SM Invoice Review Form

Use the SM Invoice Review form to edit, preview, and post SM invoices for customer work orders.

Note: This form is for customer work orders only. For Job work orders, you must use Job Billing or Accounts Receivable; you cannot bill job work orders in Service Management.

You can access this form using any of the following methods:

  • In SM Work Orders, click the Bill WO button (new invoices) or double-click an existing invoice in the Invoices grid.

  • In SM Work Order Billing, select the Bill check box for the desired work order and click the Launch Invoice Review button.
  • In SM Work Completed Equipment, SM Work Completed Labor, SM Work Completed Misc, SM Work Completed Inventory, or SM Work Completed Purchase, click the Edit Invoice button.
  • In SM Customers or SM Service Sites, select the Invoice grid and then double-click on a selected Work Order invoice.
  • In SM Invoices, double-click on the desired Work Order invoice in the grid.

For most customer work orders, invoices can only be created once you have captured work completed, since work completed lines are used to determine the billable amounts. However, work orders with Flat Price scopes do not require entry of work completed, since billable amounts are determined by the scope's flat price amount.

Receivable Types

Receivable types are automatically assigned to SM invoices during the creation of the AR invoice batch (when you click the Process button). The system uses the Default Receivable Type assigned to the SM company (in SM Company Parameters). If you did not assign a receivable type in SM company, the system uses the receivable type assigned to the invoice's Bill To customer (in AR Customers) or the default receivable type defined in AR Company Parameters (if no receivable type is defined for the Bill To customer).

No Charge Invoice Items

The No Charge check box allows you to flag items on an invoice that you will not charge the customer for, but still want shown on the invoice. Invoice lines with this check box selected will print on the invoice with all of it's values; however, the item's total will show as "No Charge" and will not be included in the invoice total.
Note: You can only set this flag for an invoice line (not associated with a Flat Price work order scope) using the work completed form. If you are not charging the customer for work completed and do not want the information shown on the invoice, remove the line using the Remove Line button.

Preview / Preview All

The Preview options allow you to view invoices before you process them. If you generate invoices using the SM Work Order Billing form (which allows billing multiple work orders at one time), use the Preview button to view the currently selected invoice and the Preview All button to see all invoices in the batch. If you are using multiple invoice formats, the system will display a different preview screen for each unique Custom Invoice Report. Invoice using the same custom invoice format will display in the same preview screen. Invoices using the standard invoice report will display in a separate preview screen. For invoices generated individually by work order (in SM Work Orders), both preview options work the same.
Note: It is recommended that you preview all invoices to ensure that your invoice data is correct and that invoices are printing in the correct format. Once you process an invoice, you cannot change the invoice format.

Processing SM Invoices

When you click the Process button, the system creates an AR Invoice Entry batch and displays the AR Batch Process form. You will need to validate the batch, print the audit reports, and process the batch in the same manner as you would for any invoice created directly in AR Invoice Entry. Once you process an invoice batch, the system updates the invoice status to "Invoiced" and each applicable work completed line to "Billed".
Note: Invoices generated using this form will have a Source of SM Invoice and can only be processed via this form; they cannot be processed by selecting the AR Batch Process form in the Accounts Receivable module.