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Once you've created maintenance contracts and created MCC calls, you can create and print invoices for your MCC service calls. Creating maintenance contract invoices is a monthly procedure. We recommend you establish a schedule for creating maintenance contract invoices (i.e., on the same day every month). This way, invoices will not be overlooked.

Service Management maintenance invoices are created in a Microsoft Dynamics GP Receivables batch based on the billing schedule defined for each maintenance contract. Create the invoices only after your maintenance contracts are complete and up to date. Maintenance invoices can be created only once for each period; however, the invoices can be printed multiple times if necessary.

Invoices are sent to a Microsoft Dynamics GP Receivables batch called MAINTENANCE XX, where XX is the specific fiscal period number. You must post the Receivables batch in Microsoft Dynamics GP for the maintenance invoices to appear in the Microsoft Dynamics GP Receivables Open Transactions file.

If you chose the percentage-of-completion or the revenue schedule revenue recognition method, you can create invoices for maintenance contract service calls. You cannot automatically create invoices if you are using the manual revenue recognition method.

Maintenance cost transaction numbers have the prefix "MC." The cost transaction number defaults to the selection made in the Maintenance Options window. Note:

Note
The cost transaction number is used only within Service Management. Don't confuse it with the Microsoft Dynamics GP document number. The Microsoft Dynamics GP document number defaults to the selection made in the Use Next Number From field in the Maintenance Options window.

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Creating the invoice

1. Choose Microsoft Dynamics GP > Tools > Routines > Service Management > Maintenance Contract > Create Invoices.
2. Complete the following fields, as necessary.
   • Date
     Use the drop-down lists in the From and To fields to select the range. You can choose from the following ranges: enter date (the ability to enter a starting and ending date), current date, beginning of month, and end of month.
   • Invoice
     Choose to create invoices for All customers, an Individual Customer, or a Branch Range. Complete the branch range or individual customer information, if applicable.
   • Options
     Mark the check boxes checkboxes if you wish to calculate taxes and commissions. Processing is faster when taxes and commissions are not calculated.
3. Choose Preview to preview a list of invoices for the selected period.
4. Choose the Create button to create the invoice(s).
5. Choose the Print button on the Maintenance Invoicing window to print the invoices. Select one of four invoice format options for maintenance billing. All four invoice formats include customer and address, date, contract number, purchase order number, contract type, billing date, invoice number, amount, tax, and total. If the contract contains a billing note, it prints on all invoices. Minor differences include: when using Multicurrency Management with maintenance contracts and master contracts, invoice 1 prints originating amounts instead of functional amounts; when printing multiple invoices for the same customer, invoice 2 and 3 print the invoices on one page.

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Note
If you did not mark the Automatically Create Invoices option during setup and did not mark the Automatically Bill field on the Maintenance Contract window, maintenance invoices will not be previewed or created.

After the invoices have been created, a summary report prints, listing the invoices created. 

You can view the periods you have created and posted invoices for by choosing the Billing button on the Maintenance Contract window. If the billing amount has been posted, the posted date appears in the Posted column, and the Year and Period columns fill in accordingly. If a period has not been posted, 0/0/00 appears in the Posted column. Note:

Note
You can create invoices for an individual contract by choosing Print > Invoicing on the Maintenance Contract window.

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If a master billing note was added to the contract in the Maintenance Contract window, the master billing note text is automatically added to all invoices during the maintenance invoice creation process. The master billing note text is included on the Maintenance Invoice Preview report and the Created Maintenance Invoices report.
Note: Billing notes are not automatically added to maintenance contract credit memos, but they can be added to individual credit memos using the following procedure.
After invoices are created, you can edit or create an individual billing note for each invoice.

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and choose the Contract indicator.
3. Select a contract and choose the Invoice History button to open the Maintenance Invoices window. The window lists all invoices that have been created for the contract, with the most current invoices listing first. If a billing note was added to the invoice, lines of text appear on the notepad button in the Note field. You can view invoice details by selecting a document and zooming on the Document Number field to open the Receivables Transaction Inquiry Zoom window. The Invoice Amount field in the Maintenance Invoices window always displays the amount for the individual contract, even if it's covered by a master contract. If the contract is part of a master contract, the Receivables Transaction Inquiry Zoom window will display the master contract amount.
4. To edit or add an individual billing note, select the appropriate notepad button in the Note column.
5. Edit the note or add a note in the Maintenance Billing Note window.

Note: You can delete a billing note by choosing the Delete button.

1. Choose Save to save the note and return to the Maintenance Invoices window.
2. After a billing note is edited, you can reprint the invoice by selecting the document number in the Maintenance Invoices window, choosing the Print button, and selecting an invoice format. If the maintenance contract is covered by a master contract that has billing control, the master contract invoice prints, otherwise the maintenance invoice prints.

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When you create invoices in the Maintenance Invoicing window, you can create the invoices for a fiscal period or fiscal year that has been closed in Microsoft Dynamics GP. Once the invoices have been processed in Service Management, you'll have to open the period in the Fiscal Period Setup window for Receivables Management and/or General Ledger when you post the invoices in those modules or change the posting dates.

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You can bill a third party for work that is done under a maintenance contract.

1. Choose Cards > Service Management > Service Manager.
2. Select a customer, then choose the Contract indicator.
3. The customer and address of the contract owner default into the Bill To Customer and Bill To Location fields. You can edit these fields; select the appropriate third party customer. The values that you enter in each field must already exist as customer and location records.
4. When you are finished creating the contract, choose Save.

When maintenance invoices are generated, the values entered in the Bill To Customer and Bill To Location fields will display on the invoices and on the billing schedule records, along with the RM Document Number used to post the invoice to the customers. The invoices will then go to the indicated third party for billing.

Generating third-party maintenance invoices

When generating service contract invoices, you can choose to create invoices for a specific customer or range of customers. In addition to specifying the customer that owns the contract, you can now also create invoices based on the Bill To Customer.

1. Choose Microsoft Dynamics GP > Tools > Routines > Service Management > Maintenance Contract > Create Invoices.
2. Once you have specified a date range, choose whether you want to invoice All customers, an Individual Customer, or a Branch Range.
3. If you are generating invoices for an Individual Customer or Branch Range, choose whether to base the criteria on the Contract Owner or the Bill To Customer.
4. Choose Preview to view the invoices that will be created. The Invoice Preview report prints.
5. Choose Create to generate invoices. The Created Invoices report prints.

Viewing third-party billing information

You can now view third-party billing information for scheduled, posted, and historical maintenance contracts.

Viewing the billing schedule

On the billing schedule window, you can view all invoices and credit memos that are scheduled for a maintenance contract.

1. Choose Cards > Service Management > Service Manager.
2. Select a customer, then choose the Contract indicator.
3. Choose Billing to open the Billing Schedule window.

Once an invoice or credit memo is created, the posted date, year, and period populate, along with the Bill to Customer and Bill to Location. If the Bill to Customer or Location are changed on the contract at any point before all billing is complete, the change will be reflected on the billing schedule from one line to the next.

Viewing posted maintenance invoices

On the Maintenance Invoices window, you can view all invoices and credit memos that have been posted for a maintenance contract.

1. Choose Cards > Service Management > Service Manager.
2. Select a customer, then choose the Contract indicator.
3. Choose Invoice History to open the Maintenance Invoices window.

Third-party billing information is recorded for each posted invoice or credit memo in the Bill to Customer and Bill to Location fields.

Viewing historical third-party billing information

After a contract is sent to history, you can view historical invoices and credit memos on the Billing Schedule History window.

1. Choose Cards > Service Management > Service Manager.
2. Select a customer, and choose the Contract indicator.
3. Choose the lookup button next to the Contract Number field.
4. In the Maintenance Contracts lookup window, choose the History button. The Maintenance Contract History window opens, where you can view the Bill to Customer and Bill to Location for the maintenance contract.
5. To view maintenance invoices, choose Invoice History to open the Maintenance Invoices window.
6. To view details on the billing schedule, choose Billing from the Maintenance Contract History window.

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