Work Order Invoices

Use this function to maintain your Work Order invoice information from the repair vendors.

1. To maintain a Work Order invoice from a repair vendor, select the Work Order Invoicing option from the Work Order Options menu.

   Figure 19-36 Work Order Options Menu - Work Order Receiving

   
   

   

   
   

2. The system prompts for the invoicing location. Enter the search criteria to find the location and select Process to continue.

   Figure 19-37 Invoicing Location Search Form

   
   

   

   
   

   Note:

   To see a list of all service locations, leave the fields blank and press Enter.

3. If more than one service location matches the search criteria you entered, the system displays a list of service locations. Use the up and down arrow keys to select a service location from the list and select Process to continue.

4. Enter the required information as found on the invoice from the service vendor and select Process to continue.

   Figure 19-38 Invoice Information Entry Form

   
   

   

   
   

5. The system prompts you to select Work Order accounts for this invoice. Select the account(s) from the list and press Enter to continue.

   Figure 19-39 Work Order Accounts

   
   

   

   
   

   Note:

   You may select multiple accounts. Use the up and down arrow keys to navigate through the list and press the spacebar on each account you want to select.

6. The system prompts for the cost of each Work Order on this invoice. Enter the information for each General Ledger # (or other information determined by your store's policy) and select Save Invoice to save the data.

   Figure 19-40 Work Order Cost Screen

   
   

   

   
   

   The system displays a running total at the bottom of the screen as you enter the costs for each Work Order.

7. To add a fee, select Add Misc Fee.

8. The system verifies that the amounts you entered match the amount due for this invoice:

   • If the amounts do not match, the system displays a message indicating the amounts do not balance and you must re-enter the invoice Work Order costs. Press Enter to acknowledge the prompt.

     Figure 19-41 Amount Due Out of Balance Message

     
     

     

     
     

   • When the Work Order account amounts you entered match the invoice amount, the system displays a prompt indicating the invoice data has been saved. Press Enter to acknowledge the prompt.

     Figure 19-42 Invoice Information Saved Prompt

     
     

     

     
     

     The system prints an invoice report for your records.

Viewing Work Order Invoice History

Use this function to view information about completed Work Order invoices.

1. To view Work Order invoice history, select the Work Order Invoice History option from the Work Order Options menu.

   Figure 19-43 Work Order Options Menu - Work Order Invoice History Option

   
   

   

   
   

2. The system prompts for the invoicing location. Enter the search criteria to find the location and select Process to continue.

   Figure 19-44 Invoicing Location Search Form

   
   

   

   
   

   Note:

   To see a list of all service locations, leave the fields blank and press Enter.

3. If more than one service location matches the search criteria you entered, the system displays a list of service locations. Use the up and down arrow keys to select a service location from the list and select Process to continue.

4. Select the invoice you want to view for the selected service location and press Enter to continue.

   Figure 19-45 Service Location Invoices

   
   

   

   
   

5. The system displays the invoice detail:

   Figure 19-46 Invoice Line Detail

   
   

   

   
   

   • Press Enter to close the invoice detail form and return to the Work Order Options Menu.

   • Select Print Invoice to print the invoice on the report printer.

     Figure 19-47 Printed Invoice Example