- Prerequisites
Before using Field Service capabilities, ensure the following Business Central modules are configured:
- Customer Master Data
- Sales & Receivables module
- Item and Resource setup
- Price Lists (if using the new pricing experience)
- Open Business Central and use the search (Alt+Q).
- Navigate to the sesarch bar, search for Maintenance Invoicing Setup and select the page.
Before you start using Maintenance Invoice, you have to set up what will be invoiced to which Sales Account No.
To do this:
- Go to Maintenance Invoice Setup.
- Select Maintenance Accounts Setup.
- A list opens where you can specify:
- The Type of record that will be invoiced (Item/Resource/Expense).
- The No. of invoiced record.
- Which Sales Account No. a record will be posted to.
Note:
- When setting up Type, No., and Sales Account No. you are specifying that invoicing this exact record will be posted to the given Sales Account No.
- When setting up Type and Sales Account No. but without No. you are specifying that any record of that Type will be posted to the given Sales Account No.
- General Settings
- Maintenance Sales Document Type: Select the type of sales document (e.g., invoice, quote) used for maintenance billing. This determines the document format and workflow for invoicing.
- Sales Orders: When you want to review/edit before invoicing
- Sales Invoices: For immediate invoicing of completed work
- Sales Account Configuration
- Sales Account No.: Specify the G/L account where service revenue will be posted
- Typically a revenue account in your Chart of Accounts
- Example: Account 4100 - Service Revenue
- Contract Period Calculation For maintenance contracts, choose how to split annual amounts into monthly invoices:
- Equal Days per Month: Divides the annual amount into 12 equal parts
- Actual Days per Month: Calculates based on actual calendar days in each month
- Disable Search by Name: Option to restrict searching for customers or assets by name, enforcing stricter search criteria (such as by number or code).
- Default Posting Date: Set the default date used when posting maintenance invoices. Options may include work date, document date, or manual entry.
- Quote Validity Calculation: Define how long a quote remains valid. The system calculates the validity period and expiration date for each quote.
- Numbering
- Use the Default No. Series action to automatically create number series for:
- Work Order Quotes: Configure the numbering series for work order quotes. Ensures each quote has a unique, sequential identifier. Sequential numbering for quotes (e.g., WOQ00001).
- Round Order Quotes: Configure the numbering series for round order quotes. Maintains unique identification for round-based maintenance quotes. Sequential numbering for round quotes (e.g., ROQ00001)
- Customer Maintenance Contracts: Contract numbering (e.g., CONT00001)
- Alternatively, manually configure number series:
- Select the field (e.g., Work Order Quote Nos.)
- Choose New to create a number series
- Define Starting No., Ending No., and increment
- Archive
- Archive Work Order Quotes: Enable or configure automatic archiving of work order quotes to keep historical versions of all quotes.
- Archived quotes are stored for audit and review.
- Archived quotes are preserved even after conversion to work orders
- Archive Round Order Quotes: Enable or configure automatic archiving of round order quotes to keep historical versions of all quotes.
- Archived quotes are retained for compliance and historical analysis.
- Actions
- Maintenance Account Setup: Opens the configuration page for assigning general ledger accounts to maintenance activities (labor, materials, equipment, overhead). Ensures costs are posted to the correct accounts.
- Default No. Series: Action to create or assign default numbering series for maintenance documents. Helps automate and standardize document numbering.
- Create Workflow Template: Opens the workflow template setup for maintenance invoicing. Allows you to define approval processes and routing for quotes and invoices.
- Integration Points
- Work Order Management: Applies account settings for work order invoicing.
- Round Order Processing: Uses account setup for round order invoicing.
- Maintenance Contracts: Supports contract pricing and scheduled invoicing.
- Financial Management: Posts transactions to G/L accounts and supports budget tracking.
If your organization requires approval before quotes are sent to customers:
- Click Create Workflow Template in Maintenance Invoicing Setup
- Available templates:
- Work Order Quote Approval
- Round Order Quote Approval
- After creating templates, configure in Workflow Setup (standard BC)
- Define approval hierarchy (e.g., supervisor → manager)
For accurate quoting and invoicing, set up Sales Price Lists:
Navigate to: Search → Sales Price Lists
Create Price Lists for Maintenance Services:
- Labor Rates: Resource prices with Work Type codes
- Parts Pricing: Item prices for commonly used spare parts
- Service Packages: Fixed-price maintenance bundles
Example Price List Structure:
Price List: Field Service - Standard
├── Resources
│ ├── TECH-01 (Technician) - $85/hour for REGULAR work
│ ├── TECH-01 (Technician) - $120/hour for EMERGENCY work
│ └── TECH-02 (Senior Tech) - $110/hour for REGULAR work
├── Items
│ ├── FILTER-100 (Oil Filter) - $45.00
│ └── BEARING-200 (Bearing) - $125.00
└── Service Packages
└── PM-ANNUAL (Annual PM) - $950.00
Work Type Codes: Create Work Type codes to differentiate pricing:
- REGULAR - Standard working hours
- EMERGENCY - After-hours/emergency rates
- TRAVEL - Travel time billing
- ONCALL - On-call availability fees
For each customer receiving maintenance services:
Navigate to: Customer Card
Maintenance-Specific Settings:
- Default Work Order Category: Auto-populate category on quotes/orders
- Default Priority Code: Set standard priority for this customer
- Maintenance Contract: Link to active contract (if applicable)
- Service Location: Physical address where work is performed (if different from billing)
Alternative Addresses:
- Set up Alternative Shipping Addresses for multiple service sites
- Useful for customers with multiple facilities
Create or modify Work Order Categories for customer service work:
Navigate to: Search → Work Order Categories
Service-Specific Categories:
- SERVICE-PM (Preventive Maintenance)
- SERVICE-CM (Corrective Maintenance)
- SERVICE-INSP (Inspections)
- SERVICE-EMERG (Emergency Repairs)
Configure Each Category:
- Default Corrective Maintenance: Check if typically breakdown work
- Default Category for Follow-up: Link to appropriate follow-up category
- Default Checklists: Attach standard service checklists
Set up Extended Texts to add standard terms and conditions to quotes:
Navigate to: Search → Extended Texts
Create Extended Texts for:
- Work Order Categories
- Work Order Actions
- Assets (for standard service disclaimers)
Configuration:
- Text Code: Descriptive identifier
- Language: Specify language for multi-language support
- Starting Date / Ending Date: Control when text applies
- Type:
- Internal Comment: Shows only on internal documents
- External Comment: Prints on customer-facing quotes/invoices
Example Extended Text:
Code: SERVICE-TERMS
Description: Standard Service Terms
Type: External Comment
All Content Types: Yes
Text:
"Service work performed during normal business hours (8AM-5PM).
Emergency rates apply for after-hours service.
Parts and materials billed at cost plus 20%.
Payment due within 30 days of invoice date."
Ensure users have appropriate permissions:
Service Coordinators/Sales:
- DAM EAM MANAGER - Full access to create quotes and manage contracts
- Or custom permission set including:
- Work Order Quotes (Read, Insert, Modify)
- Customer Maintenance Contracts (Read, Insert, Modify)
Field Technicians:
- DAM EAM TECH - Execute work orders, view customer info
- Restricted from seeing pricing details (optional)
Billing/Accounting:
- Access to generate invoices from completed work orders
- View work order ledger entries
- Process customer contracts