the call status to Complete from the Service Invoice window. You won't receive a message stating that there are open appointments associated with the call. The open appointments remain open after the invoice is posted and the service call is closed.
7. Enter a Completion Date. The system date defaults.
8. Choose Print and then choose an invoice format.
9. Choose Post.

When you have posted successfully, a "P" appears next to the Invoice Number field in the Service Invoice window, and the Call Status field in the Service Call window is automatically changed to Closed, provided no unposted costs remain. To view posted service invoices, choose the expansion button in the Invoice Number field. Posted invoices for the service call appear in the Cost Transaction Numbers Posted window. Double-click an invoice to open the Posted Service Invoice window where you can view and print the invoice.

You cannot post a service invoice with a negative amount.

Follow the steps below to change the invoice to a credit memo or to keep the negative amount on the invoice.

To change the invoice to a credit memo:

1. Re-open Service Invoice, clear the Batch ID field, and then choose Redisplay.
2. Enter a batch ID and choose Save to create the credit memo.

To keep the negative amount on the invoice:

1. Re-open Service Invoice, clear the Batch ID field.
2. Close the window.
3. When prompted to save or delete the invoice, choose Delete.
4. Re-open the window and the negative costs will display.

Batch posting from Microsoft Dynamics GP

If you've saved your service invoice to a batch, then you can master or series post the invoice. Most likely you saved your cost transactions to batches as well. Payables are saved to a payables batch, inventory to a sales or transaction entry batch, and added costs to a general ledger batch.
How batches post with unposted cost transactions on any invoices in the batch depends upon the Invoicing with Posted Costs setup option selected in Invoice Options.

If you marked Do Not Allow Posting Invoices If Unposted Costs Exist, the batch cannot be posted. If you attempt to post a batch of invoices where unposted costs exist, you will receive a message indicating that unposted transactions exist, the Unposted Costs report will display, and the batch will not be posted. You can use the report to help determine which invoices contain the unposted amounts.

To post the batch you can do one of the following:

1. Post the unposted cost transactions, and then post the batch. - OR -
2. Save the invoices with unposted cost transactions to a different batch, and then post the original batch.

If you marked Allow Posting Invoices For Only Actual Costs, the batch can be posted, however only the actual costs will post. The unposted cost transactions will not post.

The Unposted Costs report (Reports > Service Management > Service > Service with Costs) can be printed to display which transactions contain unposted costs prior to posting the invoice.

To post the batch, choose one of the following paths:

• Routines > Master Posting
• Transactions > Financial > Series Post
• Transactions > Sales > Series Post
• Transactions > Purchasing > Series Post
• Transactions > Inventory > Series Post

If no unposted costs exist:

• Once the transactions and the invoice are posted, the call status changes to Close.
• Once an invoice is posted, the invoice can no longer be edited.

Creating multiple invoices for one service call

If you have a need to create multiple invoices per service call, or you would like to be selective about which actual costs you are invoicing at what time, we recommend you use the Process Service Invoices window. For more information, see Processing service invoices.
You only can edit an invoice from the Process Group Invoices window. However you can view a saved or posted invoice from the Invoice Inquiry window.
You can use the Invoice Inquiry Lookup window to view invoices. If the invoice was created in:

• Process Group Invoices
  The invoice is viewed as display-only in the Invoice Inquiry window and cannot be edited.
• Service Invoice
  The invoice is opened in the Invoice Entry window and can be edited.

Creating an invoice for a closed service call

Sometimes costs come in late or are overlooked, yet still need to be applied to a closed service call. You can create another invoice for a closed call.

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and choose the History indicator.
3. Double-click a closed call and choose Invoice. You are asked if you want to view the historical invoicing information or create a new invoice. Choose to create a new invoice.
4. Complete the invoice as usual and choose Save. You can also create a new invoice for a closed call by changing the call status to something other than Closed and then choosing the Invoice button.

Posting

You can post transactions in Microsoft Dynamics GP using two methods: transaction-level and batch-level posting. There are three types of batch-level posting: batch, series, and master posting. The posting process is the same for all three batch-level posting types: You select the batch or batches you want to post and choose Post. Batch, series, and master posting differ only in the number of batches you can select for simultaneous posting.

Transaction-level posting

Transaction-level posting allows you to enter and post transactions individually without ever having to create a batch. Accounting information is immediately up-to-date when you post using this method, because transactions must be posted or deleted immediately. They can't be saved or posted later.

Batch-level posting

Batch posting

A batch is a group of transactions. Batch-level posting posts batches one at a time. Each batch can be posted from the Batch Entry window after all transactions in the batch have been entered and saved. Batches can be saved and posted later.

Series posting

Series posting allows you to post multiple batches in a specific Microsoft Dynamics GP series. In a setting where posting is more centralized, series posting might be used if some types of transactions require more frequent posting than others.

Master posting

Batches from any Microsoft Dynamics GP module can be posted using master posting. Master posting posts all marked batches, in all modules, no matter who marked them. Master posting allows you to post many series simultaneously.
Master posting works for all batches except those in Payroll. All other batches are posted immediately by selecting the Post button. Master posting assumes that you have checked and verified each work status cost as it posts costs in each marked batch. You may want to create a batch ID that is unique to service invoices to avoid accidentally posting other work status transactions.