Invoice Creation & Print (SE42)

The Invoice Listing and Creation (SE42) report prints an edit list of all calls closed but not yet invoiced, and calls in progress where the 'Issue Invoice' option on the Close folder of Enter Service Calls (SE30) is selected but is not yet executed. SE42 executes the 'Issue Invoice' and 'Close' service call actions.

The Invoice Listing and Creation (SE42) program prints a complete listing of all service calls that are flagged as 'Issue Invoice' or 'Close Call' since the last time SE42 ran.

Invoicing charges are printed for each call and are summarized by Parts, Time and Other Charges. Total A/R and Warranty Claims are also provided.

When the acceptance codes are entered, a 'Direct Bill' invoice is generated for each service call 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 SE30, and if the Sales Office (SE01) is set up 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 updated to 'No Charge'.

• If a service call being processed has an expired EFT on file, the following message displays: "Some Service calls using expired EFT. Do you want to generate invoices from the rest of the Service calls? Yes/No".
  • Selecting 'No' stops SE42; no invoices are generated. You can correct the EFT information on the service call and then run SE42 again.

  • Selecting 'Yes' allows SE42 to continue. Invoices are generated for all closed service calls except for those with expired EFT information. You can correct the EFT information on the affected service calls and then run SE42 again.

When the Direct Bill invoice is successfully generated, statistical Service (SE) 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 (SE45) 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 Call History (SE45) files, but the call remains in the Open Service Calls files.

Estimates do not generate invoices or update SE statistical files, but if an estimate is closed then it is transferred from the Open Service Calls files to the Service Call History files and is removed from the Open Service Calls files.

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

The follow these steps to run SE42:

1. The Printer Selection screen automatically opens. Select the device destination and click OK .

2. The Invoice Transfer List Restrictions window opens:
   • 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 displays and cannot be edited.

   When all of the information is entered, click OK to close the window and run the report. You can also click Cancel to cancel the request for the report.

3. The Report Complete screen opens when the report is generated. Depending on the print device selected, you are presented with one of the following two options:
   1. If you are printing the report to a local printer device, PDF file or to your screen, enter the Acceptance Codes to accept the report, click Restart to restart the printing of the report, or click Abort to cancel the report.

   2. If you are sending the report via an email or fax device, click OK to accept the report, click Restart to restart the fax/email (not always applicable), or click Abort to cancel the report.

Once the Acceptance Codes are entered, the system performs the following actions:

• A Direct Bill Invoice is generated for each service call printed to remit to the customer.

• If the invoice is successfully generated, the program updates the 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' 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 IN41.