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Selecting service calls

1. Go to Microsoft Dynamics GP > Tools >Routines > Service Management > Service > Service Batch Invoices.
2. The Service Batch Invoicing window displays with the Call Status Completed filter defaulted to marked.
3. Select Redisplay to view the completed service calls, or optionally set the following filters to narrow the results that display and then choose Redisplay. 
   1. Choose the appropriate Lookup method for the Customer Number lookup which follows.
      • Billing Customer
        Sets the filter of the result set based on the Bill to Customer Number of the service call.
      • Service Customer
        Sets the filter of the result set based on the Service Customer of the service call.
   2. Set the appropriate Filters:
      • Customer Number
        Use the lookup to choose the customer number. The lookup window opens the appropriate lookup window based on the Lookup by marked above.
      • Division
        Choose a single Division filter or leave empty to display all Divisions.
      • Call Status
        Choose Completed and/or Open. Typically, you initiate the invoicing process for Completed service calls.
      • Call Type
        Choose a single Call type filter or leave empty to display service calls for all Call Types (excluding MC and MCC).
      • Completed As Of
        If you are filtering for Completed service calls, enter the cut-off date to be used in the query. For example, if enter January 1, 2019 all completed calls with a completion date equal or prior to January 1, 2019 will be returned.
      • Branch
        If your user profile allows you access to multiple global filter branches, you can choose to further filter the service calls to a single branch, or you can see service calls for multiple branches in the returned service call list.
4. The scrolling window displays the service calls that match the filtering criteria.
5. The following columns display for each service call:
   • Service Call
     Displays the service call ID
   • Billing Customer
     Displays the Billing Customer Number and Billing Customer Name associated with this service call ID.
   • Bill Address
     Displays the Bill To Address from the service call.
   • Division
     Displays the Division of the service call.
   • Type of Call
     Displays the Division of the service call.
   • Service Customer
     Displays the Service Customer Number and Service Customer Name from the service call.
   • Service Location
     Displays the Location of the service from the service call.
   • Call Completion Date
     Displays the Completion Date of the service call.
   • Unposted Cost
     If there are any unposted costs related to the service call, this field displays Yes. Otherwise this displays No.
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 window.
7. To view a service call's unposted costs, right-click on the service call and select View Unposted Cost from the context menu to open the Unposted Costs window.
8. Choose the service calls to be invoiced by marking the check box checkbox to the left of each service call or select Mark All to select all displayed service calls. (You can unmark all the marked service calls by choosing Unmark All.)
9. Choose Next to open the Create Service Invoices window.

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Creating service invoices

Use the Create Service Invoices window to exclude individual transactions and/or all transactions associated with a cost code. If you will be creating a batch of invoices for one customer, you have the added option to create a summary statement of charges with called the Service Invoice Summary, a numbered document.

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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 check boxcheckbox. 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 for each service call:
   • Service Call 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. You can choose to exclude/include individual transactions on the service call. To do so, right-click on a service call and select Service Call 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, choose Close to return to the Create Service Invoices window.
   • If the Billing Subtotal has changed due to a transaction being unmarked, the Edited 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.
7. 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 window.
8. When editing is complete, choose 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. The report is sorted by customer and location. Note: Sales Tax is not included as the tax is calculated at the time the invoice is created.
9. Choose Create to create the invoices to the batch that was provided.
10. If you have are generating invoices for a single Bill to Customer and Address, a message displays asking if you want to create an Service Invoice Summary Number.

    • Choose 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 prior to posting, the Service Invoice Summary Number is not regenerated. This name remains unique, which is an important element.

      
      

    • Choose No to create each individual invoice without a Service Invoice Summary statement.
    • Choose Cancel to return to the Create Service Invoices window without creating any invoices.
11. 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.
    • Choose No to print the invoice later (Microsoft Dynamics GP > Tools >Routines > Service Management > Service > Service Batch Print Invoices). After you choose No, you are returned to the Service Batch Invoicing window where you can continue to invoice other completed service calls.

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Printing service batch invoices

The Service Invoices window displays the service invoice batch that was created in the Create Service Invoices window.

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 choose Delete Invoice from the context menu.
5. To view the invoice, right-click on the invoice and choose View Invoice from the context menu.
6. Choose Print to print the invoice(s).
7. Choose the Invoice format used by your company. To generate the Service Invoice Summary, choose 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.

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Applying payments using the Service Invoice Summary Number

The Microsoft Dynamics GP Apply Sales Documents window is used to apply payments (cash receipts) to sales documents.  To assist you with locating only those invoices that were included in a Service Invoice Summary, we've added an Additional window called the Service Invoice Summary Filter. If your customer has provided payment for multiple Service Invoice Summary Numbers, you would need to apply the payment separately to each number.  The Service Invoice Summary Filter only allows for one lookup at a time.

1. To access the Apply Sales Documents window, go to Transactions > Sales > Apply Sales Documents. This window can also be accessed from the Transactions > Cash Receipts window > Apply button.
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. Choose Additional in the top-level window navigation, and then select Service Inv Summary Filter.
6. In the Service Invoice Summary Filter window, select the lookup to open the Service Invoice Summary Number Lookup window. All prior Service Invoice Summaries generated for this Bill to Customer display.
7. Click on the appropriate Service Invoice Summary Number row and then choose Select.
8. To filter the list of documents returned for this Bill to Customer, select Apply Filter. Otherwise, select Close to close the Service Invoice Summary Filter window.

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

   Note
   If the scrolling window is cleared and no Service Invoices display, the related Accounts Receivable batch has not yet been posted.

   
   

10. Mark the check boxes checkboxes for the invoices that the payment should be applied to. 

    Note
    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.

    
    

11. Choose OK to apply the payment to the selected invoices.
12. Close the Service Invoice Summary Filter window. You can repeat the filtering process to continue applying payments.

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