Work orders, tickets, and sales orders copied to bill batches
When you prepare a bill batch, you can specify that all billable work orders, tickets, and sales orders are copied to the bill batch. You also can select specific billable work orders, tickets, or sales orders to be copied to the bill batch.
You use the Copy WOs, Tickets, and SOs options in the Customer Billing application to copy all billable work orders, tickets, and sales orders to a bill batch.
If you do not want to bill all of the work orders, tickets, and sales orders on one bill batch, you can use Select Work Orders, Select Tickets, or Select Sales Orders options. Then you can select the individual items to be included on a bill batch. For example, you have a bill batch for project work that includes work orders for that project. You can have a separate bill batch for work orders or tickets that are not related to the project.
Selecting work orders for a bill batch
In the Select Work Orders window, you can specify a work order, activity, change, or release number. Alternatively, you can indicate that all of one of the types of work orders are to be billed.
A work order is considered billable if it meets any one of the following conditions:
- The work order associated with the agreement
- Has the status specified in the billing options
- Was completed on or before the bill end date
- Contains no unapproved labor transactions
- The work order was billed in a previous bill batch, but new approved transactions are added to the work order.
- The work order is linked to a price schedule that has Bill
Approved Work selected. This options means that partial
billing is allowed for the price schedule. In this case, unbilled,
approved transactions are billed.
You can select transactions on approved work orders for the bill batch based on financial period. In this case, you specify the financial period for the bill batch. Then, the bill batch includes work order transactions if the financial period on the transactions is earlier than or equal to the financial period specified.
If transactions are added to a work order that is in the current bill batch, the transactions are added to the existing bill line. The bill line totals and work order price totals are updated.
If transactions are added to a work order that was billed, the added transactions are billed in a subsequent bill batch.
Selecting tickets for a bill batch
In the Select Tickets window, you can specify a service request, incident, or problem number for inclusion on the bill batch. You can also indicate that all of one of the types of tickets are to be billed. To be included, the tickets must be completed on or before the bill batch end bill date.
- It is associated with the agreement
- It is in the status specified in the billing options
- It was completed on or before the bill end date
- It contains no unapproved labor transactions
Selecting sales orders for a bill batch
In the Select Sales Orders window, you can specify a sales order number or indicate that all sales orders are to be billed. To be included, the sales orders must be completed on or before the bill batch end bill date.
A sales order is considered billable if it meets all the following criteria:
- It is associated with the agreement
- It is in the status specified in the billing options
- It was completed on or before the bill end date
Example of a separate weekly bill batch for project work
Blackacre, Inc. is a facilities management company that provides building and office maintenance services, including custodial services and minor repairs. Blackacre Inc. also manages medium-size to large-size construction projects.Many of the projects are tracked with a single work order for all of the work on the project. The work order is kept open for the entire project. The customer is billed every week for the labor, materials, services, tools, and fees that are recorded for the project that week. The customer is billed on one bill batch for project related work. This bill batch is separate to the bill batch used to bill the customer for non-project related work orders, tickets, and sales orders.
The billing administrator creates two bill batches for this customer. The first contains only the project work order. After that bill batch is moved to the BILLED status, the second bill batch includes all other work orders, tickets, and sales orders linked to the customer agreement.