Generating invoice proposals for Service management

Generate

Click this to generate the invoice proposal. For more information, see Overview of invoice proposals.

Reset

Click this to clear your selections and return to the default settings.

Show invoices

Click this to view the invoice proposals for the division and due date of the invoice selected. For more information, see Viewing and generating invoice proposals for Service management.

Close

Click this to exit.

When an invoice proposal for a service activity is generated for a different customer and currency, the system will separate the invoice into two invoices. Thus, when the service activity is planned or approved, Exact Globe Next will use the currency of the account.

Once the invoice proposal has been generated and the Warranty check box is cleared, the price of the item will be checked in Exact Globe Next to determine whether the item has a price agreement and is using the original price. The new price will then be displayed in the hour or material line in Exact Synergy Enterprise whereby the price will be converted to the current exchange rate. The currency will be converted based on the following scenarios:

• The existing hour or material line has been changed.
• A material line or an hour line has been added.
• The Warranty check box for the hour or material line has been cleared.

If the invoice proposal for a service contract is generated, the currency of the service contract will be used. The account at Invoice account can be changed to another account with a different currency but the currency displayed will be based on the currency of the service contract. When the invoice proposal is generated, only the currency of the service contract will be displayed. The invoice that has been generated to Exact Globe Next will have the same currency as the invoice proposal.

Criteria section

Division

Type or select a division to generate the invoice proposals for the selected division. By default, the division you are in will be displayed. This is mandatory.

General section

Invoice due date

Type or select the invoice due date to generate the invoice proposals for the defined invoice due date. By default, the current system date is displayed. This is mandatory.

Contract

Type or select the range of contracts to generate the invoice proposals for this range of contracts.

Service request

Type or select the range of service requests to generate the invoice proposals for this range of service requests.

Account

Type or select the range of accounts to generate the invoice proposals for this range of accounts.

Contract type

Type or select the range of contract types to generate the invoice proposals for this range of contract types.

Cost center

Type or select the range of cost centers to generate the invoice proposals for this range of cost centers.

Origin

Select the Service request or Contract check box to generate the invoice proposals based on the origin.

Invoice proposal options

You can select any of the following invoice proposal options:

• Remove invoices - Select this option to remove all the invoices. By default, this option is selected.
• Keep all generated invoices - Select this option to retain all the invoice proposals, and to only generate the new invoice proposals.
• Keep only manually modified invoices - Select this option to retain all the invoice proposals that were manually adjusted.

Show section

Contracts: blocked for invoicing

Select this check box to display contracts that have been blocked for invoicing.

Contract lines: not selected for invoicing

Select this check box to display contract lines that have not been selected for invoicing.

Contracts: Not due for invoicing

Select this check box to display contracts that are not due for invoicing.

Contract status: quotation

Select this check box to display contracts with the quotation status.

Contracts / Activities: no invoice rates

Select this check box to display contracts and activities without any invoicing rate.

Activities: Rejected

Select this check box to display service activities with the rejected status.

Activities: Early invoicing

Select this check box to display service activities with the Open or Approved status.

Invoice per section

This section allows you to select the areas for which the invoices will be created. The generator looks at all the contracts and service activities in the right status and will divide the invoices based on the selection here.

Division

By default, this check box is selected. An invoice will be created per division.

Currency

By default, this check box is selected. An invoice will be created per currency.

Invoice account

By default, this check box is selected. An invoice will be created per invoice account.

Payment condition

Select this check box to create the invoice based on the payment condition. By default, this check box is selected. If this check box is not selected, the payment condition will not be updated in Exact Globe and by default, the payment condition will be linked to the debtor in Exact Globe. However, if this check box is selected, the invoices with the same payment condition, contract, and account will be grouped together, and the payment condition will be displayed in Exact Globe.

Different contracts have different payment conditions. If an invoice proposal is generated whereby the Service request check box at Origin under the General section is selected, the system will take the payment condition from the contract that has been linked to the configuration. For example, if a service request has configuration 1 linked to contract A (with payment condition 1) and configuration 2 linked to contract B (with payment condition 2), the service request will be split into two invoices with the same service request ID. If the Payment condition check box is selected, the invoices for the service request with the same payment condition and account will be grouped together, and the payment condition will be transferred to Exact Globe so that the invoice can be created with the payment condition in Exact Globe.

Origin

Select this check box to create invoices per type.   

Contract

Select this check box to create an invoice per contract. This is only enabled when the Origin check box has been selected.

Service request

Select this check box to create an invoice per request. This is only enabled when the Origin check box has been selected.