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Bill Charges

Bill Work Order Charges​

Purpose: To charge a customer for the current charges on a Work Order. An invoice will be created on the customer's account for the total amount billed.

This program makes the assumption that if you are billing a Work Order, you want to bill out all operations. Therefore, when you enter the Work Order number to be billed, the program will display all operations with a check mark (to be billed). You will have to un-check the operations that you don't want to bill.

 It is also important to remember that the Billing screen is meant just for billing. If you have to make a change to the operation, you will not be able to maintain the operation from this screen. If information is missing from any of your operations, for example, the GL account number for an Internal Operation, you will have to go close out of the Billing screen and DO NOT SAVE. Then open the Work Order with the Internal Operation on it and add the GL account to the appropriate operation.

From the menu select, Service Management, Billing/Closing, Bill Work Order Charges.

  • Work Order Id - Enter a Work Order ID if you are maintaining an open Work Order, or type in the customer's name, boat name, boat serial number or slip number preceded by a backslash "" to access a Work Order cross-reference list.
  • If there is not an end date on the billing charge, you will not be able to continue with the billing of the work order.
  • Create a List of Work Orders to Bill F7 can be used to bill multiple work orders out at the same time. A list can be created using the Report Generator. A snapshot of the grid to enter in a list of work orders is shown below:
  • Work Order List – Enter a List Name that includes all the Work Orders to be billed. For a listing of List Names, press the F6 Key or List F6 from the Command Panel. To enter individual work orders, skip to the Work Order column.
  • Work Order – Enter in the work order number to be billed.
  • Billed – The Billed prompt is used to show the billing progress. Since the billing process can take time, the user can see which work orders have been billed; indicated by a checkmark and which ones are waiting to be billed.
  • Update – Press the Update button from the Command Panel to begin the billing process.

5 Billing​

  • Statement Description- The cursor will default to the statement description window after you enter in the work order id. If you would like to have additional comments print on your layout, enter them here. Otherwise, this field can be skipped.
  • Bill To Address- The Bill To Address will default from the customer’s file. This information can be overwritten if necessary. Overriding the Bill To Address in the billing screen will not update the customer’s file.
  • Billing Date- The Billing Date will default to the current system date.
  • Bill as % of Completion- Works in conjunction with estimates. If a work order is flagged to bill as a percentage of completion, then for every type of charge the system will look at the estimate for each matching operation (there might be operations on an estimate that aren’t on the W/O) and add up the total real costs incurred thus far and bill the customer the corresponding percentage of anticipated revenue. If there are operations on the work order that are not on the estimate then they must be billed in the manner that they are built. (i.e. T&M or Flat Rate). Once a work order has achieved 100% billing then the only way to continue gaining revenue would be to increase the estimate.
  • Close Work Order- If all the operations are going to be billed out at the same time on the work order and the work order is complete, you can check off the box to close the work order. Once this box has been checked, the current system date defaults in the Completion Date field.
  • The Completion Date can be modified. You cannot make the completion date greater than the current system date or less than the date the Work Order was initiated. If all the Operations have not been entirely billed out (i.e Progress Billing), the Close Work Order prompt will be grayed out. You will not be able to close a work order until everything has been billed.

Note: When an Operation is closed, if there are parts allocated for this operation that have not yet been entered on to the operation, the parts will be marked as "unallocated".

  • Opcode Search- If you want to find a specific opcode in the list of operations to bill, you can enter in the operation code and press Next. The system will focus on the opcode by placing an arrow in the column to the left of the operation. The system can only search on valid opcodes from your Opcode file. Therefore, you cannot search for miscellaneous "999" opcodes.

--Charges--​

  • The charges from the operations that have been selected for billing will show up in the Charges section. If no operations have been selected for billing, the amounts will be $00.00.
  • Amount to Bill- This is the total amount of charges from the operations selected.
  • Environmental- If you have turned on the Environmental Fee in the Service Parameters, then the amount will be calculated automatically. The Environmental Fees can be maintained at the Operation level. If you have forgotten to add the fee, you must go back to the operation and add it there.
  • Other- If you have turned on the Other Charges fee in the Service Parameters, then the amount will be calculated automatically. The Other Fees can be maintained at the Operation level. If you have forgotten to add the fee, you must go back to the operation and add it there.
  • Parts Discount- Discounts can be maintained at the Operation level. If you want to add a Parts discount that applies to the whole work order, enter it here. The amount can be a fixed dollar or percentage amount.
  • Labor Discount- Discounts can be maintained at the Operation level. If you want to add a Labor discount that applies to the whole work order, enter it here. The amount can be a fixed dollar or percentage amount.
  • Sublet Discount- Discounts can be maintained at the Operation level. If you want to add a Sublet discount that applies to the whole work order, enter it here. The amount can be a fixed dollar or percentage amount.
  • Sales Tax- The Sales Tax will be calculated automatically based off of the Tax Schema entered on the work order. To view a detail of the taxes, press the Sales Tax button. The Sales Tax field cannot be maintained. To make corrections to the Sales Tax, you will have to go back and review the Tax Schema.
  • Total Amount to Bill- This is the amount the customer will get billed to their account; including all other charges and taxes.

--Operations--​

  • To change the Status of an operation from Open to Closed, click in the Status column of the operation you want to close (an arrow will appear). Click on the arrow to get a drop down menu. Select Closed if you want to close just this operation. Remember: If you close the work order and enter a completion date, all your operations will be marked Closed automatically.
  • Clicking on the column header can change the sort order by which you view your operations. For example, maybe you want to view all the operations in numerical order. By clicking on the Opcode column header, the sort order will change to an ascending or descending order.
  • Use the scroll bar at the bottom of the screen to view all the columns in the Operation table.
  • The Select All button will select all the operations for billing.
  • The Unselect All button will de-select all the operations for billing.
  • The GL Distribution can be reviewed at anytime prior to billing by pressing the GL Distribution button. The GL must balance before it will bill and post to the customer’s account. If the JT’s don’t balance, you will receive an error message. The GL Distribution cannot be maintained in the billing screen.

--Billing a Warranty Operation--​

  • Select the Warranty Operation(s) you want to bill out by putting a check mark in the bill column. The system will automatically default the responsibility of all charges to the warranty vendor (shown in Vendor Amt field). If charges need to be distributed to the customer’s account, adjust the Warranty Vendor’s amount in the Vendor Amount column. The difference will default in the Customer’s Amount column.
  • Verify the Warranty Customer you are billing is correct. If you do not have the correct Warranty Customer on the Operation, you will need to exit out of the billing screen and change the customer on the operation level.
  • Warranty Labor Rates - If the labor rates are not calculating correctly, verify through the Labor hierarchy below that you have set up the warranty rates accordingly:
  • The system first looks for warranty rates based upon the opcode level warranty customer. If the warranty customer has vendor-warranty rates set up, it will first match based on the boat year.
  • If this information is not found, it will take the most recent warranty rate year found in the table from the vendor file (if available).
  • Next, the system will look for the warranty rates based off of the warranty customer entered in the Work Order Maintenance header information section. If the information is missing from the vendor file, then go to step 3.
  • If the warranty rates are not found in steps 1 or 2, then the system will look at the warranty rates on the Technician File. The technician file does not match on boat year at all.
  • If the warranty labor rates are not found in steps 1-3, it will then use the retail labor rate on the Technician File as the default

--Billing an Internal Operation--​

  • The system will use the default GL Account that was entered on the Internal Operation to expense out the charges. If the account is incorrect, you will have to make the change at the Operational level.
  • Select the Internal Operation by putting a check mark in the Bill column.
  • To view the GL expense account that was entered for the Internal Operation, press the GL Distribution button at the bottom right hand corner of the window. This is a read only window. Changes can be made at the operation level

--Billing Prep or Rigging Operations--​

  • Select the Prep or Rigging Operations you want to bill out by putting a check mark in the Bill column.
  • Verify that the correct boat/motor/trailer has been selected in the Boat Information section of Work Order Maintenance. This is important if you want the costs for rigging Work Orders, to update the inventoried cost of the boat, motor, or trailer being rigged. For prep Work Orders, the prep cost gets updated.
  • If changes need to be made, exit out of the Billing menu and go into Work Order Maintenance and Opcode Overrides.

--Special Orders Inquiry--​

  • To inquire on Special Orders for the work order you are billing out, press the Special Orders link from the Command Panel. This is a read-only window. Any changes need to be made through the operation level.
  • If there are any remaining ‘Open’ Special Orders at the time of Billing, you will receive a message indicating which special orders have not been received or have not been received completely (have not been delivered). Note: The system will let you continue with the billing process if you have open special orders on your work orders.

--Billing Summary--​

  • A Billing Summary will summarize all the charges that have been billed for the work order selected. This is a read-only window. To view the Billing Summary, press the Billing Summary link from the Command Panel.

--Completing the Billing Process/Saving and Printing--​

  • When you are ready to bill out the charges from the work order, you can either select Bill Charges/Save button from the Command Panel or Bill Charges/Print button from the Command Panel. If you select Bill Charges/Save, the charges from the work order will get billed to the customer’s account. Refer to the section on Receive Payment to learn how to take money from the customer so they do not have an A/R Balance. If you select Bill Charges/Print, the system will bill the charges along with opening the work order print form. The invoice that prints is the default layout selected from the Service Parameters. This layout can be changed at the time of printing.
  • Important: If you want to exit the billing screen without billing customer, click the clear, cancel or close icon from the command panel. You will be asked if you want to discard the current bill. Answer yes to leave the billing area without billing. An answer of no will keep you in the billing screen.

Work Order Billing Command Panel​

  • Bill Charges/Save - If you select Bill Charges/Save, the charges from the work order will get billed to the customer’s account
  • Bill Charges/ Print – If you select Bill Charges/Print, the system will bill the charges along with opening the work order print form. The invoice that prints is the default layout selected from the Service Parameters. This layout can be changed at the time of printing.
  • Update Project Info – If you select the Update Project Info button, any project tasks on the work order get updated.

In addition to the Icons, there are also links that allow you to inquire or apply information to the billing. The following links are currently active while in the billing screen:

  • Special Orders – Click on this link to view the Special Orders for this work order.
  • Billing Summary – Click on this link to view the operations that have been billed out on this work order.
  • Apply Deposits – Click on this link to apply deposits to the work order. The user may apply all or partial or none, Refund all or partial or none, or Forfeit all or partial or none.
  • View Deposits – Click on this link to view deposit information including the deposit amount, amount applied, amount refunded, amount forfeited and the Deposit JT.
  • Change WO Loc. – Click on this link if you want to change the location of the current work order from the current location to a new location.

For example, let’s say you have work order 501123 in Location 1. You want to be able to open it in Location 2. Click on the Change WO Location link, and select the new location (Location 2). When you close out of Service and log into Location 2, the work order 501123 will be in that location. Note: Once the location of the work order has been changed, it will no longer be maintainable from the previous location.