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Service Invoices

This chapter contains all important information on creating and managing service invoices. It is divided into the following sections:

Creating Service Invoices from Service Orders

This section describes how to create and post service invoices after a service order has been completed. To do so, proceed as follows:

Note

If a service order is in the open status in the system for a long period of time, you can update the prices or discounts of the individual lines before posting. To do so, proceed as follows:

  • Click Line > Update Price in the menu bar of the Lines FastTab of an open worksheet.
  • Select which prices or discounts you want to update.
  • Confirm your selection with OK.

The corresponding prices or discounts are updated in the lines. To update the prices and discounts of multiple lines at the same time, select all desired lines beforehand.

  • Use the quick search (ALT+Q) to find the Service Orders page.
  • Select the open service order you want to post.
  • Click Resolution Comments > Edit in the FactBox tab.
  • Enter here which faults from the fault comments were resolved and how.
  • Click Close to confirm the details.
  • Navigate to the Lines FastTab.
  • Click Line > Worksheet in the menu bar of the FastTab.
  • In the worksheet, navigate to the Lines FastTab.
  • Here, adjust the items, resources, costs and/or G/L accounts actually required for the service.
  • Also enter the personnel and working hours.
  • Navigate to the General FastTab.
  • Click the Repair Status Code field.
  • Set the repair status code to Finished.

Note

If the spare parts for the service order are not in stock, set the repair status code to Waiting for Spare Parts and order the required spare parts.
More information on purchase orders can be found under Creating Orders.

Tip

The checkbox for service charges can be selected on the Repair Status Setup page. If it is selected, the previously specified service charges are added automatically or recalculated, if necessary, when setting the repair status to Finished. More information on the setup of service charges can be found under Service Charges.

  • Close the Edit - Worksheet page.
  • Click Home > Post in the menu bar of the service order.
  • A dialog window containing the options Ship (Items), Ship (All), Invoice, Ship and Invoice and Ship and Consume opens.
  • Select the appropriate option (in this example Ship and Invoice).
  • Click OK to confirm your selection.

Note

Service orders that are linked to a rent contract can only be invoiced if the rent contract has the Closed status. More information on the status of a rent contract can be found under Contract Status.

  • Confirm the dialog window with Yes to open the created invoice.
  • Click Print/Send > Print... in the menu bar.
  • Optional Customize the settings in the Print Wizard as needed.
  • Click Print to print the invoice.
  • Optional Make further printer settings.

Tip

You can hide lines with 100 % discount in printed documents. To do so, activate the Hide lines with 100 % discount field on the Service Management Setup page.

You have successfully posted a service order and printed the corresponding invoice. Once a service order has been posted, the document will be archived.

Tip

Use the quick search (ALT+Q) to find the Service List Archive or Posted Service Invoices page and view archived or posted documents. The Version No. column shows the respective version of the document. The version number is incremented once an archived document is changed and archived again. More information on making changes to a posted document can be found in the Editing Posted Service Invoices section.

Batch Posting Multiple Service Orders

You can process multiple completed service orders at once using a batch posting. To do so, proceed as follows:

Note

To be able to post a service order, the following requirements must be met:

  • The Resolution Comments FactBox tab is filled in.
  • The required information on the worksheet is complete and accurate.
  • The Repair Status Code is set to Finished.

More information on this can be found in the Creating Service Invoices from Service Orders section.

  • Use the quick search (ALT+Q) to find the Service Orders page.
  • Select the service orders you want to post using multiple selection (CTRL+LEFT CLICK).
  • Click Home > Post > Post Batch... in the menu bar.
  • Complete the information in the Options FastTab according to the following table:
Field Description
Ship Activate the toggle switch to ship the selected service orders after batch posting.
Invoice Activate the toggle switch to invoice the selected service orders after batch posting.
Posting Date Specify the date that the system should use as the document or posting date when posting. The date is only applied if you activate one or both of the Replace Posting Date and Replace Document Date toggle switches.
Replace Posting Date Activate the toggle switch if the date specified in the Posting Date field should be used as the posting date.
Replace Document Date Activate the toggle switch if the date specified in the Posting Date field should be used as the document date.
Calc. Inv. Discount Activate the toggle switch if the invoice discount amount should be calculated automatically before the service orders are posted.
  • Navigate to the Filter: Service Header FastTab.
  • Check the information in the No. field.
  • Optional In the Priority field, select the desired priority for the service orders to be posted.
  • Optional Click + Filter... to add further filter criteria.
  • Optional Select the desired criterion, e.g., Order Fulfillment Status.
  • Click OK to confirm your selection.

You have successfully batch posted multiple service orders and created the corresponding service invoices. All documents that match the selected filter criteria are automatically posted and then archived on the Service List Archive page.

Issuing Service Invoices to Different Customers

In our ERP solution, you can issue service invoices to a customer who is not the owner of the service item. To set this up, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the service item for which service invoices should be issued to a different customer.
  • Navigate to the Customer FastTab.
  • Enter the customer to whom service invoices for this service item should be issued in the Service Invoices to Customer field.

You have successfully set up a service item so that service invoices are issued to a customer other than the owner of the service item.

Editing Posted Service Invoices

The following sections describe how to process and edit posted service invoices in our ERP solution.

Closing Posted Service Invoices

You can mark posted and paid service invoices as closed. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Posted Service Invoices page.
  • Open the posted service invoice you want to mark as paid and closed.
  • Activate the Closed toggle switch in the General FastTab.

Tip

For a better overview, you can filter for paid invoices on the Posted Service Invoices page. To do so, use the filtering function (ALT+F3) and filter for Closed > Yes.

You have successfully closed a paid service invoice.

Correcting Posted Service Invoices

You can make changes to an already posted service invoice by correcting it. This creates a new version of the posted service invoice. Proceed as follows to correct a posted service invoice:

Note

When correcting, the posted service invoice is canceled and a new, editable version of the service invoice is created. In addition, a posted service credit memo is created automatically. More information on service credit memos can be found in the Service Credit Memo chapter.

  • Use the quick search (ALT+Q) to find the Posted Service Invoices page.
  • Open the posted service invoice that you want to correct.
  • Click Correct > Correct in the menu bar.
  • Select Yes in the dialog window to continue.

You have successfully corrected a posted service invoice. A new, editable version of the service invoice opens. In the canceled service invoice, the value in the Canceled field in the General FastTab changes to Yes.

Tip

In the canceled service invoice, click Yes in the Canceled field to open the related posted service credit memo. In the service credit memo, click Yes in the Correction field in the General FastTab to open the related posted service invoice.

Canceling Posted Service Invoices

You can cancel a posted service invoice and create a corrective credit memo instead. To do so, proceed as follows:

Note

When canceling, the posted service invoice is canceled and a service credit memo is created and posted automatically. More information on service credit memos can be found in the Service Credit Memo chapter.

  • Use the quick search (ALT+Q) to find the Posted Service Invoices page.
  • Open the posted service invoice that you want to cancel.
  • Click Correct > Cancel in the menu bar.
  • Select Yes in the dialog window to continue.
  • Optional Click Yes in the following dialog window if you want to open the created service credit memo.

You have successfully canceled a posted service invoice and created as well as posted a service credit memo. In the canceled service invoice, the value in the Canceled field in the General FastTab changes to Yes.

Tip

In the canceled service invoice, click Yes in the Canceled field to open the related posted service credit memo. In the service credit memo, click Yes in the Correction field in the General FastTab to open the related posted service invoice.