Set Up Billing Information for a Customer

For each customer you set up in SM Customers, you must set up billing information to indicate who will receive work order invoices and/or agreement invoices for that customer, as well as what delivery method to use.

When you generate work order invoices (in SM Work Orders or SM Work Order Billing) or agreement invoices (in SM Agreement Billings Due), the system generates a recipient list (in SM Invoice Review or SM Agreement Invoice Review, respectively) based on what you set up here. You can modify the recipient list as needed for each invoice you generate. This includes adding additional recipients, deleting recipients, or modifying the mailing address and/or email address as needed.

  1. Open the SM Customers form and select the desired customer.
  2. Define the Work Order Invoice Settings as follows:
    1. From the Invoice Grouping drop-down, indicate how to generate invoices when billing multiple work orders for to this customer in SM Work Order Billing. For more information about each option, see the F1 help.
      • C-One per Customer
        Note: Do not select this option if you will be delivering invoices to a service site.
      • S-One per service site
      • W-One per work order
      • P-One per work order scope
    2. To group work order scopes with the same customer PO on the same invoice, select the PO Override check box. Selecting this check box overrides the Invoice Grouping setting.
    3. From the Invoice Summary Level drop-down, indicate how to summary invoice detail on work order invoices for this customer. For more information about each option, see the F1 help.
      • L-Line Type
      • C-Cost Type
      • T-Transaction
    4. (Optional) Click the WO Invoice Desc of Work Options button to launch the SM WO Inv Desc Cust Options form, which allows you to specify fields to be included in the Description of Work field for SM work order invoices.
    5. If you are using a custom report for work order invoices for this customer, enter the custom report in the Custom Invoice Report field or press F4 to select from a list of valid custom reports.
    6. In the Deliver To field, indicate the recipient for work order invoices:
      • AR Customer
      • Service Site
      • Other
    7. From the Delivery Method drop-down, select P-Print to print invoices for postal mailing or E-Email to send invoices via email.
    8. If you selected Other as the Deliver To recipient, use the Email, Name, and Address fields to enter the recipients email address, name, and billing address.
      Note: When entering the email address, you can enter multiple email addresses if applicable; however, you must separate them with a semi-colon (for example, jane.doe@email.com; johnd@email.com; joe.smith@email.com). The system sends an email to each address specified here.
  3. Define the Agreement Invoice Settings as follows:
    1. If you are using a custom report for agreement invoices for this customer, enter the custom report in the Custom Invoice Report field or press F4 to select from a list of valid custom reports.
    2. To use the same delivery options defined for work order invoices, select the Use Work Order Invoice Settings check box and save the record.
    3. If you did not select the Use Work Order Invoice Settings check box, do the following:
      • In the Deliver To field, select AR Customer or Other as the recipient for agreement invoices.
      • From the Delivery Method drop-down, select P-Print to print invoices for postal mailing or E-Email to send invoices via email.
      • If you selected Other as the Deliver To recipient, use the Email, Name, and Address fields to enter the recipients email address, name, and billing address.
        Note: When enering the email address, you can enter multiple email addresses if applicable; however, you must separate them with a semi-colon (for example, jane.doe@email.com; johnd@email.com; joe.smith@email.com). The system will send an email to each address specified here.
The system uses the information defined here to create the recipient list on the invoice. Once you post an invoice, you can modify the recipient information as needed. This includes changing the delivery method, delivery information, or adding/deleting recipients.