Working with Billing Work Orders

Step-by-Step Guide: Managing Billable Work Orders

1. Specify Different Markups for Customers and Customer Groups

• Use Expense Markup Lines to create specific markups for Resources, Items, and Expenses.
• Assign markups to:
  • Individual Customers
  • Customer Price Groups
  • All Customers
• Set validity periods, product types, product numbers, and adjustment factors.
• The lowest adjustment factor is applied if multiple markups exist; otherwise, the default (1) is used.

2. Define Markups for Resources, Items, and Expenses

• In the 'Create Sales Invoice for Maintenance' dialog, select the Markup pricing type for Resources, Items, and Expenses.
• Enable 'Show Pricing Information' to include pricing details on the created document.
• Prices on sales order lines are calculated based on the markup; pricing info is added as comments if selected.
• Use 'Show Maintenance Details' to inspect the applied adjustment factor.

3. Mark Assets as Billable

• On the Asset Card, go to the 'Additional Information' tab.
• Enable the 'Billable' parameter and set 'Bill-to Customer No.' and 'Bill-to Customer Name'.
• All new work order plans for this asset will be marked as billable, and new work orders will inherit the customer no.

4. Control Billability of Work Order Plans and Work Orders

• Use the assist edit button next to the Billable field on the Asset Card to view and edit billability for related work order plans and work orders.
• Update billability using 'Set Plans Billable' and 'Set Plans Non-Billable' actions.
• Billable status and customer assignment can be changed on individual work orders as needed.

5. Default Customer on Asset Location

• Set a default customer for an asset location to automatically mark all assets in that location as billable.
• Changing the customer on the Asset Card updates related work orders.
• Useful for internal/external customers, service businesses, and rental scenarios.

6. Transfer Customer Assets

• When assets are transferred, specify a Bill-to Customer to invoice asset use.
• Asset Location Code tracks where the asset is located.
• Supports invoicing rental assets to different customers over time and tracking sold assets.

7. Marking Work Orders Billable

• Work Order Plans and Work Orders can be marked billable when hours, items, and expenses need to be invoiced.
• Customer No. on the Asset is used for new work orders; can be changed as needed.
• Billable status can be set by planners or technicians.

8. Planning Worksheet

• Specify billability and Bill-to Customer No. for work orders directly on the Planning Worksheet.

9. Reinvoice Maintenance Costs to Another Legal Entity

• Set up Sales Account No. in Maintenance Invoicing Setup to reinvoice costs (Items, Resources, Expenses) to another legal entity.

10. Creating the Maintenance Sales Order

The Create Maintenance Sales Invoices functionality allows you to generate sales orders for billable maintenance work orders. You can specify:

• From/To Date range to select work orders for invoicing
• Customer No. to invoice
• Posted Work Order No. (if invoicing specific completed work)
• Posting/Document Date for the sales order
• Grouping options to combine multiple work orders into one invoice
• Pricing method and adjustment factor (markup, price list, etc.)

Sales order lines will include maintenance details and calculated pricing. You can use the 'Set Billable/Non-Billable' action on Work Order Ledger Entries to control which entries are included in the invoice. Only billable work orders and lines are invoiced; non-billable entries are excluded.

This process streamlines invoicing for maintenance services, supports flexible pricing, and ensures accurate billing for customers based on actual work performed.

11. Create Sales Order Automatically

• Use 'Create Maintenance Invoice' to generate sales orders automatically for billable work.
• Set Work Order Lines to Billable/Non-Billable as needed.

12. Invoice Multiple Customers Simultaneously

• In 'Create Sales Invoice for Maintenance', select multiple customers for invoicing.
• Use the selection dialog to choose customers; all selected records appear in the 'Customer No.' field.