Service Manager Invoicing

Service Manager Job Card Invoicing

Service Manager Component Only

To invoice a job card open the Service Manager, find the job you wish to invoice and select from the menu Job Entry|Invoice Job.

Use this facility to create invoices based on the information stored on your service management job cards.

Press the Invoice... button to begin invoicing. You will be able to edit or cancel the invoice before it is processed by the accounting system if the Manually Inspect Invoices option is ticked.

For more information on invoicing refer to the topic: Invoicing.

Job card invoicing options include the following:

Invoice All Open Jobs

CAPITAL will invoice (or try to invoice) all jobs that are currently open in the system. If unticked only the currently selected job will be invoice

Stage To Invoice

Enter the stage number to invoice. Options include:

Any stage number between 1 - 9999
All stages; enter ALL or zero (0) to include all unbilled stages.
The next stage that has not yet been billed. Enter the code NEXT to bill these items.

Itemise Time Sheet Entries

Tick this option to produce an itemised list of the labour charges of each person on the job. If the option is not ticked, only a labour summary total will appear on the invoice.

Itemise Stock/Materials/Charges

Tick this option to include an itemized list of stock/materials or charges for the job on the invoice. If this option is not ticked, items will be listed on the invoice in "hidden" mode (won't print on customer copy).

Release Marked Stock Only

Only stock items that have been marked (ticked) will be included on the invoice.

Release Marked Times Only

Only time sheet entries that been marked (ticked) will be included on the invoice.

Add Job References On Invoice

Tick to transfer job number and other reference information onto the invoice.

Manually Inspect Invoices

This option can be deselected if you do not wish to view the invoice before creating it.

Print Invoices Immediately

Select or deselect this option to turn immediate invoice printing on or off.

Global Invoice Options

If you have selected to Invoice All Open Jobs you are able to specify criteria for invoicing groups of jobs by clicking on the Global tab button.

Only Invoice Marked Jobs

Only jobs that have been marked (ticked) will be invoiced.

You can selectively mark jobs by selecting Tag from the Edit menu or by double-clicking on the mark tag symbol: found on the left hand corner of the job's status bar.

Only For Marked Stock Groups

Tick this option if you only want certain stock groups to be invoiced. You can select (tick) the groups you wish to include from the main menu by selecting Tables|Stock Groups.

For more information see the topic: Stock Groups.

Only When Credit Limits Good

By default CAPITAL will warn you if an invoice is to be raised and the account's credit limit will be exceeded. When this option is selected and the credit limit of the account has already been exceeded, an invoice is not generated. The account will be skipped and no credit limit warning will be displayed.

This balance limit check is not applied to cash, credit card or internal accounts.

Automatically Close Jobs

Tick this option when you wish to close all service manager job cards that are marked as 'completed' without user prompting.

Jobs are only closed automatically when:

The job card's status is set to 'completed'
The total billed equals or exceeds the job's assigned charges.
The job card is not periodic.
The job card is not currently being edited by another user.
There is a job charge estimate (quote) and the total billing figure is equal to or has exceeded this specified amount. If there is no job charge estimate specified against the job, this condition is not considered.
All stock items have been billed.
All labour charges have been billed.

For Job Category

This option is only selectable if you have specified to bill all open jobs. You this facility to further restrict which jobs will be invoiced.

This can be particularly useful if you are using the Service Manager's periodic billing features. For example, you can set-up different jobs with different category codes in order to selectively bill customers weekly, fortnightly, monthly, etc. The first group of customers might have the category "WEEK". You could then:

Select WEEK as the Category code.
Select Invoice All Open Jobs.
Press the Invoice... button.

This could be run on a weekly basis. The monthly group could be invoiced at the end of each month, etc.

Invoice Up To

You can specify a cut-off for invoicing if a date is specified here. This would be useful if you were performing periodic billing of job cards, but were interrupted and needed to go back later and complete the invoice run.

For example, you may have generated a series of invoices through the service manager on the 04/08/01, but had to interrupt the process for some reason. The second time you begin to create invoices you would enter 04/08/01 in the Invoice Up To field to ensure that only invoices not yet invoiced up to the 04/08/01 were created.

Update Sell Prices

If this option is ticked , the most current sell price will be applied to stock items that are invoiced.

The current sell price is applied to stock items BEFORE they are invoiced and this information is recorded on each job card. Updated sell pricing cannot be reversed once processing begins.

Any discounts relating to the customer or the job will be applied again if applicable. CAPITAL automatically updates the most current cost price as of the time of invoicing, except where the cost price has been manually entered. Note that the discount codes originally assigned to the job are never changed.

Issue Freight Charge

If you wish to specify a freight charge for all generated invoices, enter an amount here. If left set to zero, CAPITAL will use the default freight charge assigned to that account if applicable.

Direct Invoice Editing

If you edit or change the contents of an invoice after it is created by the service manager, any adjustments that alter the cost, sell or tax amounts automatically update the associated job card. The adjusted amounts appear under Progress Statistics as direct adjustments on the Billing tab page.

For example, if you add freight of $20 to the invoice after it is created, the $20 amount is recorded on the job card as a direct charge adjustment. (It may also affect tax and cost pricing, depending on your company configuation settings.) The direct charge adjustment is added to the job card's Total Job Charges.

Hints & Tips

If you have not assigned an account code to a job card before invoicing, job reference information will NOT be transferred onto the original invoice, irrespective of the Add Job Reference On Invoice setting.
While CAPITAL will allow you to add extra stock and non-stock items onto invoices after they are presented for totalling, this practice should be discouraged. Items that do not relate to the current job should be invoiced out separately via the invoicing system.
CAPITAL will create an invoice based on the "contract" or job card charge price if:

1. You have not specified stock or labour charges.

2. The job card has not been previously invoiced.

Do not confuse the marking of individual stock items with the marking/tagging of entire job cards. The marking/tagging of job cards enables you to select which job cards to invoice, as opposed to which items within the job card to invoice.
The marking of stock items enables you to select which stock items/materials and charges get placed on the job card or job cards to invoice.
The Total Amount Still To Bill entry found under Progress Statistics represents total charges (amounts to bill) less actual invoice totals. You should assign stock/materials, charges and time entries to jobs BEFORE you invoice. If you add them to the invoice after it is created, these do not become part of the originating job's billable charges.
Tax is treated as both a cost and a charge, so the Total Amount Still To Bill entry may be misleading if you enter, for example, your jobs ex tax, and then invoice including tax. You should change the tax status of the job before you begin invoicing.

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