Building the Invoice
This allows you to build an invoice for the current job.
Non-primary technicians cannot edit the tax code and invoice items.
To open the invoice detail simply click on the arrow key. From the invoice detail screen, you may open the invoice preview page once at least one item is on the invoice.
Adding items to the invoice:
1. If the Invoice is empty, an “Add items” button is accessible on the Assignment screen.
2. The “Add items” button is also accessible on the invoice details screen.
3. Search through the PriceBook manually by tapping on items or by using the search bar to find the items.
4. Add an item from PriceBook once you find the item that you want to add to the invoice.
5. Edit an item’s details before adding it to the invoice:
- Item Description
- Is this item an add on item?
- Is this item a diagnostic item?
- The piece of equipment that the item is related to.
- Should this item be charged to warranty?
- Should this item be charged to an agreement?
- What department is the item for?
- What price level should be used?
- (Task item only)
- What is the quantity you will charge the customer for? (May be a fractional amount like 1.25)
- Is the item taxable? (Your office may have this checked automatically)
- Is the item discountable?
- Should the item be listed “As-task”?
- (Part and Misc. Item only)
- Item Price.
6. Tap “Save.
7. Tap “Done” if you wish to return to the invoice or continue adding items.
8. Edit item details if needed by tapping on the pencil icon.
9. Delete item if needed by tapping the “X” button next to the pencil icon.
Removing Items from the Invoice
While creating the invoice, you may need to remove items from the item list. This could be because the wrong item was selected, or the customer does not want the item. With Successware Mobile, you can remove items from the invoice and add suggested work the customer rejected to the Work Suggested Notes.
To remove items:
1. With the invoice open, tap on the remove button.
2. When the delete item pop-up appears, tap the "Add to 'Work Suggested' notes" checkbox if you would like to add the removed item to the work suggested notes.
You will want to leave this unchecked if the item was added by mistake and you are not suggesting this to the customer.
3. Tap Delete once you are ready to remove the items.
4. If you checked the "Add to 'Work Suggested' notes" checkbox, your item will be added to the work suggested notes.
It will be added in the following format:
[Item Number] –[Description] -quantity of [Quantity] at [Price] each.
Applying a Discount
If it applies to the job, you may add a discount.
1. Tap on the ellipsis "..." button.
2. Tap on “Add/Edit Discount”.
3. Choose the appropriate discount:
- None
- Amount (ex. $10)
- Percent (ex. 15%)
- Type (ex. Military Discount)
Note: Percent discounts and discount types with only percentage require that the item be marked as discountable.
4. Choose the correct type of discount, discount value, or discount percent.
5. Tap “Save”.
6. The discount will be added to your invoice. You will see this in the discount section at the bottom of the invoice.
7. The discount will appear on the subtotal area of the invoice.
Adding a New Agreement
You may add a new agreement to the invoice if you sell the customer a new agreement.
Steps:
1. Tap on the ellipsis "..." button.
2. Tap on “Add Agreement”.
3. Select the Agreement Type.
4. Fill out the agreement details:
- Start date.
- Years. (Agreement duration)
- Total amount of the agreement.
- The amount you are collecting for the agreement at the time of service.
- You will also be able to see but not change the following:
- Whether the agreement is perpetual or fixed.
- Whether the agreement is taxable or not.
These are based on the agreement template and will need to be changed in the office.
5. Tap “Save”.
6. The agreement will be added to your invoice.
7. Edit agreement details if needed.
8. Delete agreement if needed by tapping the “X” button next to the pencil icon.
Renew Agreement
If the customer has an agreement that they would like to renew follow these steps:
1. Tap on the ellipsis "..." button.
2. Tap on “Renew Agreement”.
3. Select the agreement that the customer wishes to renew.
4. Confirm the details of the agreement with the customer.
5. Tap “Save”.
6. The renewed agreement will appear on the invoice.
Apply Agreement Visit
If the customer has an agreement visit that you will be performing, follow these steps to record that it is used and add it to the invoice:
1. Tap on the ellipsis "..." button.
2. Tap on “Apply Agreement Visit”.
3. Tap on the appropriate visit.
4. Tap “Save”.
5. The visit will appear on the invoice.
Invoice Subtotals, Tax, and Total
As the invoice is being constructed, the invoice will display the subtotal and estimated total. It will also include a discount if there is a discount applied to the invoice.
The Tax amount is not calculated by Successware Mobile on this screen and will always show “TBD” (to be determined) on this screen. This is normal. Once you click “Sign” to view and sign for the invoice, the tax will be calculated and displayed.
Cost-Plus Invoicing
Cost-Plus Invoicing allows you to build invoices based on the cost of the parts, labor, and miscellaneous items that are added to the item sold.
In order to use the Cost-plus invoicing feature, your office must toggle the feature on from the Mobile Admin site.
Switching Cost Plus and Regular Invoicing
To switch between using a Cost-Plus and Regular invoice, you will need to perform the following steps:
1. On the Job screen, tap on the Regular or Cost-Plus button.
2. Select Cost-Plus or Regular.
3. A pop-up will appear that will tell you the invoice will be deleted. Tap Confirm.
Note: By switching between invoice types, the items will be removed. You should switch the invoice before filling out the invoice otherwise the items will need to be manually re-entered.
Building a Cost-Plus Invoice
Building a Cost-Plus Invoice is like building a regular invoice except the parts, labor, and miscellaneous items determine the price.
When you add items, you can add item details to it. Parts can only have part detail. Labors can have only labor detail. Miscellaneous items can only have miscellaneous item detail. Tasks however can have all 3 types of items as detail.
1. Start to add your items as you normally would.
Note that the price cannot be changed here. This is because the price is determined later.
Changing the quantity when you first add the item will adjust the number of sub items used accordingly. For example, if one Panel Protection task has 2 surge protectors as part of it. Adjusting the quantity on the Add Item screen to 2 will cause 4 of the surge protectors to be added.
2. Tap Save to continue.
3. You will then be taken to the item screen. This screen will have the base item at the top and the component items below based in groups of Parts, Labor, and Miscellaneous items.
At this point the price the customer sees will be based on the cost of the sub items times the markup of each sub item.
4. Next to each section you may choose to add more detail items.
Parts can only have part detail. Labors can have only labor detail. Miscellaneous items can only have miscellaneous item detail. Tasks however can have all 3 types of items as detail.
5. You may choose to edit the specific items.
- Edit the sub item details.
- Delete the items.
6. To change the price of a sub-item, edit the item.
7. When editing a regular, non-serialized item up, you may edit the:
- Description.
- Markup multiplier.
- Quantity of items present.
8. When editing a serialized item, you may edit the: - Description.
- Serial Number.
- Markup multiplier.
Note: The quantity cannot be changed for an item that is serialized.
Editing a Cost-Plus invoice
1. Edit item details if needed by tapping on Edit. This will take you to the item screen where you can change the item composition.
2. Delete item if needed by tapping the “X” button next to the edit button.
3. You may choose to add more items, visits, agreements, and discounts from this screen as normal.
Collecting Authorization Signature
Collect an Authorization Signature to record that the customer accepts the services and prices on the invoice for work to be done.
Steps:
1. Tap the “Sign” button on the Assignment screen.
2. The “Sign” button is also accessible on the Invoice Details screen.
3. This will bring you to the Invoice Presentation Screen.
There is the company logo, invoice number and date, technician code, company license number, and company address at the top. The customer can also see what account is going to be billed to and where the work is performed at.
The customer will be able to see the list of line item, the quantity and price, if there was a decrease to the standard price due to a price level change, the invoice balance, and the subtotal and total.
The customer will be able to see the work completed and suggested (if any) at the top. Under the line-item section, they will be able to see the terms and conditions if your company has them and the signature area at the very bottom.
4. Scroll to the bottom.
5. Tap on “Sign here”.
6. Collect the Authorization Signature from the customer on the Invoice Preview screen.
7. Tap Confirm.
Do not collect Payment unless you are completely done with the invoice. Collecting Payment will make the invoice un-editable.
One Price
Technicians can now create and send invoices to customers that have the individual prices for items hidden. To do this, the technician would build the invoice and then do the following:
Hiding prices on an invoice:
- One the invoice is ready to sign, the technician will see a One price checkbox on the top right side of the screen.
- Click on the One price checkbox. Individual prices will now be hidden on the customer’s invoice. The technician will be notified of this at the bottom of the screen.
- Click sign and the technician will be taken to the invoice. The invoice will now show only the quantity of items and the total price.
- The technician also has the option go back and show the individual prices. To do this, the technician would need to go back to the invoice creation screen and uncheck the One price checkbox. They will be notified that individual prices for items will be displayed on the invoice.
Looking for a more interactive course on Successware Mobile 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 training@successware.com for a free account.