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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 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 Editedicon 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 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 . 

   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 prior to 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.

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