Create PM Invoice

If you prepare regular billings for your PM work regardless of when it is performed, you will set up that schedule in the PM Billing tab of the Client Site record or via Master Contracts. Running this function generates these PM Invoices, and inserts the Invoice number on the Client Site PM Invoice tab. These Invoices must then be printed and posted as usual!

When this function is run, the Computed Thru date in the PM Job record specified in the Client Site will also be set to the Bill Date specified to ensure that future billings for this Job are computed correctly. A checklist (discussed below) enables you to confirm which billings will actually be generated.

PM Billing Spreadsheet With Results of Function
When this function is run, a .cvs file listing the results is created. Click for details.

The .csv file will be written into the directory specified by the dbreportfiles registry option. It will list the following information:

Bill Date - Amount Billed - Amount Earned - Site Name - Site Id - Invoice Description - Invoice Id

Billing entries that include only the amortization of the revenue are listed at the beginning of the report, and will be indicated as such.

Usage:

Validation prevents multiple users from updating the same records with this function.

A registry option (see Registry Start Create PM Billing) may be used to disable this default behavior. Lines are considered 'common' when they have the same values for these fields:

Client Site Id, Billing Schedule Date, Job Id, Cost Code, Billing Item, Payment Alias, Master Contract

This allows PM Billing lines with different Job Cost Categories to appear on the same PM Work Order Invoice with both taxable and non-taxable components. This functionality is currently supported on the Client Site PM Billing schedule (click the Magnify button to access the Cost Category field) and from Master Contract.

PM Invoice Work Orders
This functionality enables "service" jobs to be used on the Client Site Billing Schedule. When this is done a "PM Invoice" type W.O. will be created when the Create PM Billings function is run. This Work Order will include all settings necessary for immediate billing via "Start Compute Service Invoices"...this allows you to have ALL service billing running through the same process and report, rather than using the "Service Invoice" for service jobs and Record Billing Adjustments for PM jobs.

To implement this,

The registry described in Registry Create PM Billing Work Order Invoice must be created

The Client Site PM Billing tab must reference Jobs flagged as Service Compute.

When Create PM Billings is run for Jobs that are flagged as Service Compute, and the appropriate registry entry has been made, the system will generate a PM Invoice Work Order. This Work Order will be set to Invoice Ready, with an invoice amount on the Revenue Adjustment tab corresponding to the Bill Amount on the Client Site PM Schedule line. Once this Work Order has been generated, it will be billed and posted via the Start Compute Service Invoice function.

Note on Accruals:
When accruals are being performed the invoice that is generated needs to credit a liability account rather than Income since the Income was recognized in advance of the invoice being generated. The Revenue Adjustments Tab does support setting this account directly. This offers enhanced flexibility that is required to handle both earn as you go, and accrual recognition for scheduled PM Billings.

1. If the Site is not Active or Credit Hold, do not create a PM Billing entry for it. In Version 9.0 and above, this validation is refined so that Site with a future Date Closed will not be skipped when this function is run, even if it is flagged as Inactive.
2. If the Job's Date Closed that precedes the Billing Date, do not create an Invoice for it.
3. If the Job’s Tax Status is set to Unknown, it will be excluded from the list of eligible billings and added to the list of failed jobs.

Registry:

See Default PM GL Accounts for a Global Settings option which provides default GL Accounts for the system to use if the corresponding fields on the Client Site PM Billing tab are blank.

Important Fields: Initial Screen

Period Id:
Enter an active Accounting Period Id (or double-click to select from a list.). This function validates that the selected Accounting Period is "active" and that Start & End Dates selected are BOTH valid dates within the Accounting Period.

Start Date: End Date:
These fields define range of Bill Dates (on the Client Site BILL tab) for which this function will create invoices. You may enter the Start Date and End Date in mmddyyyy format or double-click on this field to access the Calendar viewer to do so.

Client Id:
To limit PM Invoices to a specific client (as specified in the PM Job record), enter the appropriate Client Id(s). To enter a range of Clients, enter the first and last Id's of the range separated by an underscore (ACME_ZENITH). Several Id's can be specified by separating their Id's with a comma (ACME,MESA,ZENITH).

Client Site Id:
If you only wish to generate PM Invoices for a specific site enter the appropriate Client Site Id. To enter a range of Client Sites, enter the first and last Id's of the range separated by an underscore (ACME_ZENITH). Several Id's can be specified by separating their Id's with a comma (ACME,MESA,ZENITH).

Branch Id
If you are running under branch security and wish to only create PM invoices (from the Client Site Bill tab) for specific branches, enter the Branch Id.

Project Id:
If you only wish to generate PM Invoices for a specific Project (referenced in the PM Job's record), enter the appropriate Project Id(s).

Master Contract Id:
If you wish to only create invoices for a specific Master Contract, enter the desired Id.

Agreement Type Id:
This range limits this function to only those Master Contracts with the selected Agreement Type Id (Ids).

Important Fields: Checklist Screen

This checklist appears after you click the Go button in the initial Generate/Create PM Billing function screen. It enables you to verify which scheduled PM Billings will be invoiced.

Important Fields:

Ok
This field enables you to select which Billings should be generated. A check mark appears in the Ok field if an item is selected. Double-click on the Ok field to select or deselect an item (or press Spacebar).

Bill Date: Bill Amount: Client Site Name: Client Site Id:
Amount Earned: Invoice Detail:
The above fields are displayed so that you can verify which billings should be generated.

Important Buttons:

Click the Clear button to de-select every item on the list so that you can select items individually.