Prepare Billings

The Billing process is where the Delivery Tickets are generated and jobs are prepared for invoicing. The delivery ticket is similar to a packing list. Once a job is ready to be shipped, a delivery ticket is created and printed. Typically, once the delivery ticket is returned from the customer, an invoice is printed and posted.

Use the Prepare Billings function to prepare billings for a group of approved jobs that are open. After you have prepared billings, use the Print Delivery Tickets function to print delivery tickets, or use the Print Invoices function to print invoices.

  1. Use the Data Filter to select the range of filtering options or leave the filter blank to include all available data.
  2. Select a batch code from the Billing Batch Code drop-down list. The selected jobs will be added to the batch.
  3. Select a Cost Thru Date, if applicable. This will return only job transaction detail records that are earlier than or equal to the selected date. Only costs through this date will be move from WIP to COGS.
  4. Mark the Hold check box if you want to put the job transactions to be prepared on hold.
  5. Enter any comments into the Comment box.
  6. Click the Apply Filter button to populate the grid.
  7. Select the jobs you wish to prepare by marking the Select check box. Clear the Select check box if you do not want to prepare billings for the job. Use the Select All button or Unselect All button to mark all check boxes or clear all check boxes, respectively.
    • If billing has already been prepared for a selected job, a message will appear: "Billing has already been prepared for this job. Continuing would create a new invoice. Delete in Edit Billings and re-Prepare if you want a consolidated invoice." If you want to create a new invoice for the job, leave the job selected and continue preparing the billings. Otherwise, delete the billing record for the job using the Edit Billings function.
    • To view linked jobs, click the plus (+) next to the Select check box for the job transaction that is the parent of the linked job.
    • If the Sold To customer is different than the Bill To customer, the terms, taxable, and tax group values from the Bill To customer will be used.
  8. Verify the Final Billing check box is either marked or clear, as required. If you are billing from the Estimate, the check box will be marked by default; otherwise, the check box will be clear by default.
  9. Click the Prepare button, on the toolbar, to prepare billings.
  10. Click a command button to
    11. Select To
    Prepare Prepare billings for the job numbers you selected.
    Activity Open the Activity Log dialog box where you can view information about previous actions, including run time, user ID, and comments, as well as internal sequence numbers and run IDs.
    Reset Set all fields to their default values.
    Select All Select all jobs.
    Unselect All Unselect all jobs.
    Preview See a preview of the job listing.