Create Invoices

57 views April 17, 2017 jpajaro 0

Create Invoices

Users 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

invoices2

“Exported” filter options

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 presented in the Alerts column show the status of Work Orders and Jobs listed on the grid.

Access the information by double-clicking the record or place 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. In the Create Invoices window, select the ”Not exported” option (or “All”).
  2. Mark the checkbox on the Work Order to be exported and click the Export button.
  3. Select the location of where to save the file. Click “OK”.
  4. The exported Work Order will disappear from the list. The Export Date for this Work Order is set to the current date/time.

Only Work 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 Work Orders and click the Clear Export Date button to clear the Export Date fields. Then re-export the Work Orders through the procedure described above.

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

A Work Order cannot be exported to QuickBooks if the customer associated with the Work 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.