Once agreements have been entered into the system, the scheduled billings need to be run monthly. This document instructs how to run scheduled billings for agreement invoices.
Go into Service Management > Generate Scheduled Billing Service Orders.
Figure 1: Navigate to Generate Scheduled Billing Service Orders
Under the Main Tab, Enter the date range of the PM Scheduled Service orders you wish to create. Enter the Problem Code to Assign which will be PMI (or whatever your PM invoice code is). Also, enter the TRADE, which in this example is HVAC. Do not check the Generate Service Orders box when running the report for the first time.
Figure 2: Main Screen
It is advised to always do a pre-run when generating the scheduled bills for an agreement by NOT checking the generate service orders box before clicking NEXT to generate the report. After the report is generated and the locations and tax information are reviewed for correctness, the report should be re-run with the Generate Service Orders box checked. Checking the Generate Service Orders Box will create the service orders that the scheduled billings will generate from. If you notice a location or tax issue after the service orders are generated, they will need to be voided and generated again.
Figure 3: Generate Service Orders Box
Under the Agreement Selection Tab, you can further filter which PMI Scheduled Service Orders to generate. The Termination Status will automatically filter to non-terminated. You can filter for agreement, customer, agreement group, agreement type, service manager or multi-year agreement. None of these fields are mandatory.
Figure 4: Agreement Selection
Under the Location Selection tab, you can filter your scheduled billing results by location. These fields are also not mandatory. Click “PROCESS” in the bottom right of the screen.
Figure 5: Location Selection
Open the report status workbench in the top right corner of the screen to view the scheduled PMI service orders report. If the Generate Service Orders box was checked, a corresponding cost codes creation report will appear. Hyperlink into the Generate Scheduled Billing Service Orders Report.
Figure 6: Report Viewer
The PMI Scheduled Service Order locations will display on the report, and if the Generate Service Orders button was ticked, the Service Order Number will appear. The report will also display other information such as the tax code associated with the PM invoice, the Estimated Hours, and Asset and Inspection types.
Figure 7: Generate Scheduled Billing Service Orders Report
Go to Service Management > Service Orders. You can filter for the service order type of PMI (planned maintenance invoice) to view the service order(s) created.
Figure 8: Create Service Orders
