Service Billing Processing & Trouble-Shooting

Transcription

1 Service Billing Processing & Trouble-Shooting

2 Detailed Agenda Progress Billing Unbilling Discounts Prepare Quotes Service Item Revenue Allocation Charge Labor Tips Course Description Service Workorder - Progress Billing Did you realize you could use progress billing with workorders? By choosing the invoice form GJB34AAP, you have that ability.

3 If you are using this invoice design, you will see the following options when you click on Appr/Unappr link on the Prepare Billing screen. If this is not the final billing for this workorder, choose Approve. If it will be the final billing for this workorder, click on Approve Final Bill. When you go back into Prepare Billing to invoice the workorder again, you will see the following message.

4 To invoice the workorder again, choose Progress. Once you do that, you proceed with the billing as normal. When you click on Appr/Unapp, you will again be asked to indicate Approve or Approve-Final. Service Workorder- Unbilling Did you realize you could easily unbill a service workorder? In other systems, you would have to create another workorder in order to issue a credit to the original invoice, but not in Jonas. When you go to Prepare Billing and select the workorder that s already been billed, you get one of the following messages, depending on what invoice design you have chosen in Service System Profile. Tip: Don t change anything on the workorder that relates to billing, such as sales tax methods, sales tax groups, or bill to information, until you ve processed and posted the unbillings. You want the invoice credit to completely offset the original invoice. If you are using the progress billing invoice design, GJB34AAP, you will get this message and you can select Unbill.

5 If you are not using the progress billing invoice design, GJB34AAP, you will see the following message. Once you enter a capital U, you will get a message explaining what the unbilling process will do. Once you click OK, you get the following message that lets you know the billing is about to be reversed. If you are sure you want to credit the workorder invoice, select Yes.

6 The next screen reminds you to approve this workorder invoice and include it in the next invoice posting. After you post the invoice reversal, you can go into the workorder, make any necessary changes, and correctly bill the workorder.

7 Discounts on your workorder invoices You are probably familiar with the ability to have different markup tables for different customers. Did you know there was another way to handle discounts that would also allow the customer to actually see the amount of the discount? This method isn t as flexible as setting up a separate markup table for the customer, but you may find it useful for some customers. Note: If you have a custom workorder invoice, verify with Jonas support that this feature is available with your custom design. To setup the discount, go to Service Billing, Files, Setup/Edit/List Customers and click on Preferences. The discount can be set as a percentage or as a flat dollar amount and can be flagged to adjust any or all of your billing areas. Notice, in my example above, I indicated a 10% discount on labor only. You can see that 10% discount as a separate line item on the invoice.

8 Service Billing, W/Os & Dispatch, Prepare Quotations Would you like to keep better track of your quotes? When a customer calls in requesting a quote, enter a new workorder for that quote. Once you have the figures for the quoted amount, either go to Service Billing, W/Os & Dispatch, Prepare Quotations or to the workorder to the Prepare Quote link and enter the quote information. You may even want to build a database of workorders for commonly quoted work because once you begin a quote, you get the following question For my example, I m setting up a new quote without copying from an existing workorder so I m answering No to this question. The Prepare Quotation screen looks similar to a Prepare Billing screen.

9 You build the quote the same way you would prepare a billing by going to the different areas, Labor, Materials, etc. and indicating the items needed to complete the work. Use the Quote Status link to track the progress of the quote with fields for Won Date, Lost Date, etc. Once you have completed the quote, you could choose to the quote to the customer for their approval. To set the form design for your workorder quote, go to Service Billing, Files, Service System Profile and indicate the form. You can use Design Your Own Form and create your own quote form.

10 There s even a Quote Status area to track the progress of your quote and these are reportable fields using Report Generator. You can be proactive in pursuing quoted work. If the customer calls in for additional work, as you are entering a new workorder, you will see this screen, which will remind you to ask them if they would like you to take care of this quoted work while you are there.

11 If you win the quote, once you have completed the work and are ready to bill, go to Prepare Billing and you will see this question Once you answer Yes to the question above, you will see the following question. In most cases, you would answer No to this. The remainder of the process is the same as it is with any other workorder billing.

12 Allocating Revenue to Service Items Have you ever had one of your customers ask for a breakdown by service item of how much has been billed to them over a certain period of time? Did you know that Jonas could help you provide that information? First, go to the Service System Profile to User Options and indicate how you want to allocate revenue to service items. If you ve selected Yes on how to allocate revenue, once you ve completed your Prepare Billing screen and clicked on OK, you will see this message Enter on OK and you will see the Items Serviced screen. Click on Allocate Revenue.

13 On the Allocate Revenue screen, you indicate the allocation of the revenue between the different service items worked on. If you ve selected Even on how to allocate revenue, once you ve completed your Prepare Billing screen, you can click on Items Svcd to see the split. Click on Allocate Revenue.

14 On the Allocate Revenue screen, you can see the allocation of the revenue between the different service items worked on. You can edit these figures if needed. To report on this information, go to Service Billing, Reports, Customer Service Items Report where you can indicate the customer, date ranges and which service items to report. Here s a sample of the report

15 Charge Labor to Workorders You can shift some of the payroll entry over to your service department by using Charge Labor to Workorders. If you do not already have this functionality, you will need to contact Jonas support so they can activate a flag in the Service System Profile Star Options. Another setup that needs to be done is the linkage of tech IDs to employee codes. You will do this on the Setup/Edit Tech ID screen.

16 If you use Time Stamping for your workorders, the WO Time Report is a great report for reviewing the time before proceeding to merge the time to payroll. An example of that report is below After reviewing the report and making any necessary corrections, go to Charge Labor to Workorders and charge the time. Once you select Yes, you will be asked for the date range. For my example, I will select one day, but you can process this screen for a range of dates.

17 All completed workorders for the selected date range will be merged into the screen. Before posting these times to payroll, you can edit the number of hours. Please note that once you merge a particular time for a workorder, you can no longer edit the timestamping.

18 A couple of tips Type in your solution notes in the Description of Work field on the setup workorder screen and this way it drops into your Invoice Description field on the Prepare Billing screen. Otherwise, if you type the solution notes directly into the Invoice Description field and then have to start the Prepare Billing over again, you will lose the solution notes you ve already filled in. If you are using inventory, always use the Charge Parts to Workorders or Charge Parts to Jobs/Wos to list your materials used on the workorder. Do not enter the materials directly onto the Materials screen in the Prepare Billing area.