Before generating and posting service order invoices can be completed, detail lines must be generated within the service order. This document has assumed detail lines have already been generated for the invoice. Please see the Generate Detail Lines document for separate instructions on how to generate the lines for a service order invoice. After Service Orders have been reviewed for accuracy, service order invoices can be sent out for billing. This document instructs clients how to create an invoice from a completed service order.
From the tree menu, click Service Management > Invoices > Generate Invoices.
Figure 1: Generate Invoices Tree Menu
Enter the invoice date in the invoice date field at the top of the page. In the Service Order Type field, select “TM”. Selecting TM will process all invoices for service orders designated as TM service orders. Click PROCESS in the bottom right of the page.
Figure 2: Generate Invoices
Open the invoices tab under Generate Invoices in the tree menu.
Figure 3: Invoices Tab on Tree Menu
Notice the invoice batch automatically created once the invoice was generated in step 3. Select the batch number blue hyperlink.
Figure 4: Select Invoice Batch
Highlight the line (check the box to the left of the invoice batch) then select freeze batches in the choose action menu at the bottom of the page.
Figure 5: Freezing Invoice Batch
Once the batch is frozen, the invoice can be printed by selecting Service Management > Invoices > Print Invoices from the tree menu. Click the hyperlink for the invoice batch that was frozen.
Figure 6: Select Batch to Print
Select an invoice form and delivery method (print or email). It is recommended that both delivery types are printed separately.
Note: Select the Preview Only box to draft print invoices in the batch. When Preview Only is selected and the invoice delivery method email is chosen, invoices will not automatically email out to the customer upon clicking NEXT. If the Preview Only box is not selected before clicking NEXT in the following step, the invoice will automatically email to the customer from the system when NEXT is clicked. It is recommended to always Draft Print (Preview Only) invoices before sending them to customers.
Figure 7: Select Invoice Form
Figure 7A: Click the Preview Only Box
Select next on the bottom right.
Figure 8: Next button
The invoices will print; click the report status icon in the top right of your screen
to review the invoices.
Figure 9: Open Invoice PDF File From Report Status
View PDF file of the invoice to check for correctness.
Figure 10: Example DRAFT PRINT Invoice
Figure 10A: Example FINAL PRINT Invoice
Return to the invoices tab on the tree menu, highlight the batch line by checking the box, then select “post batches” in the choose action menu towards the bottom of the page.
Figure 11: Post Invoice Batch
In the next screen, run the report by choosing Validate mode. This will produce a report that will display if the items in the batch will post correctly to the correct GL accounts. If the word Error is listed on the report, research may need to be done before the batch can be successfully posted. The system will describe the error on the validation report if there is one.
Figure 12: Validate Invoice Batch Before Posting
Figure 12A: Post Invoices Verification Report
Once the Post Invoices Verification report has been reviewed, repeat step twelve and run in Post Mode. Enter the fiscal period the invoices should post to. Enter Billing complete date. Enter the date to be used when setting the billing as complete. Click PROCESS.
Figure 13: Post Invoice Batch
Status of invoice will update to posted. Also, three posting reports will appear in your report status. Verify posting reports to ensure correctness.
Figure 14: Posted Batch
