About Invoice Grouping

The Invoice Grouping feature in Service Management controls how the system generates invoices for customer work orders and agreement work orders using Time of Service billing.

Invoice grouping is defined at the customer level (in SM Customers) and/or the service site level (in SM Service Sites).

You can specify to create a separate invoice per customer (in SM Customers only), service site, work order, or work order scope. When generating invoices (via SM Work Order Billing), the system will group billable work orders on the same invoice based on the setting you selected. For example, if you specify to create a separate invoice per service site, the system will group all billable work orders posted to the same service site together on the same invoice.

Note: The option selected here determines the options available for selection in the Deliver To field. See the F1 help for more information.

The following exceptions take precedence over the Invoice Grouping setting defined for a customer or service site:

  • PO Override - This setting applies to work order scopes that reference a customer PO number. If you selected the PO Override check box in SM Customers, during invoice generation, the system groups all work order scopes with the same "bill to" customer and same customer PO number on the same invoice.

    If you set up a PO Override by service site (that is, you selected Yes in the PO Override field in SM Service Sites), the system groups work order scopes for the service site that reference the same bill to customer and customer PO number, on the same invoice.

  • Bill To Customer - Each work order scope is assigned a Bill To customer. If the bill to customer differs by work order scope, the system handles invoice generation as follows:
    • C - One per customer — The system creates a separate invoice for each unique customer / bill to customer combination. All customer work order scopes that reference the same Bill To customer are grouped together on the same invoice.
    • S - One per service site — The system creates a separate invoice for each unique customer / service site / bill to customer combination. All work order scopes sharing the same customer, service site, and bill to customer are grouped together on the same invoice.
    • W - One per work order — The system creates a separate invoice for each unique customer / work order / bill to customer combination. All work order scopes sharing the same customer, work order, and bill to customer are grouped together on the same invoice.
    • P-One per work order scope — The system creates a separate invoice for each work order scope.
  • Custom Invoice Report - If a customer has multiple service sites, you have the option to assign a custom invoice report to each service site. If the custom invoice reports differ, the system will handle invoice generation as follows.

    • C - One per customer — The system creates a separate invoice for each unique customer / custom invoice report combination. All work order scopes sharing the same customer and custom invoice report are grouped together on the same invoice.

      If the bill to customer differs by work order scope, the system creates a separate invoice for each unique customer /custom invoice report /bill to customer combination. All work order scopes that share the customer, custom invoice report, and bill to customer are grouped together on the same invoice.

    • S - One per service site — The system uses the custom invoice report for all scopes on a work order, since service site designation is at the work order level, not the work order scope level. The system creates a separate invoice for each service site and groups all work order scopes for the customer that share the same service site on the same invoice.

      If the bill to customer differs by work order scope, the system creates a separate invoice for each customer / service site / bill to customer combination. All work order scopes sharing the same customer, service site, and bill to customer are grouped together on the same invoice.

    • W - One per work order — The system uses the custom invoice report for all scopes on a work order, since service site designation is at the work order level, not the work order scope level. The system creates a separate invoice for each work order; all scopes on the work order will be grouped together on the same invoice.

      If the bill to customer differs by work order scope, the system creates a separate invoice for each customer / work order / bill to customer combination. All work order scopes sharing the same customer, work order, and bill to customer are grouped together on the same invoice.

    • P - One per work order scope — If you selected this option, the system will create a separate invoice for each work order scope.