Invoice Listing and Creation (SE42)

Invoice Listing and Creation (SE42)

The Invoice Listing and Creation (SE42) program will print a complete listing of all service calls and estimates that have been flagged as Issue Invoice or Close Call since the last time the Invoice Listing & Creation (SE42) was run. Invoicing charges are printed for each call, summarized by Parts, Time and Other Charges. Total A/R and Warranty Claims are also provided. Upon acceptance of the report a Direct Bill invoice is generated for each service call appearing on the report. An invoice line is created for each part, time or other charge entry, whether the item is chargeable or not. The TAT code used at the time of entry determines the charge. Whenever the service call line is covered by warranty and the proper manufacturer’s information has been entered in Enter Service Calls (SE30), and if the Service Sales Office is configured to Generate Warranty Invoices, a second invoice is prepared to charge the manufacturer with the warranty charge and the original charge to the customer is automatically made No Charge.

If the invoice has been successfully generated, statistical Service files are updated with details of the call. If the service call being processed is to be closed, it is transferred from the open service calls files to the service call history files and the call is removed from the open service calls files. If the action being performed was Issue Invoice, then the service call is added to the service history files, but the call remains in the open service calls files.

Estimates do not generate invoices or update SE statistical files, but if closed they are transferred from the open service calls files to the service call history files and removed from the open service calls files.

Note: Cost of parts and labour is the result of the product average cost times the quantity or total hours. For other charges the cost is set to the sales amount.

The following Invoice Listing and Creation print program features are supported:

• Printer Selection
• Invoice Transfer List Restrictions
• Acceptance Codes

The following lists the restrictions for the Invoice Transfer List:

• For Sales Office - Enter or select from the query the appropriate Sales Office code to generate invoices and transfer them to the Enter Inv/Direct Bills/Credit (IN41) program.
• GL Posting Date - Enter or select from the query the GL posting date if required. Note: If an invoice batch is already in process the posting date for that batch will be displayed and is not modifiable.
• OK Button - Click the OK Button to accept the entered Sales Office and GL Posting Date. All fields are verified before exiting the restriction screen. The program will continue to print the report.
• Cancel Button - Click the Cancel button to abort the Invoice Listing and Creation report.

Once you have updated the Sales Office and GL Posting Date restrictions, a list of invoices that will be generated is printed.

Upon entering the Acceptance Codes for the report the follow occurs.

• A Direct Bill Invoice is generated for each service call printed to remit to the customer.
• If the invoice is successfully generated, the program will update statistical and history files of the SE (Service) and CT (Contract Billing) modules (if installed).
• The open service calls files are purged of the close calls. Calls flagged as Issue Invoice only will remain in the open service call files, but the invoiced lines may no longer be modified or deleted.

Note: The generated invoices may be re-called, modified, printed and updated as any other manually entered invoice in Enter Inv/Direct Bills/Credits (IN41).