How to Setup Invoice Agreements

Looking to have Work Orders and/or Invoices automatically generated periodically? Using the Scheduled Service module, you can set a schedule to generate Work Orders, Client Receivable Invoices, and Vendor Payable Invoices.

Step 1

1. Select Client Name
2. Select one (1) site from Site Name
3. Select ‘Equipment testing, maintenance, and inspection’ as Agreement Type
4. (optional) Customer PO# - will be applied to all invoices
5. Custom ID – name of the Scheduled Service
6. (optional) Department 
7. Select ‘Continue’

Step 2

1. Select ‘New Agreement’
2. Select ‘Continue’

Step 3

1. Select ‘Separate Invoice Separate Work Order’
2. Select ‘Continue’

 

Step 4

1. Select month and date contract starts and ends
2. Select ‘Continue’

 

Step 5

1. Select ‘One Invoice for all Sites’ to itemize each site to a single (1) invoice.
2. Select ‘One Invoice per Site’ to generate a separate invoice for each site.
3. Select ‘Continue’

 

Step 6

1. Select sites to associate with scheduled service
2. Select ‘Continue’ 

Step 7

1. Select ‘Check Box’
2. Select ‘+ Bulk Assign Services’

 

Step 8

1. Select ‘+ Service to Work Order and Invoice’

Step 9

1. Select service type from Service Name – Rates and Vendors will be pull from the Service Rates w/in Product & Service > Rates & Assignees > Per Service
2. Select item from Select/Add Generic Item Name
3. Select ‘Continue’

 

Step 10

1. Select ‘ASSIGN THE VENDORS ASSOCIATED’ to assign Vendors and Vendor Rates
2. Select ‘ASSIGN THE TEAM MEMBERS ASSOCIATED’ when only Client invoices are to generate 
3. Select ‘Continue’

 

Step 11

1. Select ‘+ Bulk Schedule Work Order Frequency’
2. Select ‘Continue’

 

Step 12

1. Select month and date work orders starts and ends
2. Select ‘Continue’

 

Step 13

1. Update the Client Billing Method and Client Billing to ‘Per Service’
2. (optional) To select a Call Type and/or Problem Type
3. Select priority w/in the Priority field
4. Select ‘Continue’ 

 

Step 14

1. De-Select all of the years under Duration

Step 15

1. Select ‘Continue’

 

Step 16

1. Select ‘+ Bulk Set-Up Client Invoices’
2. Select ‘Continue’

Step 17

1. Select Invoice duration start and end month and date – For Client Invoices
2. Select ‘Continue’

 

Step 18

1. If needed, de-select month(s) not to generate Client invoice(s)
2. Enter day of month/time to generate Client Invoice – Repeat for each month
3. Select ‘Continue’

 

Step 19

1. Select ‘Continue’

 

Step 20

1. Select ‘+ Bulk Set Up Vendors Invoices’
2. Select ‘Continue’

Step 21

1. Select ‘Generate vendor invoice based on Scheduler’
2. Select ‘Continue’

 

Step 22

1. Select Invoice duration start and end month and date – For Vendor Invoices
2. Select ‘Continue’

Step 23

1. If needed, de-select month(s) not to generate Vendor invoice(s)
2. Enter day of month/time to generate Vendor Invoice for each month
   • Day of month and Time can differ from the client day of month and time set up in Step 18
3. Select ‘Continue’

 

Step 24 

1. Select ‘Continue’

Step 25

1. Select ‘Continue’

 

Step 26

1. Select ‘Finish’

Step 27

1. Select ‘Activate’

 

Step 28

1. Select ‘Save’

Step 29

1. (optional) Navigate to Scheduled Services, Select ‘Current’, and filter by the Scheduled Services Number.

 

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