Accounts Receivable Invoicing

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1 Accounts Receivable Invoicing

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3 Table of Contents Invoicing... 1 Objectives... 1 Introduction to Invoices... 1 Introduction to Invoices... 1 Quick Entry... 1 Cost Plus... 2 Introduction to Invoices Key Items to Remember... 2 Invoice Manager... 2 Invoice Manager... 2 Finding Invoices Using the Invoice Manager... 2 Filter Indicators... 3 Search Fields... 4 Invoice Manager Control Menu Features... 4 Printing Invoices... 6 Changing the Company Information Printed on the Invoice... 6 Invoice Manager Key Items to Remember ing Documents as a PDF... 7 Creating Quick Entry Invoices Creating Quick Entry Invoices Changing an Invoice Number Creating a Quick Entry Invoice using General PriceBook Codes Creating an Invoice with General Codes Creating a Quick Entry Invoice using Detailed PriceBook Codes Adding an As-Task Item to the Invoice Adding Sales Tax Adding and Modifying Line Types Additional Scorecard Information Invoice Adjustments Creating Quick Entry Invoices Key Items to Remember Applying a Discount Applying a Discount Discount Types Applying a Discounts to Individual Line Items Apply Discounts to the Invoice Total Applying a Discount Key Items to Remember Applying Payments Applying Payments Applying Payments to an Invoice Applying Payments Key Items to Remember Entering Costs on an Invoice Entering Costs on an Invoice Adding Cost Information to an Invoice Adding Cost Itemization Editing Cost Itemization i

4 Table of Contents Deleting Cost Itemization Importing Timecard Entries Entering Costs on an Invoice Key Items to Remember Cost Plus Invoices Cost Plus Invoices Creating a Cost Plus Invoice Cost Plus Invoices Key Items to Remember Creating Multiple Invoices Creating Multiple Invoices Adding an Additional Invoice to a Job Creating Multiple Invoices Key Items to Remember Invoice Tracking Invoice Tracking Invoice Tracking Manager Tracking Invoices Equipment Equipment Viewing Equipment Information Equipment History Adding New Equipment To a Service Location Relating an Invoice Line Item to a Specific Piece of Equipment Equipment Key Items to Remember Warranties Warranties Adding a Warranty to a Piece of Equipment Warranty Reserve Adding Warranty Reserve to an In-House Warranty Charging a Repair to an In-House Warranty Charging a Repair to a 3rd Party Warranty Warranties Key Items to Remember Charging an Invoice to an Agreement Counter Sales Invoices Counter Sale Invoices Counter Sale Setup Assigning Counter Sale User Rights Setting the default counter sale cash box Creating A Generic Counter Sale Customer Account Counter Sale General Ledger Setup Creating a Counter Sale Invoice Accessing the Counter Sales Customer Counter Sale Reports ii

5 Invoicing Objectives After completing this unit the students will: Know the differences between the two ways SuccessWare21 users create invoices. o o Quick Entry Cost Plus Know how to use the INVOICE MANAGER. Be able to create a Quick Entry invoice. Be able to apply discounts to an invoice. Be able to apply a payment to an invoice. Be able to enter costs on an invoice. Be able to create a Cost Plus invoice. Be able to enter multiple invoices for a job. Be able to add equipment to a customer s record. Be able to add warranty information to a piece of equipment. Be able to charge invoice line items to a warranty Be able to charge invoice line items to a service agreement INTRODUCTION TO INVOICES Introduction to Invoices SuccessWare21 allows you to create Accounts Receivable and Accounts Payable invoices electronically. This unit will concentrate on Accounts Receivable invoices. Accounts Payable invoices will be covered in a later lesson. Accounts Receivable invoices allow the user to create and track detailed bills for customers, as well as track cost information for work performed. SuccessWare21 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 1

6 Invoicing 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. Introduction to Invoices Key Items to Remember SuccessWare21 allows you to create Quick Entry and Cost Plus Invoices. Cost detail information can be added to Task Items in the invoice. PriceBook Items are used as line items on both types of invoices. INVOICE MANAGER 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: Selecting the Invoice Manager icon from the SuccessWare21 toolbar. Selecting the 21 Icon, clicking Customer Service and then clicking Invoice Manager. 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. 2

7 Accounts Receivable Invoicing Filter Indicators The Filter indicators in the INVOICE MANAGER window allow you to limit the displayed invoices to those that meet a specific criterion by double-clicking on the filter indicator. When a particular indicator has been chosen it will appear illuminated. Your choice of filters is as follows: Filter Not Printed Post Next Batch Last Batch Adjusting Description 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. Lists invoices that are associated with completed jobs that have not yet been posted. Lists invoices that have been marked as print later and have not yet been printed. Lists the last batch of invoices that were printed in the previous batch in the Next Batch view. Lists invoices that were previously posted but are currently in adjust mode. 3

8 Invoicing Search Fields The INVOICE MANAGER search fields allow you to find invoices based upon the date range during which an invoice was created, or printed, or by entering a specific invoice or job number. Your choice of search criteria is as follows: Search Options Printed Range Search Description Lists invoices that were printed within a range of dates. Lists invoices that were created within a range of dates. Searches for invoices by either invoice number or job number. Invoice Manager Control Menu Features By right-clicking in the results grid of the INVOICE MANAGER window you will be presented with a control menu, making a number of additional options available to you. 4

9 Accounts Receivable Invoicing Your choice of control menu items is as follows: Control Menu Items Print Selected Preview Selected Open Invoice Description Prints the currently selected invoice. Displays the current selected invoice in print preview. Opens the currently selected invoice. TIP: An invoice can be opened from any screen with a job selected by pressing the F10 Key. Open Job (or Project) Job Summary List Report Grid Report Marketing List Invoice Tracking Void Pre-GL Invoices Flag Pre-GL Invoices Opens the job or project associated with the currently selected invoice. Opens the JOB SUMMARY form for the selected invoice. Allows you to choose the filters shown at the top of the INVOICE MANAGER. Generates a report of all displayed invoices. Generates list of all displayed invoices in a table format. You will have options to decide what columns you wish to see as well as how you want to sort and group the results. Creates an exportable list of location and billing account information for displayed invoices. This option will open the Invoice Tracking tool which allows you to track pre-printed invoices that have been distributed to your technicians. Voids any invoices entered before General Ledger activation as Voided. Flags any invoices entered before General Ledger activation as Posted. This will have no effect on the General Ledger, but will prevent the invoices from showing up as Unposted, while allowing you to retain them as historical invoices. 5

10 Invoicing Printing Invoices Invoices can be printed individually or as a batch in the INVOICE MANAGER. Information related to the job printed on the invoice will depend upon whether a summary or detail invoice was chosen at the time the invoice was created. Company information and static text on your invoices can also be changed. Printing a Batch of Invoices 1. To print a batch of invoices, double-click on Next batch to display the list of invoices to be printed. 2. Right-click in the list of invoices and choose Print Batch or press Ctrl+B. Printing an Individual Invoice 1. Right-click on the invoice you want to print. 2. Select Print selected. Changing the Company Information Printed on the Invoice The company information and notes that print on your invoices are created and edited in the COMPANY SETUP screen. 1. Click on the 21 Icon, click on Setup from the MAIN MENU, and then click on Company. 2. Select the INVOICES/STATEMENTS/ACCT REG tab. 3. Click Edit. 6

11 Accounts Receivable Invoicing 4. Make any changes that you want to apply to your invoices. 5. When finished click on Save and then Close. Invoice Manager Key Items to Remember Invoices can be opened through the INVOICE MANAGER or by pressing F10 from any screen with a job selected. Invoices can be filtered and/or searched for in the INVOICE MANAGER. Invoices can be printed and/or previewed from the INVOICE MANAGER. Entering COMPANY SETUP and selecting the INVOICE/STATEMENT/ACCOUNT REGISTER tab will allow you to change the company information and notes that appear on all of your printed invoices. ing Documents as a PDF Successware21 is capable of converting any printed document into a PDF file and send the file as an attachment. This feature can be used to invoices to a customer. 7

12 Invoicing Setup Successware21 uses the same configuration for all of its communication. This includes Paging of jobs and eordering of Purchase Orders. If you have already configured your server settings, no changes should be needed. To configure your settings, navigate to the Address tab of the COMPANY SETUP form. 1. Click the 21 button on your toolbar to access the SuccessWare 21 menu. 2. Select Setup and then Company from the menu. 3. Choose Edit and then click the Setup button. 4. Select Modify for the settings that need to be changed. 8

13 Accounts Receivable Invoicing 5. In the SERVER field, enter the IP address or URL for the server. 6. Enter the address to be used for sending s in the SENDER ADDRESS field. It is very important that the domain of this address match the domain set in the SERVER field or your s may be marked as spam. 7. If an SSL encryption method is required for your server, select it from the drop down list in the CONNECTION ENCRYPTION (SSL) field. 8. Choose the port used for your . These are usually 587 or 25, but they can differ. 9. Some systems will assign a limit to the number of s that can be sent per day. If needed, enter this limit in the DAILY LIMIT field. 10. Some systems may use an artificial delay when sending bulk s. If required by your server, enter this delay in the DELAY BULK SENDING BY field. 9

14 Invoicing 11. If you are required to login to your separately from your network, select the USE AUTHENTICATION check box and enter the appropriate ID and password in the USER ID and PASSWORD fields. 12. After all information is entered, click the Test button to test your connection. The system attempts to send a test to any address you enter. ing a Document To any document in Successware21, access the print preview screen for the document. An button will be located in the upper left corner. 1. Click the button to bring up the Send PDF Report via dialog. You can edit the To Address, Subject Line, and Body Text on this form. SuccessWare21 will attempt to fill in the To Address with an appropriate default address, if this information is available. For example, when sending an Invoice to a customer, SuccessWare21 will use the address you have on file for the customer billing account as the To Address. You may change this address before sending the Click Send when the is ready. The report will be attached to the as a PDF file. 10

15 Accounts Receivable Invoicing CREATING QUICK ENTRY INVOICES 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, and 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 SuccessWare21, 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. SuccessWare21 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. This change can also be made in the JOB SUMMARY form while debriefing your technician. 11

16 Invoicing 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 SuccessWare21 PriceBook. Item Type Parts GENPARTS GENMAT GENEQUIP Labor GENLABOR Miscellaneous PERMIT GENMISC EQREN SUBCON Task GENIAQ GENINST GENMAINT GENSERV GENREPL COUPON1 COUPON2 Description To charge for a part item on an invoice. To charge for labor on an invoice. To charge for miscellaneous type work on an invoice. 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, or from any screen where the job is select, by pressing F10. 12

17 Accounts Receivable Invoicing 2. Enter the invoice date in the INV DATE field. 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 field. 4. Press Insert, or right-click in the detail area and click on New Item, to add a new item. 5. Modify the DEPARTMENT and SALESPERSON if necessary 6. From the CODE field, enter, and/or search for, the item number you want to add to the invoice. NOTE: When searching for general codes, enter Gen in the CODE field, tab out, 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 field. 10. Place an X in the TX column if you wish to charge sales tax for the item. 11. The TOTAL SALE will default based on QUANTITY x (times) UNIT PRICE. 12. Place an X in the DSC column if the item is discountable. The AFTERDISCOUNT column will reflect the discounted price if a discount has been set up prior to entering 13

18 Invoicing items. If a discount is set up after entering the items, the AFTERDISCOUNT column will recalculate for discountable items. 13. When entering an item in the pricing grid, press Enter to accept the item or Esc to cancel the data entry for that line. Once an item has been saved, you can highlight the item and press Enter to make changes. When complete, press Enter again to save the changes. 14. If you want to set a discount on the invoice, or for a line item, click Set Discount. 15. If payment was received at the time service was performed, or if there is a deposit to apply, click Apply Payment. 16. 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. Open the Invoice from the INVOICE MANAGER, or any screen where the job is select, by pressing F Enter the invoice date in the INV DATE field. 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 field. 4. Modify the DEPARTMENT and SALESPERSON if necessary 5. Press Insert, or right-click in the detail area, and select New Item, to add a line item to the invoice. 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. If you want to make a change to any of the fields, Tab to the field and type your change. 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. Place an X in the DSC column if the item is discountable. The AFTERDISCOUNT column will reflect the discounted price if the discount has been set up prior to entering items. If the discount is set up after the items, the AFTERDISCOUNT column will recalculate for discountable items. 8. When entering an item in the pricing grid, press Enter to accept the item or Esc to cancel the data entry for that line. Once an item has been saved, you can highlight the item and press Enter to make changes. When complete, press Enter again to save the changes. 14

19 Accounts Receivable Invoicing 9. If you need to modify the Item Type of a line item, right click and point to Line Type to make the change after you have saved the item. Item Types are used to identify tasks for the Invoice Scorecard report. Item Types will change the color display of the line item. 10. If you want to set a discount on the invoice or for a line item, click Set Discount. 11. If payment was received at the time the service was performed, or if there is a deposit to apply, click Apply Payment. 12. 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 and open the search box by clicking the ellipsis button. 2. Use the search fields to find the part or miscellaneous item you want to add to the invoice. 3. Select the AS-TASK checkbox in the upper right-hand corner of the search box to add the item as a task, or leave the box blank to enter the item only. 4. Double-click on the item or press Enter to add it to the invoice. 15

20 Invoicing 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 placing an "X" in the Tx column of the line item. 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 Company Setup and choose the Other tab. 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. Tab to the TX column of the line item and type an "X" in the field. 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, SuccessWare21 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. 16

21 Accounts Receivable Invoicing Line Items can be flagged with the following Line Types: Line Type Diagnostic Money Add On Description Diagnostic identifies an item as work being performed to diagnose a problem. The line item may or may not be billed for 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 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 (R) with a price greater than zero will be a Money item. 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. This item will display in Red and will not be totaled into the reports. 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. Item Type can be changed when necessary by using either: The Right Click Menu- Right-click in the item grid, select Line Type, then select the value of Item Type that you want to either turn on or off. 17

22 Invoicing The keystrokes associated with each right click menu item: o o o Diagnostic= SHIFT+CTRL+D Money= SHIFT+CTRL+4 Add On= SHIFT+CTRL+= Item Type Indicators The Items Type associated with a Line Item on an invoice will be signified by a visual indicator. These color coded visual indicators will allow you to quickly identify the Item Type of an item without having to right click on the item. The Item Types will be identified as follows: Diagnostic= Light Blue Money= Normal Background Color, Blue Border Add On= Light Yellow Non-Money/Non-Diagnostic= Light Red Additional Scorecard Information The Job Summary form contains two fields that are used when running the Invoice Scorecard report; AGREEMENT OPPORTUNITY and LEAD GENERATED. To expedite the review and modification of these two fields, SuccessWare21 has a right click option in the Invoice form that will allow you immediate access to these two options alone. 18

23 Accounts Receivable Invoicing Having these fields available from the invoice form will allow you to run the Invoice Scorecard report before you have completed the JOB SUMMARY form. To modify the Invoice Scoreboard related information from the Invoice form: 1. Right click in the upper half of the invoice form. Note: Be sure to right click in the top portion of the form in order to see the option. If you right click in the grid area of the invoice form, you will receive a different list of options. 2. Select the Addl Scoreboard Info option. 3. Add or remove the checkmarks as necessary. 4. Click OK to save your changes. 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, or the invoice is for an agreement that has been terminated. 19

24 Invoicing 1. Open the invoice and click Adjust. SuccessWare21 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. Creating Quick Entry Invoices Key Items to Remember If you are using general PriceBook codes you will have to manually enter description and price information. If you are using specific PriceBook codes, the description, price and tax information will be imported automatically. These however can be changed. To commit the invoice to the General Ledger, post the invoice after data entry. An invoice can be un-posted by adjusting it. The original General Ledger entries will be reversed. An invoice number can be changed from the system assigned number, but a letter must precede the new number. APPLYING A DISCOUNT Applying a Discount When creating an invoice, SuccessWare21 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. Any items on the invoice with an X in the DSC column are considered discountable and will have the discount applied to them. 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. 20

25 Accounts Receivable Invoicing 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 DiscountType DiscountTypeDesc DiscountPct DiscountAmount OnParts OnLabor Description Enter a code to identify the Discount type. Enter a Description of the Discount Type 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. Enter the dollar amount discount for an invoice discount. If left blank, the discount amount can be entered on the AR invoice. Place an X 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. Place an X 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. 21

26 Invoicing OnMisc IsActive Place an X 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. Enter an X 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 Discounts 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. Only items on the invoice marked with an X in the DSC column will have the discount applied to them. 1. Either before or after entering the invoice items, click Set Discount to open the SET INVOICE DISCOUNT window. 2. Select either the INVOICE DISCOUNT or DISCOUNTABLE ITEM option. (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 OK to set the discount. 22

27 Accounts Receivable Invoicing NOTE: In order for the discount to be applied against line items on the invoices, the line items against which you want to apply the discount must have and "x" in the DSC column 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 window. 2. Select the INVOICE DISCOUNT option. 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 field. 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. Checkmark whether you want the discount to apply to the TAXABLE, NON-TAXABLE or TAX INCLUDED portion of the invoice. 7. Click OK to set the discount. 23

28 Invoicing A line item will be added to the invoice that represents the amount of the discount. The line item will appear in red to indicate that it is a non-billable line item. Applying a Discount Key Items to Remember The DISCOUNT AMOUNT can either be included as a percentage or as a flat dollar amount. Discounts can be applied either to single line items or to the invoice as a whole; not both. Discounts can be set either before or after line items have been added to the invoice. In order for a line item to be discounted, the discount field on the item must contain and X. APPLYING PAYMENTS 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 press F4 to 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. Applying Payments to an Invoice 1. Click Apply Pmts at the bottom of the invoice. 2. The Invoice DUE DATE and POST DATE will default from the invoice. 3. Once you tab to 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. 24

29 Accounts Receivable Invoicing 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. NOTE: All deposits are added through the customer s billing account history. For further information, see the Accounts Receivable Unit. 25

30 Invoicing Applying Payments Key Items to Remember Payments should be added to an invoice only if payment was received at the time the service was performed. Later payments are entered using the BILLING ACCOUNT HISTORY screen. Payment will default to the total amount of the invoice, but the amount of payment can be adjusted. If the customer has a deposit on file in their account history, it can be applied to their bill using the payment window. ENTERING COSTS ON AN INVOICE Entering Costs on an Invoice SuccessWare21 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 dependant 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, and/or Manually enter the cost when preparing the invoice 26

31 Accounts Receivable Invoicing Adding Cost Information to an Invoice Adding cost is performed on Quick Entry invoices. 1. Select an item to adjust and click Enter Cost at the top of the invoice. This will open the LINE ITEM COST ENTRY window. The LINE ITEM COST ENTRY window is divided into 2 sections: Cost Entry this is the top portion of the window. It displays information about the item. This could be the task (job) or it could be an individual item. Information on this screen is edited by clicking Edit at the bottom of the screen. New items are added by clicking New Item. You can move between items by pressing CTRL+Up Arrow for the next item and CTRL+Down Arrow for the previous item. Detail Entry the detail entry portion of the window is used to enter, or edit, individual costs for the selected item. 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) 27

32 Invoicing 3. Press Insert to add detail (or press Enter to edit an existing line). 4. Enter the following detail, depending on the type (if detail PriceBook codes are being used, many of the fields will be populated automatically). Item Type Detail Parts Quantity Labor (can be entered or imported from the timecard) 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 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 Enter 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. The upper right corner of the invoice will display the sale and cost totals of the invoice as well as the margin. 28

33 Accounts Receivable Invoicing 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. Press Enter to put the selected item in edit mode. 4. Make any necessary changes. 5. Press Enter again 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. Press Ctrl+Delete to delete the item or right click and select Delete Item. The item will be removed from the cost detail 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 29

34 Invoicing 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 LABOR ITEMIZATION screen press the Import Timecard button. NOTE: Right-clicking on the invoice line item and selecting Add Timecard labor from the menu will accomplish the same thing. 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 OK 3. SuccessWare21 will replace the default labor minutes with the actual timecard labor entries. Note: A single timecard entry can be split between multiple tasks. To do so, after the timecard entry has been imported, press the Enter key to edit the entry, tab to the Hours field and enter the number of minutes you wish to apply to the task (Enter minutes with a leading zero ex.- 15 minutes = 015, 25 minutes = 025). The remaining time will now be available to be imported to another task. 30

35 Accounts Receivable Invoicing 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. Simply highlight the timecard entry after it is imported and press Enter to edit it. Tab over to the Rate or Total Cost field and edit the value. Entering Costs on an Invoice Key Items to Remember Adding cost allows you to determine the margin of your task more accurately. Additional cost items can be added to, or items can be removed from, the task that was performed. These additions and/or deletions will not effect the price of the task. Actual labor time can be imported from the timecard to the labor cost section of the COST PLUS ENTRY window. COST PLUS INVOICES 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. Enter the invoice date 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. 31

36 Invoicing 5. In the upper part of the screen, enter the item you want to add to the invoice. Each of the detail items associated with the item will appear in the lower portion of the screen. 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 (using the M/U field) of each item. These adjustments will generate the total invoice price. 7. To add a new Item, click on New Item. 8. When finished click on Save and then Close. 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. Cost Plus Invoices Key Items to Remember Cost Plus invoices allow you to control the price of the task by enabling you to mark up Part, Labor and Miscellaneous cost individually. 32

37 Accounts Receivable Invoicing CREATING MULTIPLE INVOICES Creating Multiple Invoices SuccessWare21 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 SuccessWare21 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. Adding an Additional Invoice to a Job 1. Open the existing invoice for the job. 2. Select the 'Plus Sign' button next to the INVOICE # field. 3. Click Yes to confirm you wish to create another invoice for the job. 4. Create the additional invoice as you normally would. Creating Multiple Invoices Key Items to Remember In order to create an additional invoice, the job must be completed and the prior invoice must be posted. To adjust an earlier invoice, all subsequent invoices must be adjusted and voided. 33

38 Invoicing INVOICE TRACKING Invoice Tracking The Invoice Tracking tool in SuccessWare21 gives you to track the pre-printed invoices that you give to your technicians. This will allow you to ensure that the invoices that you distribute to your technicians are used in relation to a valid sale, or are returned to the company. A range of invoices (by Invoice Number) can be deployed to your technicians through the INVOICE TRACKING MANAGER. Once a range of invoices is deployed or assigned to a technician the invoice can be: Reconciled- This means that an invoice associated with a job in SuccessWare21 has had its invoice number modified to match the series and number of one of the deployed invoice for the technician. Once that invoice is posted, the Invoice Tracking Manager will automatically check posted invoices for each primary technician to see if any of those invoices correspond to an invoice number that has been deployed to the technician. All matched invoice numbers found will be marked as "reconciled" in the Invoice Tracking Manager. Returned- This means that an invoice that has been deployed to a technician has been returned without being used. This could be because the invoice was damaged. This option could also be used if a technician is forced to use multiple preprinted invoices in the field for a single job because the information recorded at the job would not fit on a single invoice. In that case, the second invoice could be marked as returned with notes indicating that it was used as a second invoice for a job. Missing- An invoice can be marked as missing if it is not returned from the technician or reconciled to a posted invoice. When an invoice number is marked as "missing" notes can be recorded related to the missing invoice. Once an invoice number has been reconciled, returned or marked as missing, the invoice item will be marked as "Closed". Reports can then be created to view the status of invoices that have been assigned to your technicians. Invoice Tracking Manager The INVOICE TRACKING MANAGER will be used to deploy, update the status and report on invoices that have been assigned to your technicians. The INVOICE TRACKING MANAGER can be opened by: Opening the Main Menu, selecting Management and then selecting Invoice Tracking. Right clicking in the background of the INVOICE MANAGER and selecting Invoice Tracking. 34

39 Accounts Receivable Invoicing If this is the first time you are opening the INVOICE TRACKING MANAGER you will be notified that Invoice Tracking is currently disabled. Click Yes to enable the feature. Note: In order to activate Invoice Tracking you must be a member of a User Group that has the Administrative Tasks permission selected The Administrative Tasks permission is found on the SETUP/MISC Tab in the User Groups form. Invoice Tracking Manager Views Outstanding This is the default view in the INVOICE TRACKING MANAGER. This view will list all of the currently deployed invoices along with who they are deployed to, the deployment date and other information. Only invoice numbers that have not been marked as Closed will appear in the Outstanding view. You can filter the Outstanding view by deployed invoice range and/or technician using the Outstanding view filters. History The History is used to display invoices based upon their status. This view can be used to find invoices that have been deployed as in the Outstanding view, but can also be used to find reconciled, missing and returned invoices as well. 35

40 Invoicing To search for invoices, enter the range of invoice numbers, date range (choose whether to apply the date based upon the date deployed or closed) and/or the Employee the invoices were assigned to in the History View Filters. By default all invoices that meet your specified criteria will be displayed. You can limit your results by selecting the appropriate filter. Not Tracked The Not Tracked view invoice numbers that have been manually changed on posted Accounts Receivable invoices that do not correspond to an invoice number that has been entered and deployed through the INVOICE TRACKING MANAGER. Not Tracked invoices can be searched for by invoice date range, series range and/or employee. Printing From the Invoice Tracking Manager Once you have displayed a list of Invoice Tracking Items in the Invoice Tracking Manager, you can print the results as a report. To do so, right click in the grid of results that you wish to print and select Report (or press Ctrl+P). In the Print options window, select the columns you wish to print as well as your sorting and grouping options. Tracking Invoices The process of tracking the invoice numbers that you assign to your technicians involves assigning a range of invoices (deploying) and then changing the SuccessWare21 assigned invoice number to match one assigned to technician before the invoice is posted. The Invoice Numbers that you assign to your technicians will consist of two parts, a series and a number. The series will be a single letter, the number will match the invoice numbers deployed to your techs. Note: The Invoice Tracking system is only designed to help manage standard job invoices. The Invoice Tracking system does not support preprinted invoice numbers used for sales quotes or other types of invoices - i.e. project invoices, counter sale invoices, or agreement billings. Only deploy invoices meant for use on standard jobs. Deploying Invoices 36

41 Accounts Receivable Invoicing Invoices are deployed to your technicians in the Outstanding view of the INVOICE TRACKING MANAGER. 1. Right click in the grid and select Deploy or press the Insert key on the keyboard 2. Enter the letter you wish to use to represent the series in the SERIES field 3. Enter the range of invoice numbers that you are assigning to your technician in the FROM and TO fields 4. Choose the EMPLOYEE to whom you are assigning the invoice numbers 5. Be sure that the Deployed status is selected 6. Click OK 7. Click Yes to confirm deployment of the listed invoice numbers 8. Click OK to confirm creation of deployed invoice numbers 37

42 Invoicing Accounts Receivable Invoice Data Entry When a technician uses on of the invoices you have deployed on a job, the invoice number of the invoice associated with that job in SuccessWare21 will need to be changed to match the deployed invoice number. The Invoice Number can be changed either on the invoice form itself or from the Job Summary form associated with the job. The invoice number must be changed before the invoice is posted. Closing Invoices Once an invoice number has been deployed to a technician, it must be closed. An invoice number will be considered closed if it is reconciled, returned or marked missing or cancelled. Reconciling Invoices Each time the Invoice Tracking Manager is opened, SuccessWare21 searches posted AR Invoices looking for matches with invoice numbers that have been deployed to technicians. When a match is found for a deployed numbers that are found to match the Series and Number on a posted invoices and the primary technician on the job matches the employee to which the invoice number was deployed, the deployed number will automatically marked as Reconciled in the Invoice Tracking Manager. Returning or Marking an Invoice as Missing If an invoice number is not used by a technician, it still must be accounted for within the Invoice Tracking Manager. This can be done by marking the invoice number as Returned or indicating that the invoice associated with the number is missing. Returned invoices cannot be re-deployed. If you plan to re-deploy an invoice number that has been marked as returned, it must also be cancelled. 1. From the INVOICE TRACKING MANAGER display the invoice that you wish to mark as returned or missing 2. Right click on the invoice and select Returned (Ctrl+R) or Missing (Ctrl+M) 3. If you wish to return or mark as missing a range of Invoice numbers, modify the FROM and TO range. 4. In the COMMENTS area, enter a note describing why the invoices are being returned or marked missing. 38

43 Accounts Receivable Invoicing 5. Click OK 6. Click Yes to confirm status change 7. Click OK Note: If a second invoice is used in the field for a job for which only a single invoice needs to be entered in SuccessWare21 (For Example if a tech had more information to write than would fit on a single invoice), You can marked the second invoice used as returned and indicate in the Returned notes that it was used as a continuation for the other invoice.) Canceling an Invoice Tracking Item Sometimes it may be necessary to Cancel the deployment of an invoice tracking item. If an invoice number has been deployed mistakenly or if an invoice number that has been marked as returned is to be deployed again, the original item must be cancelled. Re-deployment of such and invoice would also require first canceling the initial 'Returned' item. 1. To cancel an item right click on the invoice item and choose Cancel. 2. If you wish to cancel a range of Invoice numbers, modify the FROM and TO range accordingly. 3. Enter a COMMENT as to why the invoice number(s) are being cancelled. 39

44 Invoicing 4. Click OK 5. Click Yes to confirm status change 6. Click OK EQUIPMENT Equipment SuccessWare21 allows you to view and add equipment to a Service Location. Equipment can also be added to a location record whenever the location information is displayed by pressing F6. Easy access to this form makes it simple to add equipment records while completing invoices for new customers so that you can keep a record of newly installed equipment. Once Equipment has been added to a 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 any screen in SuccessWare21 with a specific Service Location selected, press F6. The EQUIPMENT screen will open. 2. If the customer already has equipment attached to their location in SuccessWare21, their equipment will be displayed in table format in the top half of the window. The bottom half of the window will display warranty information for the equipment listed. 3. If the customer does not have any equipment entered in SuccessWare21 you will be prompted to create an entry for a new piece of equipment. 40

45 Accounts Receivable Invoicing To edit existing equipment, click on its entry line and either press Ctrl+Enter or click Edit. To see the Service History of a piece of equipment, right-click on the equipment entry and select Equipment History Equipment History The Equipment History form lists information about the selected equipment: Type, Manufacturer, Model Number, and Serial Number. Listed in the grid is additional information relating to the equipment: Charge Date, Invoice Number, Sale Type, Flat Rate Code, and Description. This is a view-only form for reference purposes. it can however be printed by right clicking the background and selecting Report. To View the History Record for Selected Equipment: 1. Open or highlight the service location where the equipment resides 2. Press the F6 key to access the EQUIPMENT form. 3. Highlight the piece of equipment for which you want to view the history. 4. Right-click and select Equipment History. 5. Press the Esc key or select the Close button to exit the form. 41

46 Invoicing Adding New Equipment To a Service Location New equipment can be added to service locations from anywhere in SuccessWare21 where you are highlighted on a location. If you are adding a new piece of equipment that is replacing an existing piece, you can edit the existing piece and checkmark the Out of Service option. This will prevent new service work from being associated with the old piece of equipment but will maintain existing history for reporting purposes. 1. Select the Service Location to which you want to add the equipment and open the EQUIPMENT screen by pressing F6. 2. If there is existing equipment, click on New Eq to open the EQUIPMENT screen. If there is no equipment, an empty EQUIPMENT screen will open by default. 3. Choose an equipment type (EQ TYPE) and a manufacturer (MFG) from the drop-down lists 42

47 Accounts Receivable Invoicing 4. Use the System field to identify equipment at locations with multiple systems. Systems can be numbered or identified by letters. Equipment reports will allow you to group a locations's equipment by system. 5. Continue to add SIZE, MODEL#, SERIAL# and LOCATION 6. If your company installed the equipment, check the Installed by Us box. This will allow you to populate INSTALL DATE, INSTALLED BY, INSTALL CALL ID (This can be the Job Number) and SOLD BY fields. The AGE will be calculated on a continuing basis based upon the Install date. If your company did not install the equipment, you will be able to identify only the Installed By field and Age. The equipment will continue to age using the entered date of the equipment as its "birthday". 7. Continue to add a CONDITION, EVALUATED BY and EVALUATED ON. 8. Use the NOTES field to enter any pertinent information about the equipment. This area can be used to identify filter sizes if the unit uses multiple filters of different sizes. 9. Enter the NUMBER OF FILTERS and SIZE 10. Click Save to save the piece of equipment. 11. Any applicable warranties can also be added at this time. Relating an Invoice Line Item to a Specific Piece of Equipment Individual tasks, or any other type of item sold on an invoice, can be associated with a specific piece of equipment that the customer owns. This allows any work or parts used on a customer s piece of equipment to be displayed in the EQUIPMENT HISTORY screen. In order for you to relate a line item on an invoice to a piece of equipment at a service location, the invoice can not yet be posted. Once the invoice is posted, the Equip button is locked. You can however Adjust the invoice if necessary and create the equipment relationship. Relating an Invoice Line Item to a Piece of Equipment 1. Select the line item that you want associated with a piece of equipment. 2. Click Equip to open the SELECT EQUIPMENT window. 3. Place a checkmark beside the desired piece of equipment. 43

48 Invoicing 4. Click OK Equipment Key Items to Remember Pressing F6 any time a customer s record is selected will allow you to access the EQUIPMENT screen. New equipment can be added to a customer s record when you create an invoice. Invoice items can be associated with a specific piece of equipment that the customer owns. To view the service history of a piece of equipment, right-click on it in the EQUIPMENT screen and select Equipment History. WARRANTIES Warranties Warranties are added to equipment from the EQUIPMENT screen. There are 2 types of warranties available to you to add to a piece of equipment; an in-house or 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 SuccessWare21 before hand. When work 44

49 Accounts Receivable Invoicing 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 (F6) screen and select the piece of equipment you want to attach the warranty to. 2. Right-click in the Warranty grid and select New Warranty. A new line item will open in the warranty grid. 3. In the WARRTYPE 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. Tab to the START field and 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, tab to the WARRANTYNO field and enter a the warranty number. 7. Press Enter 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. 45

50 Invoicing 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, SuccessWare21 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. Right-click on the in-house warranty and select Update Reserve. 2. Choose INCREASE RESERVE if it is not already selected. 46

51 Accounts Receivable Invoicing 3. Enter the amount you would like to set aside for the Warranty Reserve in the RESERVE AMOUNT field. 4. Choose the department you want associated with the reserve from the DEPT drop-down menu. (This is the department that will incur the immediate expense and therefore "pays" the department that makes any warranty covered repairs) 5. Enter the DATE you want to post the reserve. 6. Click Post to post the reserve to the General Ledger. The reserve information will be displayed in the area to the right of the warranties in the EQUIPMENT window. NOTE: You can use this screen to adjust the warranty reserve for existing warranties (increase or decrease) as well as to view reserve activity. 47

52 Invoicing 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. To relate repairs to equipment, select any line items on the invoice which are related to specific pieces of equipment and select the Equip button (ALT+E). Select the piece of equipment on which the service work was performed and click OK. 3. Select the line item that you want to charge to the in-house warranty and click the Chrg W button (ALT+W). A popup will display any active warranties for the customer. Select the appropriate in-house warranty. 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. Once the line item has been charged to a warranty the line will appear in red with a zero sale amount. The red shade indicated that the line item is a zero/non-billable line item. 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. 4. Post the Invoice. 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. 48

53 Accounts Receivable Invoicing 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, point to General Billing Accounts 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. Warranties Key Items to Remember 2 types of warranties can be attached to a piece of equipment, an in-house warranty and a 3rd party warranty. The WARRANTY ADJUSTMENT screen can be used to add and adjust warranty reserve as well as review reserve history for In-house warranties. If you intend to charge service to an in-house warranty, a warranty reserve account MUST be created, even if it has a zero value. To charge a line item on an invoice to an in-house warranty, you must first associate the work to a specific piece of equipment and then press ALT+W to choose the warranty. Billing a manufacturer or vendor warranty should be handled as a third party billing with the warranty holder set up as a General Billing Account. Charging an Invoice to an Agreement Service work that is covered under a service agreement is recorded through the Invoice form. 1. Complete the job as you normally would. 2. After entering the billing line for the service, select Equip (ALT+E), and select the piece of equipment on which service was performed. 49

54 Invoicing 3. Select Chrg A (ALT+A) to charge the invoice line to the agreement. From the list, select the agreement to be charged. Note: The entire amount of the line item selected will be charged to the agreement. If only a portion of the work is to be charged to the agreement, create a line item equal to the total to be charged to the agreement and create additional line items on the invoice for amounts that should be applied to receivables. COUNTER SALES INVOICES Counter Sale Invoices SuccessWare21 allows entry of an invoice for counter sale purposes without going through the process of inserting a new job, recording call progress, completing/closing the job, etc. The counter sale invoice will have no relationship to any call, job, or project. Note: Since there is no job, the invoice will not appear in the Customer Service History. You must open the Billing Account History (F4) to review any counter sale invoice history. 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 Setup Assigning Counter Sale User Rights You can assign the ability to create and post counter sale invoices by user group. 1. Select the 21 Menu, choose Setup, and then click the Users button. 2. Select User Groups and edit each user group specifying whether that group should have access to counter sales. The Create/Post Counter Sales ability flag is on the Receivables tab under the A/R Invoice heading. 50

55 Accounts Receivable Invoicing Setting the default counter sale cash box Before you begin to process counter sales, you must assign a default cash box account into which you will post receipts associated with the counter sale. To set up the default counter sale cash box, 1. Select the 21 Main Menu, select SETUP and click the REFERENCE LIBRARY button. 2. Choose the ACCOUNTING Volume 3. Double click on REGISTER ACCOUNTS. 51

56 Invoicing 4. Press Ctrl+Enter to edit accounts. 5. You can either use the left and right pointing arrows to select an existing account or you can choose to add a new account. Note: Create a new cash box account for counter sales if you prefer to reconcile counter sale receipts separate from receipts returned from the field. If you create a new account separate from the default cash receipts cash box, you will reconcile each cash box separately, but if you like, you will still be able to combine the separate reconciliation items into a single bank deposit. 6. After selecting an existing account or adding a new one, be sure to checkmark DEFAULT COUNTER SALE ACCOUNT. 7. Enter a SALES DEPT and DEFAULT WAREHOUSE for the counter sale cash box. This will help automate the process of entering and posting the counter sale invoices. 52

57 Accounts Receivable Invoicing 8. Press Save Creating A Generic Counter Sale Customer Account Generic counter sale accounts are created from the Receivables Manager. Create a counter sale account if you do not need to track counter sales to specific locations / billing accounts. To create a new counter sale account, 1. Open the RECEIVABLES MANAGER, 2. Right click, and select New Counter Sale Account 53

58 Invoicing 3. In creating the new billing account, it is recommended that you enter COUNTER, or some other descriptive text as the account number. 4. Enter Counter sale into the LAST NAME for search purposes. Note: If for some reason (different branch offices, different salespersons, other reporting purposes, etc.) you want to create multiple counter sale accounts you can call them COUNTER1, COUNTER2, etc. 5. You must enter an address. You can use your company s address. 6. Enter Payment Terms and a Salesperson if you wish. These will be used as the default for new counter sale invoices. 7. Tab to the LOCATIONS field and press Ctrl+C to create a Carbon Copy Location. You must create a carbon copy location. A location / billing account combination is required for any invoice in SuccessWare21, including counter sales. 8. Double click on the location to open it and then select Edit. 9. Set the TAX CODE and INVOICE TYPE fields as you want them to appear on counter sale invoices. 10. Save the changes to the location when finished. 54

59 Accounts Receivable Invoicing 11. Save and close the new counter sales billing account 55

60 Invoicing Counter Sale General Ledger Setup Sales are posted to general ledger based upon the sale type on the PriceBook category/group of the item number being sold. Double-check the items in the PriceBook that you will be selling on counter sale invoices for proper Sales Type setup. Creating a Counter Sale Invoice 1. Use the CUSTOMER SEARCH (CTRL+F12) to find either a generic counter sale customer, or a specific customer, depending upon how you want to record and track the sale. 2. Once you have located the correct customer select it by pressing Enter. 3. Create the counter sale invoice by pressing Ctrl+Insert, or right-click and select New Counter Sale Invoice. 4. The INVOICE DATE will default to today s date. You can change it if necessary. 5. The DEPARTMENT and SALESPERSON fields will default based upon the setup of the Billing Account. These also can be changed. 6. Tab to the item grid and press Insert to add a new item. Counter sale invoices only allow the entry of Part, Miscellaneous or Task item numbers. Labor items are not allowed for counter sales. 56

61 Accounts Receivable Invoicing 7. After the entry of line items, choose Apply Payments. Counter Sale invoices must be paid in full in order to be posted. 8. When payment entry is complete, post the counter sale invoice as you would any other invoice. 9. If the SuccessWare21 inventory module is active for counting, counter sale invoices will automatically post the required inventory transactions. 10. If inventory transactions have been processed, press Enter to close the Inventory Information box. 11. Press Enter to acknowledge the resolution of Inventory Tags. + 57