Preparing Items for Invoicing

This window allows you approve items for invoicing, and modify them if necessary. There are a number of powerful facilities here which can save you a lot of time.

Jobs do not appear in this window until they have been marked complete by the control room. Periodic charges appear in this window without the need to be processed by the control room. (Periodic Services appear in the despatch window first.) You can also add jobs or charges in this window (right click or press the Insert key).

Depending on the operation of your business you may require a job or charge to be checked by Operations and/or Accounts before approving it for invoicing.

Once you are familiar with this area and have customer pricing and service levels configured correctly, you can quickly process large volumes of invoicing.

The window is reached by selecting \Accounts \Customers \Prepare Invoice Items from the Main Menu, or clicking on the Prepare Items for Invoicing button on the 'Getting Around Smart window'.  Your system access may have to be changed to allow you to see it.

Views

Select a tab at the top of the window to see different kinds of invoice item.  You can also press the Set View (F2) button for more view choices (see below).

If these tabs are disabled

the current view is displaying items of any status, or of a status not supported by one of these tabs. Press Set View (F2) and change the Status setting to enable the tabs.

Not approved items are items which have been marked complete and are ready for invoicing.

Approved items are ready for invoicing. If your system is configured for Billing Cycles they will not be included in an invoice run until the end of the customer's current billing cycle.  If you are not using Billing Cycles they will be included next time you do an invoice run.

Invoice Now items will be included in the next invoice run regardless of any other settings. Many SMART users choose to invoice ad hoc jobs (e.g. alarm responses or emergency repair work) immediately and invoice scheduled work at the end of a billing period.

Never Invoice items have been excluded from the invoicing cycle and will never appear on an invoice.

To change the status of an item, press one of the buttons (see below) or double click and change the setting in the Job Details window. Once an item has been invoiced its status or other details cannot be changed.

Searching

Press Set View (F2) to apply various search filters.  Press the same button to clear any existing filters. 

The View Selections are saved between sessions,  and applied next time you open the Prepare Items for Invoicing window (even on another PC).

The Filter Selections apply only for the current session, and can be cleared by pressing F2 while viewing the list of Items to be Approved.

If Match Selections are entered, only jobs matching these selections are displayed and other filter settings are ignored.

Press a button (e.g. Customer) in the Filter Selections section to select from a list. Press the same button to clear the selection.

You can use a wild card search in Job Ref, Order Number, or Docket No by using the % symbol. For example, entering a Job Ref of

123	will find only jobs with the job ref of 123
%123	will find all jobs with a job ref ending in 123, e.g. 0123, 1123
123%	will find all jobs with a job ref beginning with 123, e.g. 1234, 1235
%123%	will find all jobs with a job ref containing 123, e.g. 012345, 112345, 12345

Colour Codes

A system of colour codes draws attention to items which may require your attention.

Customers which are flagged as 'stop trade' appear in red and the word (STOP) appears before the customer name.

A green tick indicates that the job has been checked by Operations and a red tick indicates that the job has been checked by Accounts.

Column	Colour	Means
Job Number	Red	Invoice now
Customer Name	Red	Customer on stop trade, or no customer
Customer Charge	Red	No charge, or overcharge.
Customer Charge	Yellow	Over time
Contractor Payment	Red	No payment when there probably should be one.
Contractor Payment	Red	No customer charge, or contractor payment greater than customer charge.
First column	Red dot	Abandoned job
Job Number	Red	Invoice now
Date	Green tick	Approved by operations
Date	Red Tick	Approved by accounts
Date	Two ticks (green and red)	Approved by accounts and operations
Job Number	Notepad symbol	Operational note attached
On site time	Green dot	Deferred job (normal service levels do not apply)

• Items priced at more than 6 times the base charge (if any) are highlighted in red. This does not apply for items priced on an hourly basis, or items with no base charge.
• Items priced at more than $1000 are not approved when you click the 'Approve Priced' button (they must be approved individually).

Other buttons

Approving an item will move it to the Approved list unless the item is a Response job and the Invoice Responses Daily setting is checked in the Customer Details window. In this case the item will be moved to the Invoice Now list.

To select (mark) one or more items, highlight the item and press the space bar or hold down the Ctrl key and click the left mouse button. A small > mark will appear to the left of the item.

	Approve all those items which do not have any price discrepancies (are not highlighted in the list).
	Approve all the items in the list, regardless of whether discrepancies exist (dangerous).
	Approve all the marked items (if any) or the currently highlighted item (if no items are marked).
	Move the selected item(s) to the 'Invoice Now' list.
	Move the selected item(s) to the 'Never Invoice' list.
	Restore items approved in the current session to the 'Not Approved' list.
	Restore the last item approved in the current session to the 'Not Approved' list.
	Apply a filter to the current view (see above) or clear any current filter.
	View Location Details for the highlighted job.

© Skorpion Pty Ltd 2007