Work Order Billing Basics

The Work Order Billing program allows you to close a Work Order and/or an operation. If this is the final billing of the Work Order, you can check the Close Work Order box to close all operations on the Work Order and enter a completion date, thereby by-passing the need to run the Close Work Order program.

Progress Billing

Progress billing is used to generate a customer invoice for the existing charges on a Work Order. For example, you may want to collect payment for work completed on a Work Order even though additional work remains to be done. The Work Order Billing process allows you to generate multiple invoices for one Work Order. If you run the billing process more than once for the same Work Order, the most recent billing will only include charges added since the last billing.

Progress billing allows you to bill one, a list, or ALL of your open Work Orders at month end to more evenly match your revenue with expenses. Note: An Assembly work order cannot be progress billed.

Billing Warranty Work Orders

The billing process allows you to dictate at the operation level who is responsible for Warranty Work Order charges, the customer or the warranty vendor. The system will automatically default the responsibility of all charges to the warranty vendor; you can however, display and override the warranty vendor on the warranty operation.

Billing Internal Work Orders

Internal Work Orders can be expensed at the operation level to any account you desire at the time you enter in the Internal Operation. If the GL account is missing at the time of billing, you will have to exit out of Billing and maintain the GL account in the operation.

Billing Prep and Rigging Work Orders

For Rigging Work Orders, the billing program will update the inventoried cost of the boat, motor, or trailer being rigged. For prep Work Orders, the prep cost is updated.

Billing Assembly Work Orders

When an Assembly work order is billed out, the parts and labor that were added to the operation will update the cost of the Part being built in the work order.

Bill as a %

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.

Identify Users

The Service Writers along with the Service Manager will most likely be the ones billing out the work orders. In some instances, the customer may take their invoice to an Accounts Receivable clerk to render payment for the work completed on their boat, motor or trailer.

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