Maintenance Invoicing

Maintenance Invoicing Setup

Before you start using Maintenance Invoicing, you have to set up what will be invoiced to which Sales Account No.
To do this, search for Maintenance Invoicing Setup.

A list opens where you can specify:

1. The Type of record that will be invoiced (Item/Resource/Expense).
2. The No. of invoiced record.
3. Which Sales Account No. a record will be posted to.

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.

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.

On the given example from the screenshots below:

• The invoice for Item MI.00002 will be posted to Sales Account No. 50100.
• The invoice for ANY Resource will be posted to Sales Account No. 50200.

Sample setup of Maintenance Invoicing - The specific Item No. will be posted to Sales Account No. 50100.

Sample setup of Maintenance Invoicing - The Resource is not specified meaning that any Resource will be posted to Sales Account No. 50200.

Specify Different Markups for Customers and Customer groups

Specifying different markups for customers and customer groups on the line types Resources, Items, and Expenses allows you to have more flexibility of pricing adjustments.

Setup

Expense Markup Lines allow you to create specific markups based on various options to tailor pricing according to your needs.

1. Search for and go to Expense Markup Lines.
2. Click New to create a new record.
3. In the 'Assign-to Type' field, you can specify the following types:
   • Customer: Markup assigned to the selected customer.
   • Customer Price Group: Markup assigned to the chosen customer price group.
   • All Customers: Markup applicable to all customers.
   • Assign-to No.: Specifies the record to which the markup is assigned.
4. In the 'Starting/Ending Dates' field, you can specify the validity period of the markup (the posting date from the work order is taken into consideration).
5. In the 'Product Type' field, you can define the criteria taken into consideration when the markup is applied.
6. In the 'Product No.' field, you can define the specific record to which the markup will be applied.
7. In the 'Adjustment Factor' field, you can specify the markup value.

Define markups for Resources, Items, and Expenses

1. Go to the 'Pricing' tab on the dialog 'Create Sales Invoice for Maintenance'.
2. Select the Markup pricing type for Resources, Items, and Expenses, depending on your needs. See screenshot 02 for reference.
3. Select the 'Show Pricing Information' parameter to include the pricing information on the created document.
4. On the Sales Order lines, all prices will be calculated based on the given markup, and if the 'Show Pricing Information' parameter has been selected, the pricing information will be added as comments on the lines (seen in screenshot 03).
   1. You can also check what adjustment factor was applied by clicking the Show Maintenance Details button, as you can see in screenshot 04 below.

When the markup list is applied:

• If one markup exists, this adjustment factor is applied.
• if multiple markups exist for a record, the lowest adjustment factor is applied.
• If there is no such markup, the adjustment factor defined as 1 is applied.

01: Expense Markup Lines.

02: Selecting a pricing type for Resources, Items, and Expenses.

03: Sales order lines.

04: See the adjustment factor by clicking the button.

Billable Customer Assets

On the Asset card, it's possible to mark that all work on the Maintenance Asset should be invoiced to a specified customer.

1. On the Asset card, go to the 'Additional Information tab' and enable the 'Billable' parameter (see screenshot 01).
2. Set 'Bill-to Customer No.' to the indended customer no.
3. Set 'Bill-to Customer Name' to the intended customer.

Note: When enabled, every new work order plan for this asset will be marked as billable, and if the customer no. is specified, every new work order from these plans will get the customer no. value.

Control billability of related work order plans and work orders

You can control the billability of related work order plans and work orders for those instances where you don't want all the work done on an asset to be billed to a customer.

1. By selecting the assist edit button (three dots) next to the Billable field on the Asset Card, you can open a list of all work order plans from this asset with the information if the work order plan is billable, and if related the work order is billable. See screenshot 02 below for reference.
2. From the list, you can edit these plans and update their billability by using the actions Set Plans Billable and Set Plans Non-Billable.

01: Asset card: Mark that all work on the Asset should be billed to a customer.

Work Order Plan Billability - opened from the Asset Card.

Default Customer on Location

The Maintenance Invoicing module helps re-invoice maintenance work on Assets in a specific location.

When a default customer is specified for the location, it gets copied to the Asset Card.

Invoicing customer assets for a location ensures that all Assets for the location are set to billable by default; if the customer on Asset Card is changed, then the new value will be used on related Work Orders.

Use cases

Invoicing customer assets for a location can be useful for internal as well as external customers, including:

• Internal customer on another location. The maintenance team from company A services all or some assets in a location owned and operated by company B.
• Service business. Company A is running a service business and has field service obligations on special equipment in company B. The service company (Company A) may drive by at regular intervals to do service and preventive maintenance; and all work is invoiced to the customer (company B).
• Rental business. Company A is renting out equipment including service and repairs. The equipment is physically installed in company B. Technicians from the rental company (Company A) might have a yearly inspection obligation where equipment is inspected and any defects are repaired.

Asset Locations: Set default Customer for the Location to easily re-invoice all work on Location Assets

Asset Location card: Set default Customer for the Location to easily re-invoice all work on Location Assets

Transfer Customer Assets

When Assets are transferred, it is possible to specify a Bill-to Customer to invoice use of the Asset. Asset Location Code tracks where the Asset is located.

Use Case: Invoicing Rental Assets to different customers in different time periods

One use case is when a rental company wants to send sales invoices for use of a rented Assets to different customers in different time periods:

• 2020 - Rented Assets were used by Customer ABC
• 2021 - Rented Assets were used by Customer DEF
• ... and from beginning of next year, the Asset will be rented by Customer XYZ.

Use Case: Invoicing sold Assets

When selling an Asset, the Asset can be "transferred" to a specified Bill-to Customer to track that the Asset was sold to the specified customer.

Asset Transfer Entries: Specify that maintenance work done for all Assets on a Location shall be re-invoiced

Asset Transfer card: Specify that maintenance work done for all Assets on a Location shall be re-invoiced

Marking Work Orders billable

Work Orders and Work Order Plans are marked billable when hours worked, items used, and additional expenses need to be invoiced.

Work Order Plan

The user can specify if the Work Order Plan is Billable.

When selected, the Work Orders that are based on this Work Order Plan are marked Billable. When Customer No. is specified on the Asset, this is automatically used on the Work Order, and if empty the field remains blank; if the customer on Asset Card is changed, then the new value will be used on new Work Orders based on plans for this Asset.

Work Order

Billable set on Work Orders can always be changed, and the Bill-to Customer No. also can be changed as necessary.

Planner can set Work Order Plan to billable

Technician can set Work Order to billable (or not billable)

Planning Worksheet

The user can also specify if the WO will be Billable or not (with choosing the Bill-to Customer No.) on the Planning Worksheet.

Bill-to Customer on Planning Worksheet

Reinvoice Maintenance Costs to Another Legal Entity

Reinvoicing maintenance costs such as Items, Resources, and Expenses to another legal entity is possible inside EAM-BC.

The user in the Maintenance Invoicing Setup can set up a Sales Account No. to reinvoice existing and new Items, Resources, and Expenses.

Creating the Maintenance Sales Order

Before creating a sales order, you need to specify:

• From Date
• To Date
• Customer No. - for who the order will be created
• Posted Work Order No. - if the order must be created for a specific record
• Posting Date
• Document Date
• Grouping (by Asset, by Work Order, or by Type) - the way how it will be shown on the order
• Pricing - Markup or Price List
• Adjustment Factor - it does not impact on price list of items/resources

When the sales order is created with the proper setup - everything is visible on the sales order card.
The user can select the line on the sales order, and inspect maintenance details of this line.

Work Order Ledger Entries

The user can specify which Work Order Ledger Entries are billable - by using the Set Billable/Non-Billable button on the Work Order Ledger Entries.

Create a Sales Order Automatically

The user can use Create Maintenance Invoice task to create a sales order automatically.

Create Sales Order for Maintenance.

Set Work Order Lines to Billable / Non-Billable on Work Order Ledger Entries.

Invoice Multiple Customers Simultaneously

When creating a Sales Order (using the Create Sales Invoice for Maintenance function), you can specify multiple customers for whom you want to create this document.

1. To do this, click the button with the three dots next to the 'Customer No.' field seen in screenshot 01.
2. This will open a list of all customers, from which you can select the necessary records. See screenshot 02.
3. You can now see the selected records in the 'Customer No.' field as seen in screenshot 03.

01: The 'Customer No.' field.

02: The list of Customers you can select to add to the sales invoice for maintenance.

03: Customers added from the list shown in the field.