After an order is complete and accurate, you need to create an invoice to send to your customer. You can create invoices for one order at a time or for multiple orders at a time.
Invoice a Single Order
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event with the service order to invoice.
- Right-click and select Edit. The Edit Event screen opens.
- Select the Service Orders tab.
- Select the order to invoice. Verify the order is at a Closed status.
- Right-click and select Tools -> Invoice. The Issue Invoices screen opens.
- Enter the necessary information:
- Date - Date to issue the invoice.
- Report Type - Determines how the invoice is delivered.
- Create Invoices Only - Order is invoiced, but no invoice document is created for printing or emailing.
- Create and Print Invoices - Order is invoiced, and an invoice document is created based on the selected Invoice Format.
- Create and Email Invoices - Order is invoiced, and an invoice document is created based on the selected Invoice Format and an email is sent with the invoice document as an attachment to the appropriate email address.
- Invoice Format - Invoice document to create.
- Do Not Print/Send Zero Amount Due - If checked, the order is invoiced, but if the order has a zero (0) amount due, then no invoice document is printed or emailed.
- Do Not Print/Send Zero Amount Invoices - If checked, the order is invoiced but if the order has a zero (0) amount, then no invoice documents are printed or emailed.
- Expand the Other section.
- Enter the necessary information:
- Heading - Document heading to assign to the invoice document.
- Mgmt Rpt Code - Management report code to assign to the invoice.
- Additional Copies - Additional invoice copies to create for the invoice document.
- Click OK. If Create and Email Invoices was selected, the Send Email screen opens to verify and/or add email addresses as well review and/or add the email text. If Create and Print Invoices was selected, the invoice is previewed (if only one is created) or sent to the printer (if multiple copies are created).
Invoice Multiple Orders at Once
By default, if multiple orders have the same bill-to account, bill-to contact and order account, then those orders are included on one invoice. If the bill-to contact or order account are different between the orders, then an invoice is created for each combination of bill-to account, bill-to contact and order account.
If you want to include multiple orders on an invoice if the bill-to account is the same but the order account is different, you can update organization parameter AR 332. To update organization parameter AR 332:
- Click the Organization Parameters link from the Main Menu. The Organization Parameters screen opens.
- Select organization parameter AR (application) 332 (code).
- Right-click and select Edit. The Edit Organization Parameter screen opens.
- Enter BTO into the Value field.
- Click OK.
To invoice multiple orders at one time:
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event with the service orders to invoice.
- Right-click and select Tools -> Financials -> Invoice Events. The Edit Event screen opens.
- Select the Service Orders tab.
- Select the order to invoice. Verify the order is at a Closed status.
- Right-click and select Tools -> Financials -> Invoice Events. The Invoice Events screen opens.
- Click the Search button to display all the orders to invoice. If no orders display or if the orders to invoice do not display, verify there are no filters limiting which orders display.
- Select the orders invoice. Use Ctrl+Click or Shift+Click to select multiple orders.
- Right-click and select Tools -> Invoice. The Issue Invoices screen opens.
- Enter the necessary information:
- Date - Date to issue the invoice.
- Report Type - Determines how the invoice is delivered.
- Create Invoices Only - Order is invoiced, but no invoice document is created for printing or emailing.
- Create and Print Invoices - Order is invoiced, and an invoice document is created based on the selected Invoice Format.
- Create and Email Invoices - Order is invoiced, and an invoice document is created based on the selected Invoice Format and an email is sent with the invoice document as an attachment to the appropriate email address.
- Invoice Format - Invoice document to create.
- Do Not Print/Send Zero Amount Due - If checked, the order is invoiced, but if the order has a zero (0) amount due, then no invoice document is printed or emailed.
- Do Not Print/Send Zero Amount Invoices - If checked, the order is invoiced but if the order has a zero (0) amount, then no invoice documents are printed or emailed.
- Expand the Other section.
- Enter the necessary information:
- Heading - Document heading to assign to the invoice document.
- Mgmt Rpt Code - Management report code to assign to the invoice.
- Additional Copies - Additional invoice copies to create for the invoice document.
- Click OK. If Create and Email Invoices was selected, the Send Email screen opens to verify and/or add email addresses as well review and/or add the email text. If Create and Print Invoices was selected, the invoice is previewed (if only one is created) or sent to the printer (if multiple invoices/copies are created).
Invoicing Security
Invoicing service orders is controlled by the Create/Print Invoices access privilege. Any roles/users assigned to the privilege can create and print invoices while any users/roles not assigned to the privilege cannot create and print invoices. If no roles/users are assigned to this privilege, it is considered inactive, and all roles/users can create and print invoices.
Comments
6 comments
Hi there,
I am trying to invoice several service orders (of one item) on the one invoice however the service orders are rolling up and only appearing as one line on my final invoice.
For example
Catering Day 1 20 @ $5
Catering Day 2 20 @ $5
Will appear as Catering Day 2 20 @ $10
We are using the payment plan invoicing option.
Any thoughts would be appreciated.
0 upvotes
Have you customized your Invoice report or are using a standard Ungerboeck report?
Which report are you using? please send a screenshot of your orders and your invoice
0 upvotes
Hi Patrick,
We are using the Payment Plan with attachments invoice.
I believe it may have been customised but cannot be sure unfortunately.
0 upvotes
Laura - Our testing of the standard payment plan invoice does not summarize resources into a single line on the report. If this is a custom report, then we'd have to look into how the report is written. Is there a report name/code at the bottom of the report? Our standard report is CBL151. If it is the standard report, then I recommend adding a support ticket.
Mark F
0 upvotes
If you invoice multiple orders, the sequence of the invoices is based on the order date. Is it possible to change this sequence? So that inovices are created with an alphabetical order? Or an indiviual sequence depending on how you sorted the service orders you are going to invoice
0 upvotes
hello,
The invoice sequence is system generated and unfortunately at this time, it wont be possible to change this sequence.
0 upvotes
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