Creating Service Invoices

This chapter describes how to create and post service invoices after a service order has been created or completed. To do so, please proceed as follows:

Note

If a service order is in the open status in the system for a long period of time, you can update the prices or discounts of the individual lines before posting. To do so, click on Line > Update Price in the menu bar of the Lines FastTab of an open worksheet. Then, select which prices or discounts you want to update and confirm your selection with OK. The corresponding prices or discounts are updated in the lines. You can also update prices and discounts of multiple lines at the same time. Simply select all desired lines beforehand.

Use the quick search (ALT+Q) to find the Service Orders page.
Select the open service order you would like to post.
In the FactBox in the Resolution Comments FastTab, click on Edit.
Enter here which faults from the fault comments were resolved and how.
Click Close to confirm the details.
Navigate to the Lines FastTab.
Select Line > Worksheet from the menu bar in the FastTab.
In the worksheet, navigate to the Lines FastTab.
Here, adjust the items, resources, costs and/or G/L accounts actually required for the service.
Also enter the personell and working hours.
Navigate to the General FastTab.
Click on the Repair Status Code field and set it to Finished.

Note

If the spare parts for the service order are not in stock, set the repair status code to Waiting for Spare Parts and order the required spare parts.
For more information on purchase orders, go here.

Tip

If the checkbox for service charges has been selected on the Repair Status Setup, the previously specified service charges will be added automatically or recalculated, if necessary, when setting the repair status to Finished. You can find more information on the setup of service charges here.

Close the Edit - Worksheet page.
Click on **Start > Release in the menu bar of the service order.
A dialog window containing the options Ship (Items), Ship (All), Invoice, Ship and Invoice and Ship and Consume opens.
Select the fitting option (in this example Ship and Invoice).
Click OK to confirm your selection.
Confirm the dialog with Yes to open the created invoice.
Click Print/Send > Print... in the menu bar.
The Print Wizard is displayed.
Customize the settings of the Options FastTab as needed.
Click on Print to print the invoice.
Now make further printer settings as usual.

Tip

You can hide lines with 100% discount in printed documents. To do so, activate the Hide lines with 100 % discount field on the Service Management Setup page.

You have successfully posted a service order and printed the corresponding invoice. Once a service order has been posted, the document will be archived. You can view archived or posted documents by using the quick search (ALT+Q) to find the Service List Archive or Posted Service Invoices page. The Version No. column shows the respective version of the document. The version number is incremented once an archived document is changed and archived again. For more information on making changes to a posted document, please read the Processing Posted Service Invoices chapter.