Accounts Receivable Invoicing

Transcription

Table Of Contents
Invoicing ............................................................................................ 3
Objectives ........................................................................................................................... 3
Introduction to Invoices ................................................................................ 4
Quick Entry ......................................................................................................................... 4
Cost Plus ............................................................................................................................ 4
Introduction to Invoices Key Items to Remember............................................................... 4
Invoice Manager ............................................................................................ 5
Finding Invoices Using the Invoice Manager...................................................................... 5
Filter Indicators ................................................................................................................... 5
Search Fields ...................................................................................................................... 6
Invoice Manager Control Menu Features ........................................................................... 7
Printing Invoices ................................................................................................................. 9
Changing the Company Information Printed on the Invoice ............................................... 9
Invoice Manager Key Items to Remember ....................................................................... 10
Creating Quick Entry Invoices.................................................................... 11
Changing an Invoice Number ........................................................................................... 11
Creating a Quick Entry Invoice using General PriceBook Codes .................................... 12
Creating an Invoice with General Codes .......................................................................... 12
Creating a Quick Entry Invoice using Detailed PriceBook Codes .................................... 14
Adding an “As-Task” Item to the Invoice .......................................................................... 15
Adding Sales Tax ............................................................................................................. 16
Adding and Modifying Line Types .................................................................................... 17
Additional Scorecard Information ..................................................................................... 19
Invoice Adjustments ......................................................................................................... 19
Creating Quick Entry Invoices Key Items to Remember .................................................. 20
Applying a Discount .................................................................................... 21
Discount Types ................................................................................................................. 21
Applying a Discounts to Individual Line Items .................................................................. 22
Apply Discounts to the Invoice Total ................................................................................ 23
Applying a Discount Key Items to Remember .................................................................. 24
Applying Payments ..................................................................................... 25
Applying Payments to an Invoice ..................................................................................... 25
Applying Payments Key Items to Remember ................................................................... 26
Entering Costs on an Invoice ..................................................................... 27
Adding Cost Information to an Invoice ............................................................................. 27
Adding Cost Itemization .................................................................................................... 28
Editing Cost Itemization .................................................................................................... 30
Deleting Cost Itemization .................................................................................................. 30
Importing Timecard Entries .............................................................................................. 30
Entering Costs on an Invoice Key Items to Remember ................................................... 32
Cost Plus Invoices ....................................................................................... 32
Creating a Cost Plus Invoice ............................................................................................ 32
Cost Plus Invoices Key Items to Remember .................................................................... 33
Creating Multiple Invoices .......................................................................... 34
Adding an Additional Invoice to a Job .............................................................................. 34
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Creating Multiple Invoices Key Items to Remember ........................................................ 34
Invoice Tracking .......................................................................................... 35
Invoice Tracking Manager ................................................................................................ 35
Tracking Invoices .............................................................................................................. 37
Equipment .................................................................................................... 41
Viewing Equipment Information ........................................................................................ 41
Equipment History ............................................................................................................ 42
Adding New Equipment To a Service Location ................................................................ 43
Relating an Invoice Line Item to a Specific Piece of Equipment ...................................... 44
Equipment Key Items to Remember ................................................................................ 45
Warranties .................................................................................................... 45
Adding a Warranty to a Piece of Equipment .................................................................... 46
Warranty Reserve ............................................................................................................. 47
Adding Warranty Reserve to an In-House Warranty ........................................................ 48
Charging a Repair to an In-House Warranty .................................................................... 49
Charging a Repair to a 3rd Party Warranty ...................................................................... 50
Warranties Key Items to Remember ................................................................................ 50
Charging an Invoice to an Agreement .............................................................................. 51
Counter Sales Invoices ............................................................................... 51
Counter Sale Setup .......................................................................................................... 51
Assigning Counter Sale User Rights ................................................................................ 51
Setting the default counter sale cash box ........................................................................ 52
Creating A Generic Counter Sale Customer Account ...................................................... 53
Counter Sale General Ledger Setup ................................................................................ 55
Using counter sales .......................................................................................................... 56
Creating a Counter Sale Invoice ...................................................................................... 56
Accessing the Counter Sales Customer ........................................................................... 58
Counter Sale Reports ....................................................................................................... 58
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Invoicing
Objectives
After completing this unit the students will:

Know the differences between the two ways SuccessWare21 users create
invoices.
-
Quick Entry
-
Cost Plus

Know how to use the INVOICE MANAGER.

Be able to create a Quick Entry invoice.

Be able to apply discounts to an invoice.

Be able to apply a payment to an invoice.

Be able to enter costs on an invoice.

Be able to create a Cost Plus invoice.

Be able to enter multiple invoices for a job.

Be able to add equipment to a customer’s record.

Be able to add warranty information to a piece of equipment.

Be able to charge invoice line items to a warranty

Be able to charge invoice line items to a service agreement
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INTRODUCTION TO INVOICES
SuccessWare21 allows you to create Accounts Receivable and Accounts Payable
invoices electronically. This unit will concentrate on Accounts Receivable invoices.
Accounts Payable invoices will be covered in a later lesson.
Accounts Receivable invoices allow the user to create and track detailed bills for
customers, as well as track cost information for work performed.
SuccessWare21 has includes two methods of creating invoices; Quick Entry and Cost
Plus. In essence, they are as follows:
Quick Entry
A Quick Entry invoice is the default type created. It allows you to perform basic
invoicing and is the method you will use most often. Quick Entry is used to create both
flatrate and time and material invoices as well as job quotes. Items are added to a Quick
Entry invoice by selecting their PriceBook codes and entering them as line items. The
Item's description and price will automatically be entered in the invoice based upon the
values you entered when setting up the PriceBook. Quick Entry invoices also allow you
to enter cost information for the Parts, Labor and Miscellaneous Items used on the job so
that you can track margins as well as inventory.
Cost Plus
Cost plus invoices are typically used for large commercial jobs. As with Quick Entry
invoices, items from the PriceBook are added to the invoice, however, instead of adding
them as Sale items they are entered through the costing screens of the invoice. These
items appear at cost (as specified manually or based upon their PriceBook cost) and then
manually, item-by-item are assigned a markup multiplier. Each item is marked up
individually and then will appear in the Sale portion of the invoice at its calculated selling
price.
Introduction to Invoices Key Items to Remember
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
SuccessWare21 allows you to create Quick Entry and Cost Plus Invoices.

Cost detail information can be added to Task Items in the invoice.

PriceBook Items are used as line items on both types of invoices.
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INVOICE MANAGER
The INVOICE MANAGER screen allows you to find, open and print invoices, as well as
open associated tasks.
The INVOICE MANAGER can be opened by:

Selecting the Invoice Manager icon from the SuccessWare21 toolbar.

Selecting the 21 Icon, clicking Customer Service and then clicking Invoice
Manager.
Finding Invoices Using the Invoice Manager
The INVOICE MANAGER allows you to find invoices in the system by filtering or limiting
the displayed invoices to those that meet a specified criterion.
Filter Indicators
The Filter indicators in the INVOICE MANAGER window allow you to limit the displayed
invoices to those that meet a specific criterion by double-clicking on the filter indicator.
When a particular indicator has been chosen it will appear illuminated.
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Your choice of filters is as follows:
Filter
Not Printed
Description
Lists invoices marked as "Don't Print" when
posted. and that still have not been printed.
Once an invoice is printed, the invoice's
"Printed" flag is selected and the invoice will
no longer appear in this list.
Post
Lists invoices that are associated with
completed jobs that have not yet been posted.
Next Batch
Lists invoices that have been marked as “print
later” and have not yet been printed.
Last Batch
Lists the last batch of invoices that were
printed in the previous batch in the Next
Batch view.
Adjusting
Lists invoices that were previously posted but
are currently in adjust mode.
Search Fields
The INVOICE MANAGER search fields allow you to find invoices based upon the date
range during which an invoice was created, or printed, or by entering a specific invoice or
job number.
Your choice of search criteria is as follows:
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Search Options
Description
Printed
Lists invoices that were printed within a range
of dates.
Range
Lists invoices that were created within a range
of dates.
Search
Searches for invoices by either invoice number
or job number.
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Invoice Manager Control Menu Features
By right-clicking in the results grid of the INVOICE MANAGER window you will be
presented with a control menu, making a number of additional options available to you.
Your choice of control menu items is as follows:
Control Menu Items
Description
Print Selected
Prints the currently selected invoice.
Preview Selected
Displays the current selected invoice in print
preview.
Open Invoice
Opens the currently selected invoice.
TIP: An invoice can be opened from any screen with a job selected by pressing
the F10 Key.
Open Job (or Project)
Opens the job or project associated with the
currently selected invoice.
Job Summary
Opens the JOB SUMMARY form for the selected
invoice.
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Control Menu Items
Description
List
Allows you to choose the filters shown at the
top of the INVOICE MANAGER.
Report
Generates a report of all displayed invoices.
Grid Report
Generates list of all displayed invoices in a
table format. You will have options to decide
what columns you wish to see as well as how
you want to sort and group the results.
Marketing List
Creates an exportable list of location and
billing account information for displayed
invoices.
Check for Incorrectly
Posted Invoices
When charging to warranty, if the item
number was changed after charge to warranty
was set, the line would post the the item's
saletype's g/l account instead of warranty
reserve credits. This utility will find invoices
with this problem and open a tool which will
allow you to correct the incorrectly posted
items.
Invoice Tracking
This option will open the Invoice Tracking
tool which allows you to track pre-printed
invoices that have been distributed to your
technicians.
Void Pre-GL Invoices
Voids any invoices entered before General
Ledger activation as Voided.
Flag Pre-GL Invoices
Flags any invoices entered before General
Ledger activation as Posted. This will have no
effect on the General Ledger, but will prevent
the invoices from showing up as Unposted,
while allowing you to retain them as historical
invoices.
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Printing Invoices
Invoices can be printed individually or as a batch in the INVOICE MANAGER. Information
related to the job printed on the invoice will depend upon whether a summary or detail
invoice was chosen at the time the invoice was created. Company information and static
text on your invoices can also be changed.
Printing a Batch of Invoices
1. To print a batch of invoices, double-click on Next batch to display the list of
invoices to be printed.
2. Right-click in the list of invoices and choose Print Batch or press Ctrl+B.
Printing an Individual Invoice
1. Right-click on the invoice you want to print.
2. Select Print selected.
Changing the Company Information Printed on the Invoice
The company information and notes that print on your invoices are created and edited in
the COMPANY SETUP screen.
1. Click on the 21 Icon
on Company.
, click on Setup from the MAIN MENU, and then click
2. Select the INVOICES/STATEMENTS/ACCOUNT REGISTER tab.
3. Click Edit.
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4. Make any changes that you want to apply to your invoices.
5. When finished click on Save and then Close.
Invoice Manager Key Items to Remember
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
Invoices can be opened through the INVOICE MANAGER or by pressing
F10 from any screen with a job selected.

Invoices can be filtered and/or searched for in the INVOICE MANAGER.

Invoices can be printed and/or previewed from the INVOICE MANAGER.

Entering COMPANY SETUP and selecting the
INVOICE/STATEMENT/ACCOUNT REGISTER tab will allow you to
change the company information and notes that appear on all of your printed
invoices.
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CREATING QUICK ENTRY INVOICES
For basic invoicing you will use the Quick Entry method of billing. The Quick Entry
method allows you to select codes from the PriceBook. Depending upon how you have
your PriceBook set up, you will use either general codes that are predefined in the
PriceBook or specific codes that you have created. If you have set up your own
PriceBook items, entering the item codes will import the description and price of the
item. If you are using the general codes, you must edit the description and price for each
line item.
General codes allow you to start processing and creating invoices without setting up a
detailed PriceBook.
Regardless of what method of item entry you are performing, there are a number of
common invoicing features. They are as follows:

Enter cost information for tracking margin and actual labor,

Charge a warranty or agreement to an invoice,

Record agreement visits from the invoice screen,

Set discounts for line items or to the whole invoice, and

Apply payment directly to the invoice if payment is given at the time of
service.

Add Item Type Information to be used in Scorecard reports.
Changing an Invoice Number
If your company uses pre-printed tickets for your technicians, you may want to use the
number from those tickets on your invoice. In SuccessWare21, you have the ability to
change the invoice number assigned by the system. In order to change the invoice
number, however, you must include an alpha character (letter) in front of the invoice
number. SuccessWare21 provides a space to input this character in front of the invoice
number. If you are using the Invoice Tracking feature, make sure that the letter you enter
matches the Series number that you have associated with the range of invoice numbers
assigned to your technician.
This change can also be made in the JOB SUMMARY form while debriefing your
technician.
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Creating a Quick Entry Invoice using General PriceBook Codes
You can create invoices before you have fully set up your PriceBook using the
preinstalled general codes included in the PriceBook. However, using the general codes
will limit your ability to create detailed reports. When using general codes you will have
to manually enter description, price, and cost information (optional) for items you add to
the invoice.
The following table identifies some of the general codes that are pre-installed in the
SuccessWare21 PriceBook.
Item Type
Parts
GENPARTS
Description
To charge for a part item on an invoice.
GENMAT
GENEQUIP
Labor
GENLABOR
Miscellaneous
PERMIT
GENMISC
To charge for labor on an invoice.
To charge for miscellaneous type work on
an invoice.
EQREN
SUBCON
Task
GENIAQ
GENINST
To charge for a specific task on an invoice.
Tasks are used for flat-rate pricing.
GENMAINT
GENSERV
GENREPL
COUPON1
COUPON2
Creating an Invoice with General Codes
1. Open the invoice from the INVOICE MANAGER, or from any screen where the job
is select, by pressing F10.
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2. Enter the invoice date in the INV DATE field. This is the date the item will post to
the General Ledger.
3. Change the billing account, if necessary, by clicking on the drop-down arrow in
the BILLING ACCT field.
4. Press Insert, or right-click in the detail area and click on New Item, to add a new
item.
5. Modify the DEPARTMENT and SALESPERSON if necessary
6. From the CODE field, enter, and/or search for, the item number you want to add to
the invoice.
NOTE: When searching for “general” codes, enter “Gen” in the CODE field, tab
out, and all general codes will display.
7. Enter the quantity of the item which you have sold
8. Change the DESCRIPTION, if desired.
9. Enter the DEPARTMENT or accept the default.
10. Enter the price you wish to charge for the item in the UNIT COST field.
11. Place an “X” in the TX column if you wish to charge sales tax for the item.
12. The TOTAL SALE will default based on QUANTITY x (times) UNIT PRICE.
13. Place an “X” in the DSC column if the item is discountable. The AFTERDISCOUNT
column will reflect the discounted price if a discount has been set up prior to
entering items. If a discount is set up after entering the items, the
AFTERDISCOUNT column will recalculate for discountable items.
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14. When entering an item in the pricing grid, press Enter to accept the item or Esc
to cancel the data entry for that line. Once an item has been saved, you can
highlight the item and press Enter to make changes. When complete, press
Enter again to save the changes.
15. If you want to set a discount on the invoice, or for a line item, click Set Discount.
16. If payment was received at the time service was performed, or if there is a deposit
to apply, click Apply Payment.
17. If you are ready to post the invoice to the General Ledger, click Post. If you only
want to save your changes and post at a later time, click Save.
Creating a Quick Entry Invoice using Detailed PriceBook Codes
1. Open the Invoice from the INVOICE MANAGER, or any screen where the job is
select, by pressing F10.
2. Enter the invoice date in the INV DATE field. This is the date the item will post to
the General Ledger.
3. Change the billing account, if necessary, by clicking on the drop-down arrow in
the BILLING ACCT field.
4. Modify the DEPARTMENT and SALESPERSON if necessary
5. Press Insert, or right-click in the detail area, and select New Item, to add a line
item to the invoice.
6. Select the specific task, or other item, from the PriceBook. If necessary, perform
a PriceBook Search to find the item which you have sold. The description, price,
department (if set) and tax fields will be populated automatically. If you want to
make a change to any of the fields, Tab to the field and type your change.
7. Identify the quantity of the item you sold. If the item is a task, the associated
quantities of the materials associated with the task will be calculated accordingly
in the Job Costing screen of the invoice.
8. Place an X in the DSC column if the item is discountable. The AFTERDISCOUNT
column will reflect the discounted price if the discount has been set up prior to
entering items. If the discount is set up after the items, the AFTERDISCOUNT
column will recalculate for discountable items.
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9. When entering an item in the pricing grid, press Enter to accept the item or Esc
to cancel the data entry for that line. Once an item has been saved, you can
highlight the item and press Enter to make changes. When complete, press
Enter again to save the changes.
10. If you need to modify the Item Type of a line item, right click and point to Line
Type to make the change after you have saved the item. Item Types are used to
identify tasks for the Invoice Scorecard report. Item Types will change the color
display of the line item.
11. If you want to set a discount on the invoice or for a line item, click Set Discount.
12. If payment was received at the time the service was performed, or if there is a
deposit to apply, click Apply Payment.
13. If you are ready to post the invoice to the General Ledger, click Post. If you only
want to save your changes and post at a later time, click Save.
Adding an “As-Task” Item to the Invoice
If you have created “As-Task” part or miscellaneous items in your PriceBook you have
the option of adding them to the invoice as an item only or by adding them with their task
pricing. As-Task items are part or miscellaneous items, that at the time of creation in the
PriceBook were assigned a labor allotment. These items can then be sold with or without
the labor.
1. Click in the CODE field of a new line item and open the search box by clicking the
ellipsis button.
2. Use the search fields to find the part or miscellaneous item you want to add to the
invoice.
3. Select the AS-TASK checkbox in the upper right-hand corner of the search box to
add the item as a task, or leave the box blank to enter the item only.
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4. Double-click on the item or press Enter to add it to the invoice.
Adding Sales Tax
Before you can add sales tax to an invoice, you must set up the Tax Codes table in the
Reference Library. Additionally you must choose a default account to which you want to
post the sales tax in the default accounts section of General Ledger setup.
In order to charge sales tax you must indicate each line that is eligible for tax by placing
an "X" in the Tx column of the line item.
When Tax Codes are created you will decide whether to tax the parts, labor, or
miscellaneous sales totals, or any combination of the three. The A/R invoice uses the
Parts and Labor and Miscellaneous sales totals of the line item to determine the total tax
to determine sales tax due on an invoice.
When an item is flagged ‘AddTax’, the sale amount for that line item is split between
taxable and non-taxable sale based on its breakdown of parts, labor, and misc, and the
taxable flags on the tax code for the invoice.
Note: If tax has been included in your task pricing, you have the option of adding the tax
to the total sale and taking the entire amount as revenue or separating the tax portion from
the sale and posting it to your tax liability account. To choose your desired setting go to
Company Setup and choose the Other tab.
To Add Tax to an AR Invoice
1. Add the line item that you wish to tax to the invoice as you normally would.
2. Tab to the TX column of the line item and type an "X" in the field.
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3. If necessary, in the lower portion of the invoice, select a tax code other than the
one that has been assigned to the current Service Location.
4. Post the invoice as you normally would. The Tax total will be posted to the
account that you have set up as your default account for Sales Tax.
Adding and Modifying Line Types
For the purpose of running the Job and Invoice Scorecard reports, SuccessWare21 allows
you to identify a Line Type for each of the line items that appear on your invoices. These
Item Types will allow the scoreboard reports to determine how to best evaluate these line
items for placement in the report.
Line Items can be flagged with the following Line Types:
Line Type
Description
Diagnostic
Diagnostic identifies an item as work being
performed to diagnose a problem. The line item
may or may not be billed for
Tasks can be set up as Diagnostic in the
PriceBook so that the invoice line item is
automatically set to Diagnostic when the task is
used on an invoice.
Money
Money items are revenue generating line items
with the exception of lines marked as
Diagnostics. Money items include task(s)
performed based upon the problem diagnosis,
plus any Add On tasks.
By default any item charged to receivables (R)
with a price greater than zero will be a Money
item.
Add On
Item(s) sold in addition to those resolving the
original diagnosed problem can be marked as
Add Ons
Items marked as Add On will also be
automatically marked as Money items as well..
Note: A Non-Money (a line item with a negative or zero amount) that is not Diagnostic
either will automatically be marked as an "other" line item. This item will display in Red
and will not be totaled into the reports.
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Modifying Item Type
Since Defining Item Types is important to the proper running of your Scoreboard report,
you have the ability, on the invoice form to modify an item's Type.
Item Type can be changed when necessary by using either:

The Right Click Menu- Right-click in the item grid, select Line Type, then
select the value of Item Type that you want to either turn on or off.

The keystrokes associated with each right click menu item:
-
Diagnostic= SHIFT+CTRL+D
-
Money= SHIFT+CTRL+4
-
Add On= SHIFT+CTRL+=
Item Type Indicators
The Items Type associated with a Line Item on an invoice will be signified by a
visual indicator. These color coded visual indicators will allow you to quickly
identify the Item Type of an item without having to right click on the item. The
Item Types will be identified as follows:
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
Diagnostic= Light Blue

Money= Normal Background Color, Blue Border

Add On= Light Yellow

Non-Money/Non-Diagnostic= Light Red
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Additional Scorecard Information
The Job Summary form contains two fields that are used when running the Invoice
Scorecard report; AGREEMENT OPPORTUNITY and LEAD GENERATED. To expedite the
review and modification of these two fields, SuccessWare21 has a right click option in
the Invoice form that will allow you immediate access to these two options alone.
Having these fields available from the invoice form will allow you to run the Invoice
Scorecard report before you have completed the JOB SUMMARY form.
To modify the Invoice Scoreboard related information from the Invoice form:
1. Right click in the upper half of the invoice form.
Note: Be sure to right click in the top portion of the form in order to see the option. If you
right click in the grid area of the invoice form, you will receive a different list of options.
2. Select the Addl Scoreboard Info option.
3. Add or remove the checkmarks as necessary.
4. Click OK to save your changes.
Invoice Adjustments
If an invoice has already been posted, but you find that you need to make a change to it,
the invoice can usually be “un-posted” or adjusted. When an invoice is adjusted a
General Ledger trail is created. While the original posting entries remain in the General
Ledger, additional reversing entries are created to accommodate the un-posting. When
the invoice is re-posted another set of General Ledger entries will then be written.
NOTE: An invoice cannot be adjusted if:

there was a payment on the invoice that has already been deposited.
Any subsequent deposits and reconciliations would need to be
reversed before the invoice could be adjusted.

there are multiple invoices and the invoice you want to adjust is not
the latest. Subsequent invoices must be adjusted and voided.

the job referenced by the invoice has been finalized, or

the invoice is for an agreement that has been terminated.
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1. Open the invoice and click Adjust. SuccessWare21 will un-post the invoice. If
any of the previously mentioned conditions apply, you will be notified that the
invoice cannot be adjusted.
2. Make any necessary changes to the invoice.
3. If you do not want to repost at this time, Save and then Close the invoice. If you
want to re-post, click post.
You can use the Adjusting view of the INVOICE MANAGER to find invoices that have been
adjusted, but not yet re-posted.
Creating Quick Entry Invoices Key Items to Remember
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
If you are using general PriceBook codes you will have to manually enter
description and price information.

If you are using specific PriceBook codes, the description, price and tax
information will be imported automatically. These however can be changed.

To commit the invoice to the General Ledger, post the invoice after data entry.

An invoice can be un-posted by adjusting it. The original General Ledger
entries will be reversed.

An invoice number can be changed from the system assigned number, but a
letter must precede the new number.
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APPLYING A DISCOUNT
When creating an invoice, SuccessWare21 gives you the ability to subtract a discount
either from individual items or from the invoice as a whole. You have the ability to apply
that discount either as a percentage, or as a flat dollar amount. The discount amount can
be set either before or after line items have been added to the invoice.
Discount Types must be set up in the Reference Library.
There are 2 types of discounts available:
Discountable Items- This is a percentage that is taken off selected line items on the
invoice. Any items on the invoice with an X in the DSC column are considered
discountable and will have the discount applied to them. This type of discount will effect
the After Discount amount of the effected items and the discount will be charged to the
department responsible for the sale of the item.
Invoice Discount- This is a flat dollar amount or percentage that will be taken off the
invoice total. The discount will appear as a separate line item on the invoice and can the
department that it is charged against can be manually changed.
Discount Types
Discount Types are used to define the types of discounts you offer your customers
through agreements and are selected on an invoice to apply discounts. When adding an
Agreement you will select the type of discount that you offer customers who have the
particular type of agreement. When adding Discount Types you will enter the
percentage of discount or if the discount gives a flat dollar amount off the Discount
percent will be left at zero. You will also identify whether the discount is applied to Parts,
Labor, and/or Miscellaneous sale amounts on the invoice.
The Discount Type table is in the Agreements Volume of the Reference Library.
Column Name
Description
DiscountType
Enter a code to identify the Discount type.
DiscountTypeDesc
Enter a Description of the Discount Type
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Column Name
Description
DiscountPct
Enter the percentage discount that will be
applied if the Discount Type is selected. If the
Discount type represents a flat dollar amount off,
such as a coupon, leave the percentage as 0
DiscountAmount
Enter the dollar amount discount for an invoice
discount. If left blank, the discount amount can
be entered on the AR invoice.
OnParts
Place an X in this column if the selected
Discount Type will be applied to Part sales. This
could apply to an individual part that is sold on
an invoice or the part sale portion of a task.
OnLabor
Discount Type will be applied to Labor sales.
This could apply to an individual labor line item
sold on an invoice or the labor sale portion of a
task.
OnMisc
Discount Type will be applied to Miscellaneous
sales. This could apply to an individual
Miscellaneous items that are sold on an invoice
or the Miscellaneous sale portion of a task.
Note: When using General Task codes on an
invoice the entire price is considered to be
Miscellaneous sale.
IsActive
Enter an X in this field to make the item active.
If an item is not marked active, it will not be
visible or available for users to choose from the
list.
Applying a Discounts to Individual Line Items
Applying a discount to individual line items on the invoice makes use of the Discountable
Items option in the discount window. Only items on the invoice marked with an X in the
DSC column will have the discount applied to them.
1. Either before or after entering the invoice items, click Set Discount to open the
SET INVOICE DISCOUNT window.
2. Select either the INVOICE DISCOUNT or DISCOUNTABLE ITEM option.
(DISCOUNTABLE ITEMS only allows percentage discounts.)
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3. Select the type of discount you want to apply from the DISCOUNT TYPE dropdown list (for example, Parts and Labor or Parts Only). This will automatically
fill in the discount percent and check the appropriate “On-“ checkboxes.
4. If you want to apply a different percentage than the one listed, edit the value.
5. Click OK to set the discount.
NOTE: In order for the discount to be applied against line items on the invoices,
the line items against which you want to apply the discount must have and "x" in
the DSC column
Apply Discounts to the Invoice Total
If you want to take a flat dollar amount or percentage off the total of the invoice you will
use the Invoice Discount option.
1. Either before or after entering the invoice items, select Set Discount to open the
SET INVOICE DISCOUNT window.
2. Select the INVOICE DISCOUNT option.
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3. Choose a discount type (even though this discount type may not have the dollar
amount of the discount built into it, it is important because it will allow you to
report on the Types of discounts you are applying to customers).
4. Enter the amount that you want to discount the invoice in the DISCOUNT AMOUNT
field. If the discount type chosen has a percentage attached to it, the amount will
be calculated.
5. Choose the department that will be charged in the General Ledger entry that
represents the discount amount when posting.
6. Checkmark whether you want the discount to apply to the TAXABLE, NONTAXABLE or TAX INCLUDED portion of the invoice.
7. Click OK to set the discount.
A line item will be added to the invoice that represents the amount of the discount. The
line item will appear in red to indicate that it is a non-billable line item.
Applying a Discount Key Items to Remember
24

The DISCOUNT AMOUNT can either be included as a percentage or as a flat
dollar amount.

Discounts can be applied either to single line items or to the invoice as a
whole; not both.

Discounts can be set either before or after line items have been added to the
invoice.

In order for a line item to be discounted, the discount field on the item must
contain and “X”.
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APPLYING PAYMENTS
If a customer pays for service at the time the service was performed, the payment can be
recorded on the invoice. Additionally, if you have previously recorded a deposit on a
customer's account, the deposit can be selected in the payments window and applied to
the invoice. If you invoice the customer and they send in their payment later, you will
record the payment through the Billing Account History.
Only one payment type can be applied per invoice. Therefore if a customer pays you
partially with cash and partially with a credit card for example, you can only record one
of the payments in the Apply Payments window of the invoice. In this case you can post
the invoice with the partial payment, then press F4 to access the customer's Billing
Account History screen and apply the other payment there, or post the invoice with no
payment and record both payments through the Billing Account History.
Applying Payments to an Invoice
1. Click Apply Pmts at the bottom of the invoice.
2. The Invoice DUE DATE and POST DATE will default from the invoice.
3. Once you tab to the PAYMENT AMOUNT field, it will default to the total charges on
the invoice. You can change the amount if necessary.
4. Use the drop-down menu to select the payment method.
5. The following fields will be labeled and available based on the payment method
selected.
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Payment
Type
Cash
Check
Credit Card
Bank Drafts
Finance
Company
Following Field
Cash Collected
From
Check#
Credit Card#
Account#
Financed By
Description
To enter the technician’s name who
turned in the cash.
To enter the check number.
To enter the customer’s credit card
information. The Credit Card
Payment type contains
data entry requirements. See
Recording Customer Credit Card
Information in the Customer
Service section for further
information.
To enter the bank account number.
To enter the name of the finance
company.
6. If the customer has made a deposit, it can be applied to the invoice by selecting it
from the DEPOSIT drop-down list.
7. Once the payment information in entered, click Save.
NOTE: All deposits are added through the customer’s billing account history. For
further information, see the Accounts Receivable Unit.
Applying Payments Key Items to Remember
26

Payments should be added to an invoice only if payment was received at the
time the service was performed. Later payments are entered using the
BILLING ACCOUNT HISTORY screen.

Payment will default to the total amount of the invoice, but the amount of
payment can be adjusted.

If the customer has a deposit on file in their account history, it can be applied
to their bill using the payment window.
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ENTERING COSTS ON AN INVOICE
SuccessWare21 allows you to record the costing information associated with the work
that you sell to a customer on an accounts receivable invoice. Recording the costing
information allows you to compare the sale amount of the invoice to the cost information
and view gross margin information on the invoice as well as report on margins by job.
The recording of job costing information is for the most part simply an association of cost
with sale. There is no General Ledger effect to job costing an invoice. The General
Ledger effect of your costing happens at the time that the parts are actually purchased (or
requisitioned if you are using inventory), labor is paid for via payroll or miscellaneous
items are paid for through payables or payroll.
Job Costing can be performed before or after the invoice is posted.
Job costing invoices is necessary in order for Sales Invoice reports (with margin
information) and Technician Productivity and Profitability reports to return reliable
results.
Job costing information can be associated with any line item sold on an invoice. The type
of cost detail is dependant on the item.

Part items can only have associated part cost.

Labor items can only have actual job related timecard entries imported as their
associated cost.

Miscellaneous items can only have miscellaneous cost associated with them.

Task items can have Part, Labor and Miscellaneous cost associated with them
There are three ways that cost can be added to a task:

Enter the cost in the PriceBook during setup,

Edit, or add to, the cost from the PriceBook, and/or

Manually enter the cost when preparing the invoice
Adding Cost Information to an Invoice
Adding cost is performed on Quick Entry invoices.
1. Select an item to adjust and click Enter Cost at the top of the invoice. This will
open the LINE ITEM COST ENTRY window.
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The LINE ITEM COST ENTRY window is divided into 2 sections:

Cost Entry —this is the top portion of the window. It displays information
about the item. This could be the task (job) or it could be an individual item.
Information on this screen is edited by clicking Edit at the bottom of the
screen. New items are added by clicking New Item.
You can move between items by pressing CTRL+Up Arrow for the next
item and CTRL+Down Arrow for the previous item.

Detail Entry —the detail entry portion of the window is used to enter, or edit,
individual costs for the selected item.
Adding Cost Itemization
1. Once you are in the costing screens, select the item to which you want to add cost
detail
2. Select the cost type. (PARTS, LABOR or MISC)
3. Press Insert to add detail (or press Enter to edit an existing line).
4. Enter the following detail, depending on the type (if detail PriceBook codes are
being used, many of the fields will be populated automatically).
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Item Type
Parts
Detail

Quantity
Item#—enter an item number or select one
from the PriceBook.

Unit of measure
 Description—this will be imported if you are
using PriceBook codes but can be changed.
Labor (can be entered or
imported from the
timecard)
Miscellaneous

Serial Number (if necessary)

Unit cost

Total cost

Item#
 Employee—enter the employee or select
from list.

Description

Hours (number of hours)

Rate

Total cost

Quantity

Item#—select the item from the PriceBook

Description

Unit cost

Total cost
5. Press Enter to save the line item you have added.
6. Once you have added all the costing detail required you can close the Cost
Itemization window. The upper right corner of the invoice will display the sale
and cost totals of the invoice as well as the margin.
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NOTE: Part Item details that affect inventory can be selected from a list of items
tagged for the job. You must verify parts used and their associated costs in the
TAG MANAGER. The verification process is described in further detail in the
Inventory Unit of this manual.
Editing Cost Itemization
If you have cost detail that needs to be modified, it can be edited in the costing screen.
This may be because a price or quantity of an item that you listed as cost has changed.
1. Navigate to the Cost Type (Part, Labor or Miscellaneous) that contains the item
that needs to be modified.
2. Select the item that you want to edit.
3. Press Enter to put the selected item in edit mode.
4. Make any necessary changes.
5. Press Enter again to save the line item.
Deleting Cost Itemization
If you have cost detail listed that needs to be removed, such as an item that was
associated with a task in the PriceBook, but you did not use it on the job, it can be deleted
from the costing screen
1. Navigate to the Cost Type (Part, Labor or Miscellaneous) that contains the item
that needs to be removed.
2. Select the item that you want to delete.
3. Press Ctrl+Delete to delete the item or right click and select Delete Item.
The item will be removed from the cost detail
Importing Timecard Entries
If a job has been performed, and the technicians assigned to it have had their Call
Progress times entered, the actual labor time can be imported into the cost section of the
invoice so that you can accurately determine the cost of performing the task. If the
technician is paid a commission or if the time was actually paid at a premium, the
imported timecard entry can be edited to reflect the actual amount paid. This will cause
the earning per hour to also be adjusted.
1. From the LABOR ITEMIZATION screen press the Import Timecard button.
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NOTE: Right-clicking on the invoice line item and selecting Add Timecard labor
from the menu will accomplish the same thing.
2. In the SELECT TIMECARD ENTRIES window you will see how long it took the
technician to perform the task (In Route, On Site). Checkmark the times you want
to apply to the task as labor and click OK
3. SuccessWare21 will replace the default labor minutes with the actual timecard
labor entries.
Note: A single timecard entry can be split between multiple tasks. To do so, after
the timecard entry has been imported, press the Enter key to edit the entry, tab to
the Hours field and enter the number of minutes you wish to apply to the task
(Enter minutes with a leading zero ex.- 15 minutes = 015, 25 minutes = 025). The
remaining time will now be available to be imported to another task.
To Modify an Imported Timecard Entry
If the technician who performed the work is being paid at a dollar amount or at an hourly
rate other than that which was imported (such as a premium wage), You can edit the
dollar amount of the imported timecard entry so that your job costing represents a true
cost of labor. Simply highlight the timecard entry after it is imported and press Enter to
edit it. Tab over to the Rate or Total Cost field and edit the value.
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Entering Costs on an Invoice Key Items to Remember

Adding cost allows you to determine the margin of your task more accurately.

Additional cost items can be added to, or items can be removed from, the task
that was performed. These additions and/or deletions will not effect the price
of the task.

Actual labor time can be imported from the timecard to the labor cost section
of the COST PLUS ENTRY window.
COST PLUS INVOICES
Cost Plus invoices are created by adding detail items one at a time and then adding a cost
markup to generate a price for the task. As with Quick Entry invoices, items from the
PriceBook are added to the invoice, however, instead of adding them as Sale items they
are entered through the costing screens of the invoice. These items appear at cost (as
specified manually or based upon their PriceBook cost) and then manually, item-by-item
are assigned a markup multiplier. Each item is marked up individually and then will
appear in the Sale portion of the invoice at its calculated selling price. This type of
invoice is best used for large commercial jobs when control over markup and margins is
needed.
Creating a Cost Plus Invoice
1. Open the Invoice
2. Enter the invoice date
3. Enter the billing account, or select a billing account from a list of valid accounts
4. Click Cost Plus at the top of the invoice. The following screen will display.
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5. In the upper part of the screen, enter the item you want to add to the invoice. Each
of the detail items associated with the item will appear in the lower portion of the
screen.

If a task item is added as the item, its cost and price will be brought over. The
price of the task will appear on the invoice. This can be changed.

It an individual Part, Labor or Miscellaneous Item is added, you must
manually mark the Item up to create a price.
6. For each Section (Parts, Labor, Miscellaneous), adjust the cost and markup
(using the M/U field) of each item. These adjustments will generate the total
invoice price.
7. To add a new Item, click on New Item.
8. When finished click on Save and then Close.
9. Click on Post to post the invoice.
NOTE: Item details that affect inventory can be selected from a list of items
tagged for the job. You must verify costs and parts used in the TAG MANAGER
before posting. These tasks are described in the Inventory section of this manual.
Cost Plus Invoices Key Items to Remember

Cost Plus invoices allow you to control the price of the task by enabling you
to mark up Part, Labor and Miscellaneous cost individually.
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CREATING MULTIPLE INVOICES
SuccessWare21 allows you to create multiple invoices for a job. You may prefer creating
multiple invoices if you have a job that extends over a long period of time and want to
send out progressive bills. The creation of multiple invoices also allow you to charge to
different parties for a portion of a single job.
In order for SuccessWare21 to allow for the creation of a second (or third, etc.) invoice:

The job must be marked as complete through Call Progress

Any previous invoices for the job must have been posted.
NOTE: If you create multiple invoices, earlier invoices cannot be un-posted
(adjusted) unless the subsequent invoices have been adjusted and voided.
Adding an Additional Invoice to a Job
1. Open the existing invoice for the job.
2. Select the pull-down list next to the INVOICE # field. Other invoices for this job
will be listed here.
3. Select New Invoice
4. Create the additional invoice as you normally would.
Creating Multiple Invoices Key Items to Remember
34

In order to create an additional invoice, the job must be completed and the
prior invoice must be posted.

To adjust an earlier invoice, all subsequent invoices must be adjusted and
voided.
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INVOICE TRACKING
The Invoice Tracking tool in SuccessWare21 gives you to track the pre-printed invoices
that you give to your technicians. This will allow you to ensure that the invoices that you
distribute to your technicians are used in relation to a valid sale, or are returned to the
company.
A range of invoices (by Invoice Number) can be deployed to your technicians through the
INVOICE TRACKING MANAGER. Once a range of invoices is deployed or assigned to a
technician the invoice can be:

Reconciled- This means that an invoice associated with a job in
SuccessWare21 has had its invoice number modified to match the series and
number of one of the deployed invoice for the technician. Once that invoice is
posted, the Invoice Tracking Manager will automatically check posted
invoices for each primary technician to see if any of those invoices correspond
to an invoice number that has been deployed to the technician. All matched
invoice numbers found will be marked as "reconciled" in the Invoice Tracking
Manager.

Returned- This means that an invoice that has been deployed to a technician
has been returned without being used. This could be because the invoice was
damaged. This option could also be used if a technician is forced to use
multiple preprinted invoices in the field for a single job because the
information recorded at the job would not fit on a single invoice. In that case,
the second invoice could be marked as returned with notes indicating that it
was used as a second invoice for a job.

Missing- An invoice can be marked as missing if it is not returned from the
technician or reconciled to a posted invoice. When an invoice number is
marked as "missing" notes can be recorded related to the missing invoice.
Once an invoice number has been reconciled, returned or marked as missing, the
invoice item will be marked as "Closed".
Reports can then be created to view the status of invoices that have been assigned to your
technicians.
Invoice Tracking Manager
The INVOICE TRACKING MANAGER will be used to deploy, update the status and report on
invoices that have been assigned to your technicians.
The INVOICE TRACKING MANAGER can be opened by:

Opening the Main Menu
Invoice Tracking.

Right clicking in the background of the INVOICE MANAGER and selecting
Invoice Tracking.
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, selecting Management and then selecting
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If this is the first time you are opening the INVOICE TRACKING MANAGER you will be
notified that Invoice Tracking is currently disabled. Click Yes to enable the feature.
Note: In order to activate Invoice Tracking you must be a member of a User Group that
has the Administrative Tasks permission selected The Administrative Tasks
permission is found on the SETUP/MISC Tab in the User Groups form.
Invoice Tracking Manager Views
Outstanding
This is the default view in the INVOICE TRACKING MANAGER. This view will list all of the
currently deployed invoices along with who they are deployed to, the deployment date
and other information. Only invoice numbers that have not been marked as Closed will
appear in the Outstanding view.
You can filter the Outstanding view by deployed invoice range and/or technician using
the Outstanding view filters.
History
The History is used to display invoices based upon their status. This view can be used to
find invoices that have been deployed as in the Outstanding view, but can also be used to
find reconciled, missing and returned invoices as well.
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To search for invoices, enter the range of invoice numbers, date range (choose whether to
apply the date based upon the date deployed or closed) and/or the Employee the invoices
were assigned to in the History View Filters.
By default all invoices that meet your specified criteria will be displayed. You can limit
your results by selecting the appropriate filter.
Not Tracked
The Not Tracked view invoice numbers that have been manually changed on posted
Accounts Receivable invoices that do not correspond to an invoice number that has been
entered and deployed through the INVOICE TRACKING MANAGER.
Not Tracked invoices can be searched for by invoice date range, series range and/or
employee.
Printing From the Invoice Tracking Manager
Once you have displayed a list of Invoice Tracking Items in the Invoice Tracking
Manager, you can print the results as a report.
To do so, right click in the grid of results that you wish to print and select Report (or
press Ctrl+P).
In the Print options window, select the columns you wish to print as well as your sorting
and grouping options.
Tracking Invoices
The process of tracking the invoice numbers that you assign to your technicians involves
assigning a range of invoices (deploying) and then changing the SuccessWare21 assigned
invoice number to match one assigned to technician before the invoice is posted.
The Invoice Numbers that you assign to your technicians will consist of two parts, a
series and a number. The series will be a single letter, the number will match the invoice
numbers deployed to your techs.
Note: The Invoice Tracking system is only designed to help manage standard job
invoices. The Invoice Tracking system does not support preprinted invoice numbers used
for sales quotes or other types of invoices - i.e. project invoices, counter sale invoices, or
agreement billings. Only deploy invoices meant for use on standard jobs.
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Deploying Invoices
Invoices are deployed to your technicians in the Outstanding view of the INVOICE
TRACKING MANAGER.
1. Right click in the grid and select Deploy or press the Insert key on the keyboard
2. Enter the letter you wish to use to represent the series in the SERIES field
3. Enter the range of invoice numbers that you are assigning to your technician in
the FROM and TO fields
4. Choose the EMPLOYEE to whom you are assigning the invoice numbers
5. Be sure that the Deployed status is selected
6. Click OK
7. Click Yes to confirm deployment of the listed invoice numbers
8. Click OK to confirm creation of deployed invoice numbers
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Changing the Invoice Number
When a technician uses on of the invoices you have deployed on a job, the invoice
number of the invoice associated with that job in SuccessWare21 will need to be changed
to match the deployed invoice number.
The Invoice Number can be changed either on the invoice form itself or from the Job
Summary form associated with the job. The invoice number must be changed before the
invoice is posted.
Closing Invoices In the Invoice Tracker
Once an invoice number has been deployed to a technician, it must be closed. An invoice
number will be considered closed if it is reconciled, returned or marked missing or
cancelled.
Reconciling Invoices
Each time the Invoice Tracking Manager is opened, SuccessWare21 searches posted AR
Invoices looking for matches with invoice numbers that have been deployed to
technicians. When a match is found for a deployed numbers that are found to match the
Series and Number on a posted invoices and the primary technician on the job matches
the employee to which the invoice number was deployed, the deployed number will
automatically marked as Reconciled in the Invoice Tracking Manager.
Returning or Marking an Invoice as Missing
If an invoice number is not used by a technician, it still must be accounted for within the
Invoice Tracking Manager. This can be done by marking the invoice number as Returned
or indicating that the invoice associated with the number is missing. If you plan to redeploy an invoice number that has been marked as returned, it must also be cancelled.
1. From the INVOICE TRACKING MANAGER display the invoice that you wish to mark
as returned or missing
2. Right click on the invoice and select Returned (Ctrl+R) or Missing (Ctrl+M)
3. If you wish to return or mark as missing a range of Invoice numbers, modify the
FROM and TO range.
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4. In the COMMENTS area, enter a note describing why the invoices are being
returned or marked missing.
5. Click OK
6. Click Yes to confirm status change
7. Click OK
Note: If a second invoice is used in the field for a job for which only a single invoice
needs to be entered in SuccessWare21 (For Example if a tech had more information to
write than would fit on a single invoice), You can marked the second invoice used as
returned and indicate in the Returned notes that it was used as a continuation for the other
invoice.)
Canceling an Invoice Tracking Item
Sometimes it may be necessary to Cancel an invoice tracking item. If an invoice number
has been deployed mistakenly or if an invoice number that has been marked as returned is
to be deployed again, the original item must be cancelled. Re-deployment of such and
invoice would also require first canceling the initial 'Returned' item.
1. To cancel an item right click on the invoice item and choose Cancel.
2. If you wish to cancel a range of Invoice numbers, modify the FROM and TO range
accordingly.
3. Enter a COMMENT as to why the invoice number(s) are being cancelled.
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4. Click OK
5. Click Yes to confirm status change
6. Click OK
EQUIPMENT
SuccessWare21 allows you to view and add equipment to a Service Location. Equipment
can also be added to a location record whenever the location information is displayed by
pressing F6. Easy access to this form makes it simple to add equipment records while
completing invoices for new customers so that you can keep a record of newly installed
equipment. Once Equipment has been added to a Service Locations, you can relate any
line items of work that are included on an invoice to that specific piece of equipment.
Viewing Equipment Information
1. While in any screen in SuccessWare21 with a specific Service Location selected,
press F6. The EQUIPMENT screen will open.
2. If the customer already has equipment attached to their location in
SuccessWare21, their equipment will be displayed in table format in the top half
of the window. The bottom half of the window will display warranty information
for the equipment listed.
3. If the customer does not have any equipment entered in SuccessWare21 you will
be prompted to create an entry for a new piece of equipment.

To edit existing equipment, click on its entry line and either press Ctrl+Enter
or click Edit.
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
To see the Service History of a piece of equipment, right-click on the
equipment entry and select Equipment History
Equipment History
The Equipment History form lists information about the selected equipment: Type,
Manufacturer, Model Number, and Serial Number. Listed in the grid is additional
information relating to the equipment: Charge Date, Invoice Number, Sale Type, Flat
Rate Code, and Description.
This is a view-only form for reference purposes. it can however be printed by right
clicking the background and selecting Report.
To View the History Record for Selected Equipment:
1. Open or highlight the service location where the equipment resides
2. Press the F6 key to access the EQUIPMENT form.
3. Highlight the piece of equipment for which you want to view the history.
4. Right-click and select Equipment History.
5. Press the Esc key or select the Close button to exit the form.
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Adding New Equipment To a Service Location
New equipment can be added to service locations from anywhere in SuccessWare21
where you are highlighted on a location. If you are adding a new piece of equipment that
is replacing an existing piece, you can edit the existing piece and checkmark the Out of
Service option. This will prevent new service work from being associated with the old
piece of equipment but will maintain existing history for reporting purposes.
1. Select the Service Location to which you want to add the equipment and open the
EQUIPMENT screen by pressing F6.
2. If there is existing equipment, click on New Eq to open the EQUIPMENT screen. If
there is no equipment, an empty EQUIPMENT screen will open by default.
3. Choose an equipment type (EQ TYPE) and a manufacturer (MFG) from the dropdown lists
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4. Use the System field to identify equipment at locations with multiple systems.
Systems can be numbered or identified by letters. Equipment reports will allow
you to group a locations's equipment by system.
5. Continue to add SIZE, MODEL#, SERIAL# and LOCATION
6. If your company installed the equipment, check the Installed by Us box. This will
allow you to populate INSTALL DATE, INSTALLED BY, INSTALL CALL ID (This can
be the Job Number) and SOLD BY fields. The AGE will be calculated on a
continuing basis based upon the Install date.
If your company did not install the equipment, you will be able to identify only
the Installed By field and Age. The equipment will continue to age using the
entered date of the equipment as its "birthday".
7. Continue to add a CONDITION, EVALUATED BY and EVALUATED ON.
8. Use the NOTES field to enter any pertinent information about the equipment . This
area can be used to identify filter sizes if the unit uses multiple filters of different
sizes.
9. Enter the NUMBER OF FILTERS and SIZE
10. Click Save to save the piece of equipment.
11. Any applicable warranties can also be added at this time.
Relating an Invoice Line Item to a Specific Piece of Equipment
Individual tasks, or any other type of item sold on an invoice, can be associated with a
specific piece of equipment that the customer owns. This allows any work or parts used
on a customer’s piece of equipment to be displayed in the EQUIPMENT HISTORY screen.
In order for you to relate a line item on an invoice to a piece of equipment at a service
location, the invoice can not yet be posted. Once the invoice is posted, the Equip button
is locked. You can however Adjust the invoice if necessary and create the equipment
relationship.
Relating an Invoice Line Item to a Piece of Equipment
1. Select the line item that you want associated with a piece of equipment.
2. Click Equip to open the SELECT EQUIPMENT window.
3. Place a checkmark beside the desired piece of equipment.
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4. Click OK
Equipment Key Items to Remember

Pressing F6 any time a customer’s record is selected will allow you to access
the EQUIPMENT screen.

New equipment can be added to a customer’s record when you create an
invoice.

Invoice items can be associated with a specific piece of equipment that the
customer owns.

To view the service history of a piece of equipment, right-click on it in the
EQUIPMENT screen and select Equipment History.
WARRANTIES
Warranties are added to equipment from the EQUIPMENT screen. There are 2 types of
warranties available to you to add to a piece of equipment; an in-house or
manufacturer/vendor warranty.
When warranty repairs arise under an in-house warranty, the cost of the repair is covered
internally. In-house warranties allow, when setting them up, to set aside warranty reserve
which can be charged against when a repair covered by the warranty occurs. By using
setting up Warranty Reserve, you can have the repair work covered by an in-house
warranty be charged against a specified department while giving credit to another
department (which actually performs the repair).
Manufacturer or Vendor warranties are not handled as an internal billing, but rather, the
repair is charged to the warranty holder through a third party billing. The manufacturer or
vendor should be set up as a general billing account.
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The warranties that you make available to your customers, whether they be a
manufacturers’ warranty or an in-house warranty, must be set up in SuccessWare21
before hand. When work is charged to an in-house warranty the price of the warranty
repair will not be posted to Accounts Receivable.
Adding a Warranty to a Piece of Equipment
Once a piece of equipment is added to a service location, you can add any applicable
warranties to the piece of equipment. A warranty must be EITHER in-house or
manufacturer/vendor. No one warranty can be both. If a piece of equipment is covered by
both an in-house and manufacturer warranty, then add multiple warranties to the piece of
equipment.
1. Bring up the EQUIPMENT (F6) screen and select the piece of equipment you want
to attach the warranty to.
2. Right-click in the Warranty grid and select New Warranty. A new line item will
open in the warranty grid.
3. In the WARRTYPE field, select the type of warranty you are applying. The
INHOUSE, LABOR MONTHS and PARTS MONTHS fields will default based upon the
warranty type setup.
4. Tab to the START field and enter the start date of the warranty. End dates will
default based upon the length of the warranty.
5. If this is NOT an "In-House" warranty, you must enter a vendor or manufacturer
responsible for the warranty.
6. If this is a Manufacturer or Vendor warranty, tab to the WARRANTYNO field and
enter a the warranty number.
7. Press Enter to save the new warranty.
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Warranty Reserve
When you offer an in-house warranty, for example, to cover the labor of any repairs on a
new piece of equipment, you have the ability to add Warranty Reserve to the warranty.
The Warranty Reserve represents an amount of money that has been "set aside" to cover
any expenses that may arise as a result of the warranty. Setting aside Warranty Reserve at
the time that you add the warranty allows you to take an immediate expense which is
equal to the anticipated future the warranty may cause. This expense, taken now is, is
charged against the department you want to hold "financially responsible" for any repairs
which arise due to the in-house warranty.
When a repair is required, a line item is added to the AR invoice which identifies the
repair and the value of the repair to be covered by the in-house warranty. The department
which performed the repair is reference as the line item department. This line item is then
charged to the in-house warranty. The result is the appropriate amount being moved at
the GL level from the Warranty Reserve account and reducing the expense of the
department that performed the repair by that amount. This ultimately allows you to use
the in-house warranty to have one department "pay" another department to perform a
repair.
In order to charge work to an in-house warranty, you MUST set up a reserve account,
even if it has a zero balance. It is in the setting up of warranty reserve that the default
department responsible for the warranty service expense is defined. By setting up such
an account the expense of doing the work is not charged to the department performing the
work.
If there is not enough set aside in the reserve account to cover the repair, SuccessWare21
will charge additional expense against the department responsible for the warranty at the
time the repair is charged.
Warranty Reserve (pointed to a Liability Account), Warranty Expense (Pointed to a Cost
of Sale Account) and Warranty Expense Excess (Also pointed to a Cost of Sale Account,
often the same on used for Warranty Expense) are all set up as default account a the time
of General Ledger Setup.
Once an in-house warranty expires, if there is still a reserve balance you are legally
required to reverse the remaining reserve balance. Expired warranties with remaining
balance can be found using the Warranty Expiration report with the "With Reserve
Balance Only" option.
Warranty reserve is added using the same form with which it is added.
Note: Only in-house warranties can have Warranty Reserve added to them. Warranty
Reserve is not used with a manufacturer/vendor warranty.
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Adding Warranty Reserve to an In-House Warranty
Before you add Warranty Reserve to an in-house warranty, be sure to speak to your
accountant in order to determine the amount, by law, that you are allowed to charge as an
expense and set aside in reserve in relation to the value of the covered piece of
equipment.
1. Right-click on the in-house warranty and select Update Reserve.
2. Choose INCREASE RESERVE if it is not already selected.
3. Enter the amount you would like to set aside for the Warranty Reserve in the
RESERVE AMOUNT field.
4. Choose the department you want associated with the reserve from the DEPT dropdown menu. (This is the department that will incur the immediate expense and
therefore "pays" the department that makes any warranty covered repairs)
5. Enter the DATE you want to post the reserve.
6. Click Post to post the reserve to the General Ledger.
The reserve information will be displayed in the area to the right of the warranties in the
EQUIPMENT window.
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NOTE: You can use this screen to adjust the warranty reserve for existing
warranties (increase or decrease) as well as to view reserve activity.
Charging a Repair to an In-House Warranty
Service work that is covered under an in-house warranty is recorded through the INVOICE
form. A line item (or lines) should be added to the invoice to represent the repair(s)
covered by the in-house warranty. Be sure to include the Department that PERFORMED
the repair in the line item. If other work is performed at the customer location which is
billable to the customer, there is no need to create a second invoice as only the work
covered by the warranty will be charged to the warranty. Any other line items can remain
charged to Receivables (the customer).
1. Fill in the invoice indicating separate line items for warranty covered work and
work for which the customer is responsible.
2. To relate repairs to equipment, select any line items on the invoice which are
related to specific pieces of equipment and select the Equip button (ALT+E).
Select the piece of equipment on which the service work was performed and click
OK.
3. Select the line item that you want to charge to the in-house warranty and click the
Chrg W button (ALT+W). A popup will display any active warranties for the
customer. Select the appropriate in-house warranty.
Note: Line Items should only be charged to in-house warranties! Charging a line item to
a 3rd part warranty will result in a zero line item with no General Ledger effect. Charges
to 3rd party warranties are handled differently.
Once the line item has been charged to a warranty the line will appear in red with a zero
sale amount. The red shade indicated that the line item is a zero/non-billable line item.
Note: The entire amount of the line item selected will be charged to the warranty. If only
a portion of the work is to be charged to the warranty, create a line item equal to the total
to be charged to the warranty and create additional line items on the invoice for amounts
that should be applied to receivables.
4. Post the Invoice.
Line items which have been charged to the warranty will automatically result in a
Warranty Reserve posting.
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Charging a Repair to a 3rd Party Warranty
Repairs that are covered by a manufacturer or vendor warranty are handled, for invoicing
purposes as a third party billing. When you complete a repair that can be charged to a 3rd
party warranty holder such as a vendor or manufacturer an invoice will be created which
represents the warranty covered repair and the invoice is then charged to the
manufacturer or vendor as the billing account. In order to do this, the third party warranty
holder must be set up as a General Billing Account. General Billing Accounts can be
charged from any Accounts Receivable invoice, for any location.
If, while you are at the service location, you perform additional work that is the
responsibility of the customer, a separate invoice should be created for those line items
and that invoice should be charged to the customer's billing account.
1. Open the invoice for the job and add line items to represent the work and dollar
amounts that you will be charging to the 3rd party warranty holder.
2. Select the BILLING ACCOUNT drop down, point to General Billing Accounts and
select the name of the third party warranty party.
3. Complete and Post the invoice as you normally would. This will create an open
receivable balance in the billing account of the 3rd party warranty holder.
Warranties Key Items to Remember
50

2 types of warranties can be attached to a piece of equipment, an in-house
warranty and a 3rd party warranty.

The WARRANTY ADJUSTMENT screen can be used to add and adjust
warranty reserve as well as review reserve history for In-house warranties.

If you intend to charge service to an in-house warranty, a warranty reserve
account MUST be created, even if it has a zero value.

To charge a line item on an invoice to an in-house warranty, you must first
associate the work to a specific piece of equipment and then press ALT+W to
choose the warranty.

Billing a manufacturer or vendor warranty should be handled as a third party
billing with the warranty holder set up as a General Billing Account.
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Charging an Invoice to an Agreement
Service work that is covered under a service agreement is recorded through the Invoice
form.
1. Complete the job as you normally would.
2. After entering the billing line for the service, select Equip (ALT+E), and select
the piece of equipment on which service was performed.
3. Select Chrg A (ALT+A) to charge the invoice line to the agreement. From the
list, select the agreement to be charged.
Note: The entire amount of the line item selected will be charged to the agreement. If
only a portion of the work is to be charged to the agreement, create a line item equal
to the total to be charged to the agreement and create additional line items on the
invoice for amounts that should be applied to receivables.
COUNTER SALES INVOICES
SuccessWare21 allows entry of an invoice for counter sale purposes without going
through the process of inserting a new job, recording call progress, completing/closing
the job, etc. The counter sale invoice will have no relationship to any call, job, or
project.
Note: Since there is no job, the invoice will not appear in the Customer Service History.
You must open the Billing Account History (F4) to review any counter sale invoice
history.
One or more generic counter sale customers (location and billing account) can be created
for use when it is not necessary to track the sale to a specific location or billing account.
The counter sale customer can be left open so that a search is not necessary between each
counter sale invoice.
Counter Sale Setup
Assigning Counter Sale User Rights
You can assign the ability to create and post counter sale invoices by user group.
1. Select the 21 Menu
, choose Setup, and then click the Users button.
2. Select User Groups and edit each user group specifying whether that group should
have access to counter sales. The ‘Create/Post Counter Sales’ ability flag is on the
‘Customer Service’ tab under the ‘A/R Invoice’ heading.
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Setting the default counter sale cash box
Before you begin to process counter sales, you must assign a default cash box account
into which you will post receipts associated with the counter sale.
To set up the default counter sale cash box,
1. Select the 21 Main Menu
LIBRARY button.
, select SETUP and click the REFERENCE
2. Choose the ACCOUNTING Volume
3. Double click on REGISTER ACCOUNTS.
4. Press Ctrl+Enter to edit accounts.
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5. You can either use the left and right pointing arrows
an existing account or you can choose to add a new account.
to select
Note: Create a new cash box account for counter sales if you prefer to reconcile counter
sale receipts separate from receipts returned from the field. If you create a new account
separate from the default cash receipts cash box, you will reconcile each cash box
separately, but if you like, you will still be able to combine the separate reconciliation
items into a single bank deposit.
6. After selecting an existing account or adding a new one, be sure to checkmark
DEFAULT COUNTER SALE ACCOUNT.
7. Enter a SALES DEPT and DEFAULT WAREHOUSE for the counter sale cash box.
This will help automate the process of entering and posting the counter sale
invoices.
8. Press Save
Creating A Generic Counter Sale Customer Account
Generic counter sale accounts are created from the Receivables Manager. Create a
counter sale account if you do not need to track counter sales to specific locations /
billing accounts.
To create a new counter sale account,
1. Open the RECEIVABLES MANAGER,
2. Right click, and select New Counter Sale Account
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3. In creating the new billing account, it is recommended that you enter
‘COUNTER’, or some other descriptive text as the account number.
4. Enter ‘Counter sale’ into the LAST NAME for search purposes.
Note: If for some reason (different branch offices, different salespersons, other reporting
purposes, etc.) you want to create multiple counter sale accounts you can call them
‘COUNTER1’, ‘COUNTER2’, etc.
5. You must enter an address. You can use your company’s address.
6. Enter Payment Terms and a Salesperson if you wish. These will be used as the
default for new counter sale invoices.
7. Tab to the LOCATIONS field and press Ctrl+C to create a Carbon Copy
Location. You must create a carbon copy location. A location / billing account
combination is required for any invoice in SuccessWare21, including counter
sales.
8. Double click on the location to open it and then select Edit.
9. Set the TAX CODE and INVOICE TYPE fields as you want them to appear on
counter sale invoices.
10. Save the changes to the location when finished.
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11. Save and close the new counter sales billing account
Counter Sale General Ledger Setup
Sales are posted to general ledger based upon the sale type on the PriceBook
category/group of the item number being sold. Double-check the items in the
PriceBook that you will be selling on counter sale invoices for proper Sales Type
setup.
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Using counter sales
Creating a Counter Sale Invoice
1. Use the CUSTOMER SEARCH (CTRL+F12) to find either a generic counter sale
customer, or a specific customer, depending upon how you want to record and
track the sale.
2. Once you have located the correct customer select it by pressing Enter.
3. Create the counter sale invoice by pressing Ctrl+Insert, or right-click and select
New Counter Sale Invoice.
4. The INVOICE DATE will default to today’s date. You can change it if necessary.
5. The DEPARTMENT and SALESPERSON fields will default based upon the
setup of the Billing Account. These also can be changed.
6. Tab to the item grid and press Insert to add a new item. Counter sale invoices
only allow the entry of Part or Miscellaneous item numbers. Tasks and Labor are
not allowed for counter sales.
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SuccessWare®, Inc.
7. After the entry of line items, choose Apply Payments. Counter Sale invoices
must be paid in full in order to be posted.
8. When payment entry is complete, post the counter sale invoice as you would any
other invoice.
9. If the SuccessWare21 inventory module is active for counting, counter sale
invoices will automatically post the required inventory transactions.
10. If inventory transactions have been processed, press Enter to close the Inventory
Information box.
+
11. Press Enter to acknowledge the resolution of Inventory Tags.
12. Choose whether or not to print the invoice
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13. Close the invoice when finished.
Note: As long as the default warehouse has been defined on the default counter sale cash
box and therefore on the invoice header, the inventory posting process will automatically
occur when the Post button is selected. If for any reason the inventory transactions
cannot post, the Tag Manager will show in order to allow manual intervention. If
inventory posting for all items on the invoice is not completed, either automatically or
manually, posting will stop and the invoice will remain un-posted.
Accessing the Counter Sales Customer
If a generic counter sale account is used frequently for counter sale invoices, the
customer form can be left open for quick access. Simply do not close the
customer form, and when you want to do another counter sale, select the yellow
“C”
from the tool bar, and select the counter sale account. Then create the
new counter sale invoice (CTRL+INS).
Counter Sale Reports
Invoice related reports have a filter, group, and sort option for Invoice Type.
There are four invoice types tracked by the SuccessWare21: job related invoices,
project invoices, agreement invoices, and counter sales. Reports can be run for a
specific invoice type using the Invoice Type filter, or sorted and/or grouped by
Invoice Type.
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Accounts Receivable Invoicing

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