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:

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 how and which faults from the fault comments were resolved.
Click Close to confirm the details.
Navigate to the Lines FastTab.
Select Line > Worksheet from the menu bar in the Lines FastTab.
In the worksheet, navigate to the Lines FastTab.
Here, adjust the actually required items, resources, costs and/or G/L accounts for the service.
Enter here also the personell and the working hours.
Navigate to the General FastTab.
Click on the Repair Status Code field and set it to Done.

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 activated 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.

If needed, you can also print the worksheet. Click on **Start > Print... in the menu bar of an open worksheet.
The Print Wizard is displayed and offers various configuration settings. Adjust them as needed. You may e.g. activate the Ignore Labor Grouping toggle switch to hide this information in the print. You may also activate the Print work type description instead of resource description toggle switch, if the work type description shall be displayed preferredly.
Click on Preview to view a preview of the worksheet printout or click on Print to print the worksheet report.
You can also send the worksheet online via the Send To... option.
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.
A dialog windowis displayed asking whether you want to open the created invoice.
To confirm, click Yes.
Click Print/Send > Print... in the menu bar.
The Print Wizard is displayed.
Customize the settings of the Options FastTab as needed.
Click Print to print the invoice.
Now make further printer settings as usual.

Note

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 associated invoice.

Tip

Once a service order has been posted, the document will be archived. You can view archived documents by using the quick search (ALT+Q) to find the Service List Archive page. The column Version No. shows the respective version of the document. The version number is incremented once an archived document is changed and archived again.