Create Invoice

See also: Invoices, Generate Quote Report

Once a case is resolved, the customer is now ready for billing.

Before creating an invoice, you need to first make some preliminary checks and settings. For this, you should know which items are billable, and which ones are not.

Once you are done with the pre-settings then, you can generate invoice for the case. Based on field mapping in the Admin App, data is added as records in various tabs like Invoice General, Billing Address, Line Items, Summary and Invoice Header. All the error details are logged in Error Log tab.

Steps:

1. Open the case for which you want to generate invoice.

2. Check if the case is assigned a contract or not.

1. If 'Yes' then, open the Support Program of the contract that is assigned to the case.

2. If 'No' then, open the Support Program (Entitlement) assigned to the case.

3. Service Offering dialog box appears.

• Inclusions tab

  1. In the Standard Time Labor, Holiday Labor and Overtime Labor sections, check the options that are applicable to make them non-billable.

  2. In the Parts Coverage section,

  1. Check Cover Service Parts check box if the installed part is a service part, to make it non-billable.

  2. Check Cover Consumable Parts check box if the installed part is a consumable part, to make it non-billable.

  3. Check Cover Depot Repair Parts check box if the installed part is a depot repair part, to make it non-billable.

  3. In the Bill For section, check Manual Items (if present) and Actuals check boxes to make them billable.

  4. In Other Labor and Miscellaneous Settings sections, select the options that are applicable to make them non-billable.

• Price Books tab

  1. Ensure that only one Labor Price Book is assigned to Associated Price Books, in order to use it for billing.

  2. Ensure that the Employee type of the assigned 'Labor Price Book' is one among the 'Employee Types' in Available Employee Types section of the 'Price Book' from Administration Settings.

4. In the Case, beside Site/Contact field, click the hyperlink to open the site.

5. From the Site, in the Billing Information tab, ensure that you select:

1. Rollup Settings - choose from Select Rollup select box.

To understand about Rollup Settings in detail, click hereYou define Rollup Settings that Billing Advisor will use to group transactions into invoices.  

Rollup settings specify attributes that must be identical for line items to appear on the same transaction.  You can create rollup settings to summarize and condense billing data on customer invoices.  A rollup setting is the summarization of information from one or more billable line items on an invoice into a single line item.  Each line item is a summary of the detail from other line items.   For example, you can rollup line items on an invoice by class such as 'Expense Log'.

As a result, any billable details on the invoice where the Class is equal to 'Expense Log' will be rolled up into a single line item on the invoice.  How does this help the format of the invoice? It depends on your own company's needs, however in this example since several expense logs might be recorded against the same case, instead of displaying several line items for each occurrence of an 'Expense Log', a single line item will be displayed in the Line items grid, and it will summarize all the billable details belonging to the class 'Expense Log'.  When you click on the single line item, the Bill Detail grid will display all the individual 'Expense Log' details associated with the case.
 
You define rollups based on your company’s business rules or your customer’s preferences. .

To know how the billing system considers Rollup Settings, click here.

2. Default Quote Report - ensure that you choose Quote Report from Select Reports select box.

3. Default Invoice Report - ensure that you choose Invoice Report from Select Reports select box.

5. Ensure that billing rates are properly defined in 'Labor Price Book' in Administration Settings.

1. Open appropriate Labor Price Book.

2. Price Book dialog box appears. In the Price book:

• Labor tab

  Period 1 defines the prices for primary time slot (defined in minutes) for work, admin and travel at standard, overtime and holiday levels. If the time limit exceeds the primary slot then, the exceeded minutes are charged with the prices defined for secondary slot in Period 2. This way, you can define 5 periods for Labor.

  The time slots defined in five periods must be consecutive.

   

   

• Travel tab

  Group 1 defines the prices for primary distance range travelled by the technician to the customer’s place (can be defined in miles or kilometers). If the distance limit exceeds the primary range then, the exceeded distance is charged with the prices defined for secondary distance range in Group 2. This way, you can define 5 groups for Travel.

  The distance range defined in five groups must be consecutive.

   

   

• Markup %

• Billed as Travel Expense

  Indicates that the expense is recognized as a travel expense.

• Billed as Parts

  Indicates that the expense is recognized as installing a part.

• Billed as Consumable Part

  Indicates that the expense is recognized as installing a consumable part.

• Billed Always

  Indicates that the expense is charged irrespective of being or not being a part of Parts Coverage.

• Never Billed

  Indicates that the expense is non-billable irrespective of being or not being a part of Parts Coverage.

Expenses tab

Specify Billed As type for all the applicable expenses.

•  

3. Parts tab

   A part can exist in multiple catalogs. But, the installed part for which you are billing must exist only in one catalog among the list of catalogs displayed in the Labor Price Book. Else, the record will be skipped in the invoice and the related error details are added to the error log.

4. Employee Types

   You can associate more than one Employee Type to the Associated Employee Types list. Note that, automatically, in the Service Offering dialog box, more than one 'Labor Price Book' records will be added, but with different 'Employee Types' that you associated in Employee Types tab of Price Book dialog box.

5. Minimum Billing Settings

6. Tax

   Select appropriate Tax Codes for Labor, Expenses, Parts and Events.

6. View the Price Schedule of the installed part.

   • Open appropriate part.

   • On the Part docked split container, in the Billing node, click Prices sub-node.

   • In the workspace, open appropriate record to view the Price Schedule, Effective Date and End Date.

7. Ensure that

1. Price Schedule defined in Price Book dialog box is same as that of the installed part.

2. End Date is not expired.

8. Once you are done with all the above preliminary checks then, on the Case docked split container, in the Billing node, click Invoice sub-node.

9. On the ribbon bar, in the Billing Review group, click Regenerate Details.

Common Tasks

Support ProgramA support program is a service offered to a customer at a certain price for possible inclusion in a contract.