Invoicing a Contract

To invoice a contract, follow these steps:

1. Run the Service Contracts to be Invoiced Report to review which contracts are ready to be invoiced. Follow the steps in Running the Contracts to be Invoiced Report.

   Only contracts with a Billed Thru date earlier than the Contracts to be Renewed Before date are included on the report. For fixed contracts, the Billed Thru date on the contract header is used. For calculated contracts, the Billed Thru date on each contract line is used.

2. Run the Service Contract Invoicing utility for the contracts that are ready.

To run contract invoicing:

1. Open the Service Contract Invoicing form.
2. Specify this information:

   Contracts To Be Renewed Before

   Select the same Contracts To Be Renewed Before date as you used on the report.

   Invoice Date

   Select the date to use for invoicing.

   Print Fixed Contract Lines

   Select this check box to include fixed contract lines in the output.

   Translate to Domestic Currency

   Select this check box to translate the currency to the domestic amount on the output.

   Print Euro Total

   Select this check box to print the total in both the Euro currency and the transaction currency.

   Use Profile

   Select this check box to use the associated vendor or customer document profile, if one exists.

   Print Zero Balance Contracts

   Select this check box to include a contract even if the contract balance is zero.

   Summarize Line Periods

   Select this check box to print a billing summary for the contract line instead of printing multiple lines. For example, if the contract is $10/month, billed monthly, and you are performing an invoice for three months, select this check box to print $30 instead of three lines showing $10 each.

   Include Rental Contracts

   Select this check box to include rental contracts in the invoice.

   Include Service Contracts

   Select this check box to display only one invoice line per contract line, even if multiple billing periods are due to be invoiced. That one line is a summation of all the periods.

3. In the Include Billing Frequencies section, use the check boxes to select the billing frequencies to include in the utility.
4. In the Note Types section, use the check boxes to select the notes to include in the output.
5. For these fields, select the range of values to include in the process:
   • Contract
   • Line
   • Service Type
   • Customer
6. Specify these reprint options:

   Invoice

   Select the range of invoice numbers to include.

   Invoice Date

   Select the range of invoice dates to include.

• Align Form: Select this option to print a form alignment to ensure that the output prints correctly.
• Print Invoices: Select this option to print the invoiced output.
7. Click Process to run the utility and complete invoicing.

Click Reprint to print the data without any updates or to reprint the invoice.

After running the utility, an A/R invoice record is created. Use the A/R Payment Posting form to update the customer balance.

Related Topics

About SyteLine Service

Using Contracts to Track Maintenance Agreements for Customers

Running the Contracts to be Invoiced Report

Multi-Lingual Invoice Support