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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 select Redisplay. 
   • Select 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.
   • Set the appropriate Filters:
     • Customer Number
       Use the lookup to select the customer number. The lookup window opens the appropriate lookup window based on the Lookup by marked above.
     • Division
       Select a single Division filter or leave empty to display all Divisions.
     • Call Status
       Select Completed and/or Open. Typically, you initiate the invoicing process for Completed service calls.
     • Call Type
       Select 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 to or prior to before January 1, 2019, will be returned.
     • Service Area
       Enter a service area.
     • Branch
       If your user profile allows you access to multiple global filter branches, you can select 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:
   • 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 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. Select the service calls to be invoiced by marking the 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. Select Next to open the Create Service Invoices window.

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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 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.

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