Service Invoicing Procedures

With the optional Service Management Invoice module, you can enter and edit sales transactions and produce statements through complete integration with Microsoft Dynamics GP Receivables Management. Invoice transactions can be entered individually or in batches. If you are not using the Receivables Management module, you can still create and accumulate costs to a service call though you cannot post them to Microsoft Dynamics GP General Ledger.

You can track sale and cost amounts for five, user-definable cost categories. Billing rates and pricing markups can be assigned and calculated as the costs are accumulated. Labor transactions default to the labor billing rates, and material and other costs default to the price markup matrices defined for each customer location.

Costs can be added through Service Management without using Microsoft Dynamics GP accounting modules. This allows Service Management to be used in stand-alone mode. Adding costs manually without creating a payable, payroll, or inventory transaction enables accurate service cost tracking. As costs are added, a general ledger journal entry is created and can be posted to General Ledger. Manual labor cost entries apply only to Service Management and are not posted to Microsoft Dynamics GP Payroll. This enables you to track and bill for labor costs that are not entered through Microsoft Dynamics GP Payroll. For example, you can bill for a manager's time even though the manager is a salaried employee.

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

In the Service Invoice window, you can create transactions in the Microsoft Dynamics GP Payables, Payroll, and Inventory modules. As costs are added, a Receivables Management journal entry is created and can be posted to Microsoft Dynamics GP General Ledger.

When you void, copy, or correct a General Ledger transaction that was entered in Service Management or Job Cost, the transaction information will be updated in Service Management and Job Cost.

The Service Invoicing module is an optional module. For more information, contact WennSoft Sales.

We strongly recommend you complete the installation and setup procedures before attempting any Service Invoicing procedures.

In addition, you can also 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. This is accomplished using the Process Service Invoices routine. You can also choose to create individual invoices for several customers/costs, and include them in a single batch.

If you have set up a task response type of Repair, and have entered a response that would generate an automatic repair call, you must complete the call from the Appointments window with the Service Call window open - OR - you can set the call to complete directly in the Service Call window. If you attempt to complete the service call through generating an invoice, the repair will not be created. The automatic Repair Call creation is focused on Call Complete and it is recommended to the complete call from Service Call window and allow all appointments to be marked completed as well. If you do not follow this process, the repair call will not be created. Do not mark the call directly to closed as the complete state must be run first through the Service Call window or from the Appointment window (with the Service Call window open). After you have completed the call, you will be able to invoice the call. You will not be able to complete the call from the Invoice window or by posting an invoice with the expectation of an automatic repair call. For more information, see Assigning Responses and Response Types to a Task.