Platform - Invoicing

Introduction to Invoices

Successware allows you to create Accounts Receivable and Accounts Payable invoices electronically. This article will concentrate on Accounts Receivable invoices. 

Accounts Receivable invoices allow the user to create and track detailed bills for customers, as well as track cost information for work performed.

Successware has includes two methods of creating invoices; Quick Entry and Cost Plus.  In essence, they are as follows:

Quick Entry

A Quick Entry invoice is the default type created. It allows you to perform basic invoicing and is the method you will use most often. Quick Entry is used to create both flatrate and Time and Material invoices as well as job quotes. Items are added to a Quick Entry invoice by selecting their PriceBook codes and entering them as line items. The Item's description and price will automatically be entered in the invoice based upon the values you entered when setting up the PriceBook. Quick Entry invoices also allow you to enter cost information for the Parts, Labor and Miscellaneous Items used on the job so that you can track margins as well as inventory.

Cost Plus

Cost plus invoices are typically used for large commercial jobs.  As with Quick Entry invoices, items from the PriceBook are added to the invoice, however, instead of adding them as Sale items they are entered through the costing screens of the invoice. These items appear at cost (as specified manually or based upon their PriceBook cost) and then manually, item-by-item are assigned a markup multiplier. Each item is marked up individually and then will appear in the Sale portion of the invoice at its calculated selling price.

Invoice Manager

The Invoice Manager screen allows you to find, open and print invoices, as well as open associated tasks.

The Invoice Manager can be opened by navigating to the Customer Service module and clicking on the Invoice Manager listing.

Finding Invoices Using the Invoice Manager

The Invoice Manager allows you to find invoices in the system by filtering or limiting the displayed invoices to those that meet a specified criterion.

Select a View

Your choice of views are as follows:

Filter	Description
Not Printed	Lists invoices marked as "Don't Print" when posted. and that still have not been printed. Once an invoice is printed, the invoice's "Printed" flag is selected and the invoice will no longer appear in this list.
Post	Lists invoices that are associated with completed jobs that have not yet been posted.
Next Batch	Lists invoices that have been marked as “print later” and have not yet been printed.
Last Batch	Lists the last batch of invoices that were printed in the previous batch in the Next Batch view.
Adjusting	Lists invoices that were previously posted but are currently in adjust mode.
Ready to Post	These are invoices that are ready to be posted. If you click the ellipsis in the top right corner of the screen, you can Post All Invoices, or Post Selected Invoices all at once.

Filter

The Invoice Manager filter allows you to search for invoices based upon the Invoice Type, Department, or by entering a specific invoice or job number. Click on the Filter button to see the search options.

Your choice of search criteria is as follows:

Reorder Columns

You can click and drag the columns to put them in an order that works for you.

Show/Hide Columns

This drop-down gives you a list of all the columns available in the Invoice Manager. 

You can uncheck any of the boxes to remove those columns from view.

If you click Save Customization, it will keep this view on your subsequent visits to the Invoice Manager. Note that it will not affect other users, just your view of the page.

If you want to revert back to the default view, you can click the Restore Default Columns button.

Exporting Invoices to CSV or PDF

Invoices can be exported into CSV or PDF by clicking the appropriate buttons at the top of the screen.

Printing an Individual Invoice

1. Click on the More Options link under the Actions column for the invoice you want to print.
2. Click the Print option.

Viewing Notes

If you click on any invoice from the row above, you'll see any corresponding notes that were entered for that customer.

Creating Quick Entry Invoices

For basic invoicing you will use the Quick Entry method of billing.  The Quick Entry method allows you to select codes from the PriceBook. Depending upon how you have your PriceBook set up, you will use either general codes that are predefined in the PriceBook or specific codes that you have created.  If you have set up your own PriceBook items, entering the item codes will import the description and price of the item.  If you are using the general codes, you must edit the description and price for each line item.

General codes allow you to start processing and creating invoices without setting up a detailed PriceBook.

Regardless of what method of item entry you are performing, there are a number of common invoicing features.  They are as follows:

• Enter cost information for tracking margin and actual labor
• Charge a warranty or agreement to an invoice
• Record agreement visits from the invoice screen
• Set discounts for line items or to the whole invoice
• Apply payment directly to the invoice if payment is given at the time of service
• Add Item Type Information to be used in Scorecard reports

Changing an Invoice Number

If your company uses pre-printed tickets for your technicians, you may want to use the number from those tickets on your invoice. In Successware, you have the ability to change the invoice number assigned by the system. In order to change the invoice number, however, you must include an alpha character (letter) in front of the invoice number.

Successware provides a space to input this character in front of the invoice number. If you are using the Invoice Tracking feature, make sure that the letter you enter matches the Series number that you have associated with the range of invoice numbers assigned to your technician.

Creating a Quick Entry Invoice using General PriceBook Codes

You can create invoices before you have fully set up your PriceBook using the preinstalled general codes included in the PriceBook. However, using the general codes will limit your ability to create detailed reports. When using general codes you will have to manually enter description, price, and cost information (optional) for items you add to the invoice.

The following table identifies some of the general codes that are pre-installed in the Successware PriceBook.

Item Type	Description
Parts          GENPARTS          GENMAT          GENEQUIP	To charge for a part item on an invoice.
Labor          GENLABOR	To charge for labor on an invoice.
Miscellaneous          PERMIT          GENMISC          EQREN          SUBCON	To charge for miscellaneous type work on an invoice.
Task          GENIAQ          GENINST          GENMAINT          GENSERV          GENREPL          COUPON1          COUPON2	To charge for a specific task on an invoice.  Tasks are used for flat-rate pricing.

Creating an Invoice with General Codes

1. Open the invoice from the Invoice Manager by clicking the Open Invoice link under the Actions column on the right side of the page.

2. Enter the invoice date in the Inv Date This is the date the item will post to the General Ledger. 
   
   
3. Change the billing account, if necessary, by clicking on the drop-down arrow in the Billing Acct.
4. Modify the Department and Salesperson if necessary.
5. The individual items in the invoice can be edited by going to the Item Details subtab. 

NOTE: When searching for “general” codes, enter “Gen” in the Item No field and all general codes will display.

6. Enter the quantity of the item which you have sold.
7. Change the Description, if desired.
8. Enter the Department or accept the default.
9. Enter the price you wish to charge for the item in the Unit Cost.
10. Check the Tax box as needed. 
11. The Total Sale will default based on quantity multiplied by the Unit Price.
12. Check the Discount box if the item is discountable.
13. When complete, click the Save button to save the changes.
14. If payment was received at the time service was performed, or if there is a deposit to apply, click the Apply Pmts button.
15. If you are ready to post the invoice to the General Ledger, click Post.  If you only want to save your changes and post at a later time, click Save.

Creating a Quick Entry Invoice using Detailed PriceBook Codes

1. 1. Open the invoice from the Invoice Manager by clicking the Open Invoice link under the Actions column on the right side of the page.
   2. Enter the invoice date in the Inv Date This is the date the item will post to the General Ledger. 
   3. Change the billing account, if necessary, by clicking on the drop-down arrow in the Billing Acct.
   4. Modify the Department and Salesperson if necessary.
   5. The individual items in the invoice can be edited by going to the Item Details subtab. 

5. Select the specific task, or other item, from the PriceBook.  If necessary, perform a PriceBook Search to find the item which you have sold. The description, price, department (if set) and tax fields will be populated automatically. 
6. Identify the quantity of the item you sold. If the item is a task, the associated quantities of the materials associated with the task will be calculated accordingly in the Job Costing screen of the invoice.
7. Check the Discount box if the item is discountable.
8. If payment was received at the time service was performed, or if there is a deposit to apply, click the Apply Pmts button.
9. If you are ready to post the invoice to the General Ledger, click Post.  If you only want to save your changes and post at a later time, click Save.

Adding an "As-Task" Item to the Invoice

If you have created “As-Task” part or miscellaneous items in your PriceBook you have the option of adding them to the invoice as an item only or by adding them with their task pricing. As-Task items are part or miscellaneous items, that at the time of creation in the PriceBook were assigned a labor allotment. These items can then be sold with or without the labor.

1. Click in the Item No field of a new line item. As you start to type, the system will autofill in the field.

2. Find the part or miscellaneous item you want to add to the invoice.
3. Select the As-Task checkbox to add the item as a task, or leave the box blank to enter the item only.

4. Click the Save button to add that line item to the invoice.

Adding Sales Tax

Before you can add sales tax to an invoice, you must set up the Tax Codes table in the Reference Library. Additionally you must choose a default account to which you want to post the sales tax in the default accounts section of General Ledger setup.

In order to charge sales tax you must indicate each line that is eligible for tax by checking the appropriate box.

When Tax Codes are created you will decide whether to tax the parts, labor, or miscellaneous sales totals, or any combination of the three. The A/R invoice uses the Parts and Labor and Miscellaneous sales totals of the line item to determine the total tax to determine sales tax due on an invoice.  

When an item is flagged ‘AddTax’, the sale amount for that line item is split between taxable and non-taxable sale based on its breakdown of parts, labor, and misc, and the taxable flags on the tax code for the invoice.

Note: If tax has been included in your task pricing, you have the option of adding the tax to the total sale and taking the entire amount as revenue or separating the tax portion from the sale and posting it to your tax liability account. To choose your desired setting go to the Company Setup screen.

To Add Tax to an AR Invoice

1. Add the line item that you wish to tax to the invoice as you normally would.
2. Check the Tax box for the line item.  
3. If necessary, in the lower portion of the invoice, select a tax code other than the one that has been assigned to the current Service Location.  
4. Post the invoice as you normally would. The Tax total will be posted to the account that you have set up as your default account for Sales Tax.

Adding and Modifying Line Types

For the purpose of running the Job and Invoice Scorecard reports, Successware allows you to identify a Line Type for each of the line items that appear on your invoices. These Item Types will allow the scoreboard reports to determine how to best evaluate these line items for placement in the report.

Line Items can be flagged with the following Line Types:

Line Type	Description
Diagnostic	Diagnostic identifies an item as work being performed to diagnose a problem. The line item may or may not be billed to the customer. Tasks can be set up as Diagnostic in the PriceBook so that the invoice line item is automatically set to Diagnostic when the task is used on an invoice.
Money	Money items are revenue generating line items with the exception of lines marked as Diagnostics.  Money items include task(s) performed based upon the problem diagnosis, plus any Add On tasks. By default any item charged to receivables with a price greater than zero will be a Money item.
Add On	Item(s) sold in addition to those resolving the original diagnosed problem can be marked as Add Ons. Items marked as Add On will also be automatically marked as Money items as well.

Note: A Non-Money (a line item with a negative or zero amount) that is not Diagnostic either will automatically be marked as an "other" line item. 

Modifying Item Type

Since Defining Item Types is important to the proper running of your Scoreboard report, you have the ability on the invoice form to modify an item's Type.

Changing the Item Type:

• Within the Item Details subtab, there are check boxes for Diagnostic, Money, or Add On.

Invoice Adjustments

If an invoice has already been posted, but you find that you need to make a change to it, the invoice can usually be “un-posted” or adjusted. When an invoice is adjusted a General Ledger trail is created. While the original posting entries remain in the General Ledger, additional reversing entries are created to accommodate the un-posting. When the invoice is re-posted another set of General Ledger entries will then be written.

NOTE: An invoice cannot be adjusted if:

• There was a payment on the invoice that has already been deposited. Any subsequent deposits and reconciliations would need to be reversed before the invoice could be adjusted.
• There are multiple invoices and the invoice you want to adjust is not the latest. Subsequent invoices must be adjusted and voided.
• The job referenced by the invoice has been finalized.
• The invoice is for an agreement that has been terminated.

1. Open the invoice and click the Adjust button. Successware will un-post the invoice. If any of the previously mentioned conditions apply, you will be notified that the invoice cannot be adjusted.
2. Make any necessary changes to the invoice.
3. If you do not want to repost at this time, Save and then Close the invoice. If you want to re-post, click post.

You can use the Adjusting view of the Invoice Manager to find invoices that have been adjusted, but not yet re-posted.

Applying a Discount

When creating an invoice, Successware gives you the ability to subtract a discount either from individual items or from the invoice as a whole. You have the ability to apply that discount either as a percentage, or as a flat dollar amount. The discount amount can be set either before or after line items have been added to the invoice.

Discount Types must be set up in the Reference Library.

There are 2 types of discounts available:

Discountable Items- This is a percentage that is taken off selected line items on the invoice. This type of discount will effect the After Discount amount of the effected items and the discount will be charged to the department responsible for the sale of the item.

Invoice Discount- This is a flat dollar amount or percentage that will be taken off the invoice total. The discount will appear as a separate line item on the invoice and can the department that it is charged against can be manually changed.

Discount Types

Discount Types are used to define the types of discounts you offer your customers through agreements and are selected on an invoice to apply discounts.  When adding an Agreement you will select the type of discount that you offer customers who have the particular type of agreement.  When adding Discount Types you will enter the percentage of discount or if the discount gives a flat dollar amount off the Discount percent will be left at zero. You will also identify whether the discount is applied to Parts, Labor, and/or Miscellaneous sale amounts on the invoice.

The Discount Type table is in the Agreements Volume of the Reference Library.

Column Name	Description
DiscountType	Enter a code to identify the Discount type.
DiscountTypeDesc	Enter a Description of the Discount Type
DiscountPct	Enter the percentage discount that will be applied if the Discount Type is selected. If the Discount type represents a flat dollar amount off, such as a coupon, leave the percentage as 0 and the dollar amount will be assigned when the Discount Type is selected on an invoice.
DiscountAmount	Enter the dollar amount discount for an invoice discount. If left blank, the discount amount can be entered on the AR invoice.
OnParts	Place a check in this column if the selected Discount Type will be applied to Part sales. This could apply to an individual part that is sold on an invoice or the part sale portion of a task.
OnLabor	Place a check in this column if the selected Discount Type will be applied to Labor sales. This could apply to an individual labor line item sold on an invoice or the labor sale portion of a task.
OnMisc	Place a check in this column if the selected Discount Type will be applied to Miscellaneous sales. This could apply to an individual Miscellaneous items  that are sold on an invoice or the Miscellaneous sale portion of a task. Note: When using General Task codes on an invoice the entire price is considered to be Miscellaneous sale.
IsActive	Enter a check in this field to make the item active. If an item is not marked active, it will not be visible or available for users to choose from the list.

Applying a Discount to Individual Line Items

Applying a discount to individual line items on the invoice makes use of the Discountable Items option in the discount window. 

1. Bring up the invoice from within the Invoice Manager, and click the Set Discount button.
2. Select either the Invoice discount or Discountable item (Discountable Items only allows percentage discounts.)
3. Select the type of discount you want to apply from the Discount Type drop-down list (for example, Parts and Labor or Parts Only). This will automatically fill in the discount percent and check the appropriate “On-“ checkboxes.
4. If you want to apply a different percentage than the one listed, edit the value.
5. Click Save to set the discount.

Apply Discounts to the Invoice Total 

If you want to take a flat dollar amount or percentage off the total of the invoice you will use the Invoice Discount option.

1. Either before or after entering the invoice items, select Set Discount to open the Set invoice discount
2. Select the Invoice discount.                           
3. Choose a discount type (even though this discount type may not have the dollar amount of the discount built into it, it is important because it will allow you to report on the Types of discounts you are applying to customers).
4. Enter the amount that you want to discount the invoice in the Discount Amount If the discount type chosen has a percentage attached to it, the amount will be calculated.
5. Choose the department that will be charged in the General Ledger entry that represents the discount amount when posting.
6. Check whether you want the discount to apply to the Taxable, Non-Taxable or Tax Included portion of the invoice.
7. Click Save to set the discount.

A line item will be added to the invoice that represents the amount of the discount. 

Applying Payments

If a customer pays for service at the time the service was performed, the payment can be recorded on the invoice. Additionally, if you have previously recorded a deposit on a customer's account, the deposit can be selected in the payments window and applied to the invoice. If you invoice the customer and they send in their payment later, you will record the payment through the Billing Account History.

Only one payment type can be applied per invoice. Therefore if a customer pays you partially with cash and partially with a credit card for example, you can only record one of the payments in the Apply Payments window of the invoice. In this case you can post the invoice with the partial payment, then access the customer's Billing Account History screen and apply the other payment there, or post the invoice with no payment and record both payments through the Billing Account History.

The Billing Account History screen can be found by going to: Main Menu-> Customer Service-> Receivables Manager.  From the Receivables Manager, click on an ellipsis under the Actions column to see the option for Billing Account History.

Applying Payments to an Invoice 

1. Click the Apply Pmts button at the bottom of the invoice.
2. The Invoice Due Date and Post Date will default from the invoice.
3. Once you click into the Payment Amount field, it will default to the total charges on the invoice.  You can change the amount if necessary.
4. Use the drop-down menu to select the payment method.
5. The following fields will be labeled and available based on the payment method selected.

Payment Type	Following Field	Description
Cash	Cash Collected From	To enter the technician’s name who turned in the cash.
Check	Check#	To enter the check number.
Credit Card	Credit Card#	To enter the customer’s credit card information. The Credit Card Payment type contains data entry requirements. See Recording Customer Credit Card Information in the Customer Service section for further information.
Bank Drafts	Account#	To enter the bank account number.
Finance Company	Financed By	To enter the name of the finance company.

6. If the customer has made a deposit, it can be applied to the invoice by selecting it from the Deposit drop-down list.
7. Once the payment information in entered, click Save.

Entering Costs on an Invoice

Successware allows you to record the costing information associated with the work that you sell to a customer on an accounts receivable invoice. Recording the costing information allows you to compare the sale amount of the invoice to the cost information and view gross margin information on the invoice as well as report on margins by job. The recording of job costing information is for the most part simply an association of cost with sale. There is no General Ledger effect to job costing an invoice.  The General Ledger effect of your costing happens at the time that the parts are actually purchased (or requisitioned if you are using inventory), labor is paid for via payroll or miscellaneous items are paid for through payables or payroll.

Job Costing can be performed before or after the invoice is posted.

Job Costing invoices is necessary in order for Sales Invoice reports (with margin information) and Technician Productivity and Profitability reports to return reliable results.

Job costing information can be associated with any line item sold on an invoice. The type of cost detail is dependent on the item.

• Part items can only have associated part cost.
• Labor items can only have actual job related timecard entries imported as their associated cost.
• Miscellaneous items can only have miscellaneous cost associated with them.
• Task items can have Part, Labor and Miscellaneous cost associated with them.

There are three ways that cost can be added to a task:

• Enter the cost in the PriceBook during setup
• Edit, or add to, the cost from the PriceBook
• Manually enter the cost when preparing the invoice

Adding Cost Information to an Invoice

Adding cost is performed on Quick Entry invoices.

Open an invoice and navigate to the Item Details subtab. From there, click on the More Options link under the Actions column. Click on the Enter Cost link. This will open the Enter Cost screen.                                                                                                     

The Line Item Cost Entry window is divided into Parts, Labor, and Misc subtabs.

Adding Cost Itemization

1. Once you are in the costing screens, select the item to which you want to add cost detail
2. Select the cost type. (Parts, Labor or Misc).
3. Click the + Add Item to add details.
4. Enter the following detail, depending on the type. If detailed PriceBook codes are being used, many of the fields will be populated automatically.

Item Type	Detail
Parts	·        Quantity ·        Item# - enter an item number or select one from the PriceBook. ·        Unit of measure ·        Description - this will be imported if you are using PriceBook codes but can be changed. ·        Serial Number (if necessary) ·        Unit cost ·        Total cost
Labor (can be entered or imported from the timecard)	·        Item# ·        Employee - enter the employee or select from list. ·        Description ·        Hours (number of hours) ·        Rate ·        Total cost
Miscellaneous	·        Quantity ·        Item# - select the item from the PriceBook ·        Description ·        Unit cost ·        Total cost

5. Press Save to save the line item you have added.
6. Once you have added all the costing detail required you can close the Cost Itemization window. Click the Save button at the bottom of the screen to save your changes.

NOTE: Part Item details that affect inventory can be selected from a list of items tagged for the job.  You must verify parts used and their associated costs in the Tag Manager.  The verification process is described in further detail in the Inventory Unit of this manual.

Editing Cost Itemization

If you have cost detail that needs to be modified, it can be edited in the costing screen. This may be because a price or quantity of an item that you listed as cost has changed.

1. Navigate to the Cost Type (Part, Labor or Miscellaneous) that contains the item that needs to be modified.
2. Select the item that you want to edit.
3. Click Edit to put the selected item in edit mode.
4. Make any necessary changes.
5. Click Save to save the line item.

Deleting Cost Itemization

If you have cost detail listed that needs to be removed, such as an item that was associated with a task in the PriceBook, but you did not use it on the job, it can be deleted from the costing screen.

1. Navigate to the Cost Type (Part, Labor or Miscellaneous) that contains the item that needs to be removed.
2. Select the item that you want to delete.
3. Click the Delete link to delete the item.

Importing Timecard Entries

If a job has been performed, and the technicians assigned to it have had their Call Progress times entered, the actual labor time can be imported into the cost section of the invoice so that you can accurately determine the cost of performing the task. If the technician is paid a commission or if the time was actually paid at a premium, the imported timecard entry can be edited to reflect the actual amount paid. This will cause the earning per hour to also be adjusted.

1. From the Item Details subtab of an invoice, click on the More Options listed under the Actions column, and select Add Timecard Labor.

2. In the Select timecard entries window you will see how long it took the technician to perform the task (In Route, On Site). Checkmark the times you want to apply to the task as labor and click Save.
3. Successware will replace the default labor minutes with the actual timecard labor entries.

Note: A single timecard entry can be split between multiple tasks.

To Modify an Imported Timecard Entry

If the technician who performed the work is being paid at a dollar amount or at an hourly rate other than that which was imported (such as a premium wage), you can edit the dollar amount of the imported timecard entry so that your job costing represents a true cost of labor. To do so, edit the Rate or Total Cost field and edit the value.

Cost Plus Invoices

Cost Plus invoices are created by adding detail items one at a time and then adding a cost markup to generate a price for the task. As with Quick Entry invoices, items from the PriceBook are added to the invoice, however, instead of adding them as Sale items they are entered through the costing screens of the invoice. These items appear at cost (as specified manually or based upon their PriceBook cost) and then manually, item-by-item are assigned a markup multiplier. Each item is marked up individually and then will appear in the Sale portion of the invoice at its calculated selling price.  This type of invoice is best used for large commercial jobs when control over markup and margins is needed.

Creating a Cost Plus Invoice

1. Open the Invoice.
2. Next to the Type of Invoice section, select Cost Plus.
3. Enter the billing account, or select a billing account from a list of valid accounts.
4. Click Cost Plus at the top of the invoice.  The following screen will display. 

5. Enter the item you want to add to the invoice by navigating to the Item Details subtab. 

• If a task item is added as the item, its cost and price will be brought over. The price of the task will appear on the invoice. This can be changed.
• It an individual Part, Labor or Miscellaneous Item is added, you must manually mark the Item up to create a price.

6. For each Section (Parts, Labor, Miscellaneous), adjust the cost and markup of each item. These adjustments will generate the total invoice price.
7. To add a new Item, click the + Add Item button.
8. When finished click on Save.
9. Click on Post to post the invoice.

NOTE:  Item details that affect inventory can be selected from a list of items tagged for the job.  You must verify costs and parts used in the Tag Manager before posting.  These tasks are described in the Inventory section of this manual.

Selling Agreements from the Mobile App

Successware allows your technicians to sell Agreements in the field, but they need to be completed in the office.

While creating an invoice, technicians can use the ellipsis to Add an Agreement. Technicians can specify which agreement, add in a few details, and even take payment for the agreement.

However, not all details are available within the Mobile app. Office staff will need to finalize the details from the Invoice Manager, and then post the Invoice itself.

1. From the Main Menu, select Customer Service, and click Invoice Manager.

2. Find the invoice that was created by selecting column headers, or by using the Filter option.

3. Click the Open Invoice link and select the Item Details subtab. Find the Agreement line item and click the Edit link.

4. From the Edit Agreement page, fill out the Visit Schedule and edit any other fields as needed.

5. Next, confirm the information on the "Billing Information" subtab.

6. Once you have filled out the required fields, click Save in the bottom right corner to save the Agreement information.

7. Now that the Agreement information has been filled out, you can Post the invoice, which will activate the Agreement.

8. If you navigate to the Agreement Manager, you can confirm that the Agreement is now Active.

Creating Multiple Invoices

Successware allows you to create multiple invoices for a job. You may prefer creating multiple invoices if you have a job that extends over a long period of time and want to send out progressive bills. The creation of multiple invoices also allow you to charge to different parties for a portion of a single job.

In order for Successware to allow for the creation of a second (or third, etc.) invoice:

• The job must be marked as complete through Call Progress
• Any previous invoices for the job must have been posted.

NOTE: If you create multiple invoices, earlier invoices cannot be un-posted (adjusted) unless the subsequent invoices have been adjusted and voided.

Method #1 - Adding an Additional Invoice from an Invoice

1. Open the existing invoice for the job.
2. Add a letter to the empty box that precedes the invoice number.

3. Click Save at the bottom of the screen.

Method #2 - Adding an Additional Invoice from the Invoice Manager

1. Open the Invoice Manager screen.
2. Click the ellipsis next to an existing invoice and select "Add an Invoice".

3. Fill out the required information and click the Save button in the bottom right corner of the screen.

Counter Sale Invoices

If a customer would like to purchase a piece of equipment that's not connected to a job, you can create a counter sale invoice in Successware. This counter sale will have no relationship to any call, job, or project. 

One or more generic counter sale customers (location and billing account) can be created for use when it is not necessary to track the sale to a specific location or billing account.  The counter sale customer can be left open so that a search is not necessary between each counter sale invoice.

Counter Sale User Permissions

In order to create Counter Sale Invoices, you must have the permission enabled in User Management.  

To add the Counter Sale permission:

1. From the Main Menu, select Setup, and click User Management.

2. In the User Roles subtab, edit your role, or create a new role.

3. Under the Invoicing section, make sure the box next to, "Create/Post Counter Sales (Invoice)" is checked.

Accessing the Counter Sale Invoice

The Counter Sale invoice option is available from the Invoice Manager.  To access the Counter Sale invoice option, you can begin in the Customer Manager, or if the customer is calling over the phone, you can begin in Call Handling.

From the Customer Manager:

1. From the Main Menu, select Customer Service, and click Customer Manager. 
2. Search for the customer and navigate to the Invoices subtab.  Click on the button, "+ Create New Counter Sale Invoice".
   

From Call Handling:

1. From the Main Menu, select Customer Service, and click Call Handling.  
2. Search for the customer and navigate to the Invoices subtab. Click on the button, "+ Create New Counter Sale Invoice".
   

Creating a Counter Sale Invoice

Once you've reached the Counter Sale Invoice page in the Inventory Manager, you can build out the invoice and accept payment for the sale.

1. On the Counter Sale Invoice, select a Department from the drop-down.

2. Save the page by clicking the Save button in the bottom right corner.

3. Navigate to the Item Details subtab at the top.

4. Click the Add Item button to begin filling out the details of what you are selling over the counter.

5. Fill out the required fields, and save the line item.

6. Add more line items if you are selling multiple items over the counter.

7. Click the Apply Pmts button to apply any payments.

8. Click the Add Payment button to add in the method of payment.

9. List the payment method the customer is using to purchase these items.

10. Save the payment method page, close the line item screen, and Post the transaction.

Verifying Line Items in a Counter Sale Invoice

If you receive an error message regarding unverified line items, you can verify them to resolve the error message.

To verify the line items:

1. Click on the Item Details subtab.

2. Click on the ellipsis next to the line item and select Enter Cost.

3. On the Enter Cost screen that will slide out, click the Verify Part Cost button.

4. On the Job Inventory Tag Manager screen that will slide out, click the box under the Requisition column.

5. Click the Update Invoice Cost button.  Next, click on the Post Inventory Transactions button.

6. Return to the Counter Sale Invoice and click the Post button to post the transaction.

Equipment

Successware allows you to view and add equipment to a Service Location. Once Equipment has been added to Service Locations, you can relate any line items of work that are included on an invoice to that specific piece of equipment.  

Viewing Equipment Information

1. While in the Call Handling module, find the customer or service location by searching for them in the "Find Your Customer" section.  The Equipment subtab will show any current equipment noted at that address. 
2. If the customer already has equipment attached to their location in Successware, their equipment will be displayed in the window.
3. If the customer does not have any equipment entered in Successware you can add equipment by clicking the "+Add Equipment" link.

Warranties

Warranties are added to equipment from the Equipment screen. There are 2 types of warranties available to add to a piece of equipment.  These include either an in-house or a manufacturer/vendor warranty.

When warranty repairs arise under an in-house warranty, the cost of the repair is covered internally. In-house warranties allow, when setting them up, to set aside warranty reserve which can be charged against when a repair covered by the warranty occurs. By using setting up Warranty Reserve, you can have the repair work covered by an in-house warranty be charged against a specified department while giving credit to another department (which actually performs the repair).

Manufacturer or Vendor warranties are not handled as an internal billing, but rather, the repair is charged to the warranty holder through a third party billing. The manufacturer or vendor should be set up as a general billing account.

The warranties that you make available to your customers, whether they be a manufacturers’ warranty or an in-house warranty, must be set up in Successware before hand. When work is charged to an in-house warranty the price of the warranty repair will not be posted to Accounts Receivable.

Adding a Warranty to a Piece of Equipment

Once a piece of equipment is added to a service location, you can add any applicable warranties to the piece of equipment. A warranty must be EITHER in-house or manufacturer/vendor. No one warranty can be both. If a piece of equipment is covered by both an in-house and manufacturer warranty, then add multiple warranties to the piece of equipment.

1. Bring up the Equipment subtab and select the piece of equipment you want to attach the warranty to.
2. At the bottom of the page, select + Add Warranty. 
3. In the Warranty Type field, select the type of warranty you are applying. The InHouse, Labor Months and Parts Months fields will default based upon the warranty type setup.                                   
4. Enter the start date of the warranty.  End dates will default based upon the length of the warranty.
5. If this is NOT an "In-House" warranty, you must enter a vendor or manufacturer responsible for the warranty.
6. If this is a Manufacturer or Vendor warranty, enter a the warranty number.
7. Press Save to save the new warranty.

Warranty Reserve

When you offer an in-house warranty, for example, to cover the labor of any repairs on a new piece of equipment, you have the ability to add Warranty Reserve to the warranty. The Warranty Reserve represents an amount of money that has been "set aside" to cover any expenses that may arise as a result of the warranty. Setting aside Warranty Reserve at the time that you add the warranty allows you to take an immediate expense which is equal to the anticipated future the warranty may cause. This expense, taken now is, is charged against the department you want to hold "financially responsible" for any repairs which arise due to the in-house warranty.

When a repair is required, a line item is added to the AR invoice which identifies the repair and the value of the repair to be covered by the in-house warranty. The department which performed the repair is reference as the line item department. This line item is then charged to the in-house warranty. The result is the appropriate amount being moved at the GL level from the Warranty Reserve account and reducing the expense of the department that performed the repair by that amount. This ultimately allows you to use the in-house warranty to have one department "pay" another department to perform a repair.

In order to charge work to an in-house warranty, you MUST set up a reserve account, even if it has a zero balance. It is in the setting up of warranty reserve that the default department responsible for the warranty service expense is defined.  By setting up such an account the expense of doing the work is not charged to the department performing the work.

If there is not enough set aside in the reserve account to cover the repair, Successware will charge additional expense against the department responsible for the warranty at the time the repair is charged.

Warranty Reserve (pointed to a Liability Account), Warranty Expense (Pointed to a Cost of Sale Account) and Warranty Expense Excess (Also pointed to a Cost of Sale Account, often the same on used for Warranty Expense) are all set up as default account a the time of General Ledger Setup.

Once an in-house warranty expires, if there is still a reserve balance you are legally required to reverse the remaining reserve balance. Expired warranties with remaining balance can be found using the Warranty Expiration report with the "With Reserve Balance Only" option.

Warranty reserve is added using the same form with which it is added.

Note: Only in-house warranties can have Warranty Reserve added to them. Warranty Reserve is not used with a manufacturer/vendor warranty.

Adding Warranty Reserve to an In-House Warranty

Before you add Warranty Reserve to an in-house warranty, be sure to speak to your accountant in order to determine the amount, by law, that you are allowed to charge as an expense and set aside in reserve in relation to the value of the covered piece of equipment.

1. From the Call Handling screen find the service location or customer.
2. In the Equipment subtab, the Warranty information is listed at the bottom of the page.

3. Enter the amount you would like to set aside for the Warranty Reserve in the Reserve Balance.
4. Click Save to post the reserve to the General Ledger.

Charging a Repair to an In-House Warranty

Service work that is covered under an in-house warranty is recorded through the Invoice form. A line item (or lines) should be added to the invoice to represent the repair(s) covered by the in-house warranty. Be sure to include the Department that performed the repair in the line item. If other work is performed at the customer location which is billable to the customer, there is no need to create a second invoice as only the work covered by the warranty will be charged to the warranty. Any other line items can remain charged to Receivables (the customer).

1. Fill in the invoice indicating separate line items for warranty covered work and work for which the customer is responsible.
2. Select the line item that you want to charge to the in-house warranty and click the More Options under the Actions column and click the Charge Warranty option. Select the appropriate in-house warranty.                 
3. Post the Invoice.

Note: Line Items should only be charged to in-house warranties! Charging a line item to a 3rd part warranty will result in a zero line item with no General Ledger effect. Charges to 3rd party warranties are handled differently.

Note: The entire amount of the line item selected will be charged to the warranty. If only a portion of the work is to be charged to the warranty, create a line item equal to the total to be charged to the warranty and create additional line items on the invoice for amounts that should be applied to receivables.

Line items which have been charged to the warranty will automatically result in a Warranty Reserve posting.

Charging a Repair to a 3rd Party Warranty

Repairs that are covered by a manufacturer or vendor warranty are handled for invoicing purposes as a third party billing. When you complete a repair that can be charged to a 3rd party warranty holder such as a vendor or manufacturer an invoice will be created which represents the warranty covered repair and the invoice is then charged to the manufacturer or vendor as the billing account. In order to do this, the third party warranty holder must be set up as a General Billing Account. General Billing Accounts can be charged from any Accounts Receivable invoice, for any location.

If, while you are at the service location, you perform additional work that is the responsibility of the customer, a separate invoice should be created for those line items and that invoice should be charged to the customer's billing account.

1. Open the invoice for the job and add line items to represent the work and dollar amounts that you will be charging to the 3rd party warranty holder.
2. Select the Billing Account drop down, and select the name of the third party warranty party.
3. Complete and Post the invoice as you normally would. This will create an open receivable balance in the billing account of the 3rd party warranty holder.

Sales Quote Invoices

If you assign a technician or salesperson to a sales call, they can create an invoice for the work.  The work itself will not be performed on a sales call, but the invoice can capture the work that the customer has agreed will be performed. If you would like, you can also apply default notes to the sales invoice.  These can be in the form of an opening, closing, and acceptance text.

To Add in the Default Notes for Sales Quotes:

1. From the Main Menu, select Setup, and click on Invoice Setting.

2. Click on the Quotes button in the top right corner.

3. Add in any default text that you would like to appear on sales quote invoices.

To Assign an Employee to a Sales Call:

1. From the Main Menu, select Customer Service, and click on Call Handling.

2. Note the caller's information to open their account on the right side of the screen.

3. Click the Job Request button on the left side of the screen and select Sales as the Job Class.

4. Schedule and assign the sales call like any other from Dispatch.

Working a Sales call:

1. While out on a sales call, you can enter items onto an estimate.

2. If the customer signs the estimate, it will be brought back to Successware Platform as an invoice that can be viewed from the Invoice Manager screen.

Viewing the Estimate (Invoice) from Invoice Manager

1. From the Main Menu, select Customer Service and click on Invoice Manager.

2. Find the estimate (invoice), and select the ellipsis for that line item. 

3. Click Print or Preview to see the estimate.

Looking for a more interactive course on AR Invoicing? Check out our Learning Management System (LMS)! Our courses are available to all Successware users. If you don't have a sign-in for our LMS, contact us at [e-mail] for a free account.

https://successwaretraining.com/myinfo/