Field Ticket Billing

When this Field Ticket processing is activated in the Invoice Parameters, a Field Ticket# is required on every invoice.
On Account Field ticketed invoices do not post through the standard Daily Close 1.
Then this billing utility can be used to identify, approve, and compile charges to form a single invoice for the customer.
Billing the selected field tickets merges the invoices and immediately posts them into Batch status ready for Daily Close 2.

e.g. An Engineer does work at several jobs, generating multiple invoice/tickets that need to be billed as a single invoice with engineer’s signature

This Field Ticket requirement can be set in the Company Invoice Parameters.
Note: To use this processing, deposits cannot be used to partially pay an 'On Account' invoice, nor can an invoice be partly 'On Account' and partly paid by any other method.

Field Ticket processing exceptions:

• Batch cycle billing invoices created Cycle Billing are not assigned a field ticket and are posted through the standard Daily Close 1.
  If an interim billing requires a field ticket, generate the billing ticket using Cycle Bill a Single Contract.

• Cash invoices also require a field ticket# but cash invoices do not require approval as payment is already received.
  Cash invoices are posted through the standard Daily Close 1.

The prompts to bill Field Tickets are:

CUSTOMER TO BILL

Enter the customer number or select one from the Accounting Customer Search window.

Resulting List of Field Tickets
The list of outstanding field tickets for this customer display in Field Ticket# order, with the original Invoice#, Invoice Date, and Total.

Note: Field Tickets that are assigned by the software are prefixed with the letter 'C'.
The operator can over-type the Field Ticket# at the time it is created as required.

VIEW INVOICE

A window is provided on the View Invoice field to drill down to the invoice details as outlined in View Document Information.

APPROVED

Check the Approved box for invoices that are ready to be billed to the customer.
The Approval flag can also be set at the time the invoice was created.

Uncheck this box if the invoice has not been approved and is not ready to be billed.

BILL

Check the Bill box for invoices that are ready to be billed to the customer.
If multiple Field Ticket Invoices are to be billed, they will be merged into a single invoice and assigned a new invoice number that will be updated to Batch status.

Uncheck this box to leave the invoice unbilled in the Current status.

Finished?

Click ACCEPT to process the selection of invoices for this customer.

CONFIRMATION Screen

Select one of the following options:

• Select Return to Details to re-open the field ticket list to make further changes.
• Select Approve and Bill Field Tickets to process the field ticket invoices that have been checked to Bill merging them into one invoice for the customer, and posting that invoice to Batch to be included in the next Daily Close 2.
• Select Abort Approval and Billing to cancel any changes to the Approval flags or to the Bill flags, leaving the invoices in Current status.

FIELD TICKET BILLING INVOICE

The resulting invoice for the customer can be printed as outlined in Field Ticket Billing Invoice.
The invoice is moved to Batch.

ERRORS

If any errors are encountered in billing the selected Field Tickets, and Error report is generated that can be printed or exported to Excel.

Causes of errors include:

• INVOICE xxxxxx HAS NO FIELD TICKET - caused when the Field Ticket is missing on the "On Account" invoice.

  To fix the error, delete the invoice and re-enter it assigning a new Field Ticket#.

• INVOICE xxxxxx IN USE BY AAAAA - caused if the invoice is currently locked.

  To proceed with the billing, contact the user at the terminal identified in the error message, and request he exit the invoice.

• INVOICE xxxxxx IS NOT ON ACCOUNT - caused if the invoice is a Cash invoice that should be posted through the standard Daily Close.

  To fix the error, delete the invoice and re-enter it as a cash invoice to post through Daily Close 1.

• INVOICE xxxxxx HAS A DEPOSIT - caused if a deposits from a contracts was used to pay part of the invoice.

  Delete invoice with the refund deposit feature in Delete a Single Invoice and re-enter invoice fully On-Account.

• INVOICE xxxxxx HAS PAYMENT DETAILS - caused when the invoice is partially paid.
  e.g. Cash, Credit Card, etc.

  To fix the invoice, either change invoice to be fully paid in cash, or refund the payment and put it fully on Account.

• INVOICE xxxxxx DOES NOT USE ENHANCED TAXING - caused if the invoice was entered when Standard Taxing method was in use, and the method has since been changed to Enhanced Taxing.
  e.g. Invoice was created before turning Enhanced Taxing on

  To fix the error, switch taxing back to the method previously used for this invoice and process all ‘old’ invoices before once more switching taxes back to the new method.

• INVOICE xxxxxx USES ENHANCED TAXING - caused when tax methods are changed when invoices are not all posted. e.g. Invoice was created before turning enhanced taxing off

  To fix the error, switch taxing back to the method previously used for this invoice and process all ‘old’ invoices before once more switching taxes back to the new method.

• INVOICE xxxxxx TOTALS DO NOT MATCH DETAILS - caused when the invoice details are out of sync with the totals calculated.

  To fix the error, re-access the invoice in Miscellaneous Invoices to force the totals to be recalculated.

When a field ticketed invoice is created from a contract by billing a Cycle Bill a Single Contract or from a Rental Return, a comment with the date and ticket number is printed on contract.