Service Invoice Processing

Deprecation Note: Process Service Invoicing is being deprecated across two Signature releases: 2018 R3 and 2018 R4. We will make no changes to the base feature for this reason. Any critical defects identified in this feature will have to be handled as hot fixes, as needed. Our new Service Batch Invoicing process is replacing Process Service Invoicing. See Service Batch Invoicing for more information on the new feature.

The Process Service Invoices routine allows you to group individual invoices into one invoice, so that a customer who has incurred multiple service calls, can receive one invoice for all those calls, instead of several individual invoices. You can also choose to create individual invoices for several customers/costs, and include them in a single batch.

• You can create invoices based on customer, location and/or division, and can also combine costs from different batches, to be grouped into one batch.
• Grouped invoices must have the same Bill To address; otherwise, they will be separated into multiple invoices, one for each Bill To address.
• Taxes are based on the location of the service call that contains the costs for an invoice. This is true even for grouped invoices; the taxes are calculated for each individual service call, then all taxes are added up to get one tax total for the entire grouped invoice.

If you have multiple locations on the same invoice with different tax schedules, the invoice process uses the Bill To Address' Tax Schedule for invoice creation.

Processing service invoices

The Process Service Invoices window allows you to select which costs from which service calls should appear on an invoice, then group them all together so that a customer gets one invoice for all billable services. Credit memos cannot be created in the Process Service Invoices window.

While committed costs are displayed in the Process Service Invoices window, if you have Do Not Allow Posting Invoices If Committed Costs Exist in Invoice Options marked, if any batch contains an invoice with committed costs, the entire batch cannot be posted. Unposted costs are not displayed in this window because unposted costs cannot be posted. See Choosing Invoice Options.

We strongly advise against the practice of saving invoices with committed costs to batches, as this may result in posting issues. When an invoice with committed costs is saved in a batch, the invoice distributions are NOT recalculated when the purchase order costs are received.

To create multiple invoices per service call:

1. Choose Transactions > Service Management > Process Service Invoices. The Process Service Invoices window opens.

2. Enter an existing Batch ID or create a new batch, to be used for billing or grouping the invoices. 

   

   Once an invoice has been saved in the Process Service Invoices window, no additional costs can be added to it. If you need to edit the invoice, you can delete the invoice, provided it has not been printed, and then recreate the invoice with the costs you need to include. If you have marked Delete Unposted Printed Documents in Receivables Management Setup, you will be able to delete the unposted printed invoice.

3. Choose Billing Customer or Service Customer for the customer lookup window.
4. Select a customer or customer range in the From Customer Number and To Customer Number fields. The lookups include the location, as you might have multiple locations for the same customer. You might also be billing two different customers that are part of the same company (ex. a Chicago office and a Milwaukee office), but share the same Bill To address.
5. If the Customer From and To are the same, the location fields fill automatically with the primary location. You can select a range of locations for that customer, using the From Location Code and To Location Code fields. If the Customer From and To are not the same, the location fields are disabled. After selecting the customer and location range, the invoices will appear. You can further filter which invoices are included using the remaining criteria:
   • Start Date/End Date
     Only costs on invoices that were created within these dates will appear in the window for selection. For the remaining fields/filter criteria, click Redisplay after making your selection to refresh the window.
   • Start Division/End Division
     If you bill by division, select the Division from the lookup.
   • Cost Codes
     In the upper right area of the window, select the Cost Code elements that you want to include in your invoices. All are selected by default, so if you do not differentiate your billing based on cost codes, leave them marked.
   • Include records only in this batch
     Mark this to include only records that match the filter criteria display.
   • Include records saved to a different batch
     Once you have filled the window and selected a batch, you can choose to display invoices that exist in other batches for this customer/location/date criteria. This gives you the opportunity to include costs from other unposted batches in one batch. When you group them together, costs that were previously part of other batches will now be included in batch selected in this window.Each row represents a different cost on a service call or calls, for all selected cost codes. You can sort the costs by Bill To Customer ID, Bill To Location ID, Transaction Date, or Batch ID.
6. Next, you can decide whether you are going to bill the invoices individually (using the Bill checkbox) or group multiple invoices into one invoice (Group checkbox). To bill or group all, mark the Bill All or Group All checkboxes. These checkboxes are also used as selection criteria for determining which invoices are previewed or printed. To ungroup all costs from a group, mark the Group checkbox for all the costs, and click Create. The invoice number gets removed. To ungroup some of the costs, mark the Group checkbox for only those costs; the others will remain in the group and will retain the one grouped invoice number.
7. Double-check the invoices you have selected, then click Create. The invoice(s) are generated, assigned to the selected batch, and an invoice number is assigned. You can also preview the individual invoices before you group them. To do so, mark the Bill To checkbox for that cost, then click the Preview button. Complete the Report Destination window and click OK. The invoice will display. You can view individual invoices by highlighting the invoice number, then zooming on the Invoice Number heading. The Service invoice Inquiry window opens.
   • To remove an invoice (uncreate) for a call, clear the invoice number field, then click Redisplay.
   • After creating a grouped invoice, it will no longer be accessible from the Service Invoice window (accessed from the Service Call window).
   • Invoices created in the Process Service Invoices window can only be edited from the Process Service Invoices window. However you can view a saved or posted invoice from the Invoice Inquiry window.
   • After creating an invoice, if you decide to group that invoice with a different service call to create one grouped invoice, the system will use the invoice number from the already-created invoice as the grouped invoice number.
   • The Receivables Management (RM) batch indicates if the invoice is grouped in the Description field.

Printing invoices from the Process Service Invoices window

Once you have grouped the individual costs into one invoice, or you still have individual invoices you would like to print, you can print them all from the Process Service Invoice window.

For individual, ungrouped invoices, all invoice formats are available. For grouped invoices, only the first format is available.

• If you are printing an ungrouped, individual invoice, mark the Bill To checkbox for that cost line, then click the Print button. In the Print Service Invoices window, select the Single Invoices radio button (default), select a Single Invoice Format from the drop-down, then click Print.
• If you are printing grouped invoices, choose Print. In the Print Service Invoices window, mark the Grouped Invoices radio button, then choose Print. All invoices in the group will be printed. Individual invoices in a group cannot be printed.

An invoice cannot be deleted once the invoice has been printed. However, if you have marked Delete Unposted Printed Documents in Receivables Management Setup, you will be able to delete the unposted printed invoice.