Monthly Service Invoice Creation

Monthly Service Invoice Creation

Service Invoices are invoices relating to Contracts. These can be run and created at any time individually for each system, for a range of systems or they can be generated in one process for all systems. To generate  service invoices complete the following:

A: To process for all systems in one process.
B: To process for one system or a range of systems.


A:To Create Service Invoices for all systems (in one process) complete the following steps: Open the Service Contracts  Main Menu Modules - Service Invoices
  1. Click on Service Invoices icon to start the process
  2. Select the date range that you wish for contracts to be scanned  - this will filter on contract start dates ( identifying invoices not yet raised).
  3. Enter the Month up to which you want to generate invoices.
  4. Enter the date that you wish displayed on the invoices ( this is the date that is used during accounts interface)
Before starting the process of invoice creation , it is recommended that you note the highest service invoice number in order that you can reconcile those created or re-run the process after deleting a number or making contract adjustments.


A:To Create Service Invoices for one or a range of  systems open the Installations or Renewal Manager Module then complete the following steps:

  1. Select one or a range of installations, right mouse click on them  then select  Invoice - Create All Invoice Only
  2. Select the date range that you wish for contracts to be scanned  - this will filter on contract start dates ( identifying invoices not yet raised).
  3. Enter the Month up to which you want to generate invoices.
  4. Enter the date that you wish displayed on the invoices ( this is the date that is used during accounts interface)


NB - Any installation marked as inactive is excluded from invoice creation and any contract where the Create Invoice During Service Invoice Creation is turned off is excluded.
In the Renewal Manager , care should be taken to deal with each of Never Expiring Contracts and those with an Expiry Date if you have both.

If you are unhappy with a service invoice for any reason, right mouse click  on it , then select Delete invoice ( in the Service Invoice module) . Edit the contract to correct any issue then re-run the creation process.

A tip to  make this always find any/all invoices not raised is to to set the from all contract from to ticked and to select the very earliest time you have generated a contract (2019 for instance). This will increase the scan time for all contracts but will raise all and any invoices not previously raised with the exceptions above - those listed as inactive or those where the Create Invoice During Service Invoice Creation is switched off.


To set the Create Invoice Flag ( for inclusion in the invoice scan) , this can be achieved as follows
1. Individual contract level (remembering that one installation can have many contracts) or
2. At installation system level which will switch the flags for all contracts on that specific installation

1. Individual contract level 
Set the Create Invoice Flag at individual contract level ( remembering one system can have many contracts across a period of time).
This is achieved in the Edit screen of any contract inside the Invoice Tab


2. At Installation System Level
Set the Create Invoice Flag at system level ( remembering one system can have many contracts across a period of time).
This is achieved in the Installations or Renewal Manager screen by highlighting and right mouse clicking on the selection.



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