Create Invoices

53 views April 17, 2017 jpajaro 0

Create Invoices

You can export Work Orders as invoices with the status of “Ready”  to QuickBooks (See “Approval Workflow“):

create invoices

Create Invoices screen

The grid can be filtered by the following criteria:

  • Alerts
  • Work Order Number/Job Number
  • Start Date/Time
  • Customer
  • Location
  • Customer Code
  • Total Charge
  • Business Unit
  • Area
  • Export Date
  • Status
  • Approved By

Filtering by Export Status


“Exported” filter buttons

By default, only non-exported Work Orders are shown in the list.

View only exported Work Orders by clicking the “Exported” radio button.

View all exported and non-exported Work Orders by clicking the “All” radio button. Exported Work Orders have non-empty Export Dates.

Alert Icons

The icons that may be present in the Alerts column show the statuses of Work Orders and Jobs listed in the grid.

Open the information by double-clicking the record or hover the cursor over the icon to get a tooltip message to view more details:

“Inspection Checklist Needs Correction” icon
One or more Inspection Checklist items needs correction
"Incident/Near Miss" icon
There was one or more Incident/Near Miss
"Maintenance Event" icon
There was one or more Maintenance Event
"Owned by Field" icon
Work Order currently owned by Field Device
  1. On the Create Invoices window, select the ”Not exported” radio button (or All).
  2. Mark the checkbox next to the desired Work Order and click the “Export” button.
  3. Select the location to save the exported file. Click “OK”.
  4. The exported Work Order will disappear from the list. The Export Date for this order is set to the current date/time.

Only orders with empty Export Dates can be exported to QuickBooks. In order to re-export already-exported Work Orders, mark the checkboxes next to the desired orders and click the Clear Export Date button to make the Export Date fields empty, then re-export the Work Orders through the normal procedure.

If a Work Order with a non-empty Export Date is selected, a warning message of “Some Work Orders you selected are already exported. Please clear the export date if you want to re-export them” will display.

An order cannot be exported to QuickBooks if the customer associated with the order has not been exported yet  (See “Export Customer List“.)

To export multiple Work Orders at a time, mark the checkboxes next to the WO#s and click the Export button. Select and deselect all lines at once by choosing the “Select All” and “Deselect All” buttons, respectively.