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For more information about how services on a job order are auto invoiced, see Automatic Invoicing of Service Fees.

Configuration

To configure auto invoicing for a service, follow the procedure below:

How to configure auto invoicing of a service

Navigate to Maintenance > Global Maintenance > Services Maintenance and add a new service or search for and open an existing service for editing.

The Add/Edit Service screen is displayed.

2.

If you are editing an existing service record, click Edit at the top of the screen to enable edit mode. Skip this step if you are adding a new service record.

3.

Navigate to the Auto Invoicing Options section of the screen and tick Enable Auto Invoicing.

The Auto Invoicing section and the Add Auto Invoice Option button are enabled.

4.

In the Auto Invoicing Options section, tick Creation Date Determines Invoice Date if whenever an invoice is automatically created for this service the invoice date must default to the date on which the invoice was created by the auto invoice service. Otherwise, skip this step if users are to have the ability to set the invoice date to a date other than the date on which the invoice is created.

5.

Click Add Auto Invoice Option.

The Add Invoicing Option dialog box is displayed.

6.

In the Country field, select the country to which the invoicing options will apply. For example, if this service is to be auto invoiced when applied to job orders that belong to the country of United Kingdom, select United Kingdom in this field.

7.

In the Bill Code field, select the bill code against which the service will be invoiced.

8.

In the Billing Company field, select the name of the billing company that will issue the invoice for this service.

9.

In the Invoice Type Account Group field, select the invoice type account group that determines the type of document to be created and the financial accounts to which the sales transactions associated with billing this service will be posted.

10.

Click Save.

The Add Invoicing Option dialog box closes and the set of invoice options that you have created are added to the list within the Auto Invoicing Options section of the screen.

11.

Click Save Changes.

The service record is saved.

Info

Note the following when configuring auto invoicing options for a service:

  • There can only be one set of invoicing options defined on a service record for a given billing company.

  • Because each set of invoicing options is linked to an invoice type account group, which determines the type of invoice or credit note that is to be raised, if credits are to be automatically raised for a service then a separate service record must be created and must be linked to the relevant billing company and the invoice type account group that defines the invoice type (such as Non Timesheet Based Credit Note – Perm/Service) that is to be created in the event that an credit needs to be raised via the auto invoice process.