...

1. Enter the (required) Batch Number or use the Batch Lookup button to select an existing batch. If you enter a batch number that does not currently exist, you will be prompted to create the batch.
2. Enter the Document Date. This defaults to the system date. This date will be assigned as the Invoice Date on the generated service invoices.
3. In the Cost Codes section, all cost codes are marked to be included in the invoicing process. To exclude any cost code, unmark the checkbox. Unmarking a cost code removes associated transactions from the billing process and the cost code total, as well as the billable subtotal, updates accordingly.
4. The Batch Totals section displays the Billable totals of the invoices displayed in the scrolling window. Sales tax is not yet calculated so it is not shown in the Batch Totals.
5. In the service call scrolling window, the following columns display:
   • Service Call ID
     Displays the Service Call ID.
   • Billing Customer
     Displays the Billing Customer Number and Billing Customer Name.
   • Billable Equipment
     Total of all billable values for the Equipment cost codes.
   • Billable Materials
     Total of all billable values for the Materials cost codes.
   • Billable Labor
     Total of all billable values for the Labor cost codes.
   • Billable Subs
     Total of all billable values for the Subcontractor cost codes.
   • Billable Other
     Total of all billable values for the Other cost codes.
   • Billable Subtotal
     Subtotal of all billable values shown above.
6. To view the service call, right-click on the service call and select View Service Call from the context menu to open the Service Call Transactions window.
7. In the Service Call Transactions window, the following columns display:
   • TRX Number
     Displays the transaction number.
   • Cost Code Description
     Displays the cost code description.
   • Trx Source
     Displays the transaction source.
   • Employee/Vendor Name
     Displays the employee/vendor name.
   • Item Desc.
     Displays the item description.
   • Date
     Displays the transaction date of the record.
   • Unit Cost
     Displays the unit cost.
   • Units
     Displays the number of units.
   • Extended Cost
     Displays the extended cost (unit cost x units).
   • Billing Amount
     Displays the billing amount.
8. To exclude/include individual transactions on the service call. To do so, right-click on a service call and select View Transactions from the context menu. This opens the Service Call Transaction window to display the cost transactions on the service call.
   • Unmark a transaction to remove it from the service invoice for the current billing. When editing is complete, select Close to return to the Create Service Invoices window.
   • If the Billing Subtotal has changed due to a transaction being unmarked, the Edited Image Removed icon displays to indicate the change. Note that the Cost Codes are no longer available to be marked/unmarked in the Create Service Invoices window.

9. To add a description to a service call, right-click on the service call and select Edit Description or you can select the Note Image Removed icon Note icon to the right of the service call ID to open the Description window. After adding the text, select OK. If a service call has a description added from this window, the Note icon displays as yellow with lines Image Removed. 

   Note

   • Invoices 3 - 7 include the service call descriptions on the reports. The invoice description field may need to be edited to increase the field size on the report to print the entire description.

   • Invoices 1, 2, and 8 do not include the service call descriptions.

10. When editing is complete, select Preview to display the invoice lines on a preview report. Tax is not included as the tax is calculated at the time the invoice is created. Customer and location sort the report. Note: Sales Tax is not included as the tax is calculated at the time the invoice is created.

11. Select Create to create the invoices for the batch that was provided.

12. If you are generating invoices for a single Bill to Customer and Address, a message displays asking if you want to create a Service Invoice Summary Number.

    • Select Yes to create a statement of charges for all invoices included in the current list. Each service invoice included in this summary of charges will also print individually. You can use the Service Invoice Summary Number in the Apply Sales Documents window to easily locate the associated service invoices for payment distribution. See Applying payments using the Service Invoice Summary Number. 

      note

      The numbering convention for the Invoice Summary Number is to use the lowest invoice number included in the batch and then append this with the number of invoices in the summary. For example, if you have three invoices: SRVCE0002, SRVCE0003, and SRVCE0004, the Invoice Summary Number would be SRVCE0002-3. Should you delete an invoice before posting, the Service Invoice Summary Number is not regenerated. This name remains unique, which is an important element.

    • Select No to create each individual invoice without a Service Invoice Summary statement.
    • Select Cancel to return to the Create Service Invoices window without creating any invoices.
13. When the creation process is complete, a window displays giving you the opportunity to print the invoices now or they can be printed later in the invoicing cycle.
    • Select Yes to open the Print Service Invoices window.
    • Select No to print the invoice later (Microsoft Dynamics GP > Tools >Routines > Service Management > Service > Service Batch Print Invoices). After you select No, you are returned to the Service Batch Invoicing window where you can continue to invoice other completed service calls.

...

1. Go to Microsoft Dynamics GP > Tools >Routines > Service Management > Service > Print Service Invoices.
2. Enter the Batch Number. If you are accessing this window from the Create Service Invoices window, the Batch Number defaults in with the invoices displayed.
3. The Print Service Invoices window displays a list of the invoices in the batch and includes the following columns:
   • Invoice Number
   • Service Call ID
   • Customer Name
   • Billable Subtotal
   • Billable Tax
   • Billable Total
   • Invoice Summary Number
4. To delete an invoice, right-click on the invoice in the scrolling window and select Delete Invoice from the context menu.
5. To view the invoice, right-click on the invoice and select View Invoice from the context menu.
6. Select Print to print the invoice(s).

7. Select the Invoice format used by your company. To generate the Service Invoice Summary, select Service Invoice Summary. This report prints a summary of the invoices associated with a Service Invoice Summary Number. Each invoice is printed in a linear style and includes the service call invoice number, service call, call description, purchase order number, customer name, location, completion date, billable equipment total, billable material total, billable labor total, billable subcontractor total, billable other, subtotal, tax and line total. At the end of the report, the totals for the included service invoices are summarized by cost code.  

   Note

   If there is no Invoice Summary Number assigned to any invoices in a batch, the option to print the Service Invoice Summary is disabled.

Anchor
servicemanagement_service_batch__606 servicemanagement_service_batch__606

Applying Payments Using the Service Invoice Summary Number

...

1. To access the Apply Sales Documents window, go to Transactions > Sales > Apply Sales Documents.  

   Note This

   This window can also be accessed from the Transactions > Cash Receipts window > Apply button to apply an unposted cash receipt. When you select the Apply button in the Cash Receipts Entry window, the Customer ID, Type, and Document Number are auto-populated. You can move to step 5 to select the Additional menu to select the Service Inv Summary Filter. If you apply an unposted cash receipt and then delete the cash receipt or batch, the invoice(s) in Microsoft Dynamics GP and Service Management will have no record of the payment. The invoices will remain open. 

   .
2. Enter the Customer ID used as the Bill to Customer for the service invoices or use the Customer ID lookup to select the appropriate customer.
3. The Type of transaction defaults to Payments. No changes are necessary.
4. Select the Document Number you wish to apply as payment using the lookup provided. When using the lookup, a list of Open (unapplied) Cash Documents display.
5. Select Additional in the top-level window navigation, and then select Service Inv Summary Filter.
6. In the Service Invoice Summary Filter window:
   1. Select the lookup to open the Service Invoice Summary Number Lookup window. All prior Service Invoice Summaries generated for this Bill to Customer display.
   2. Select the appropriate Service Invoice Summary Number row and then click Select.

   3. To filter the list of documents returned for this Bill to Customer, select Apply Filter.  

      Note

      Leave the Service Invoice Summary Filter window open until you've marked the documents in the Apply Sales Document window and have selected OK. If you close the Service Inventory Summary window, the Apply Sales Document window is cleared.

7. The scrolling window in the Apply Sales Documents window re-populates with only those invoices that were included in the Service Invoice Summary. 

8. Mark the checkboxes for the invoices that the payment should be applied to. Auto Apply is disabled because its functionality would override the Service Invoice Summary filter and would apply the payment based on the Microsoft Dynamics GP functionality.

9. Select OK to apply the payment to the selected invoices. 

10. Close the Service Invoice Summary Filter window. You can repeat the filtering process to continue applying payments.