Audit Orders for Billing

Auditing Service Orders for Invoicing & Posting Invoices for Accounts Receivable




The following tutorial example assumes the following conditions:


1.Orders that have been completed, but are waiting on the final paperwork have been given a STATUS of Work Performed, which have View Level of 50;
2.Orders that have been completed and final paperwork has been turned-in, plus the necessary data-entry has been done have been given a STATUS of Complete, which have a View Level of 60;
3.Orders that have been reviewed and audited are assigned a STATUS of Ready to audit/bill, which have a View Level of 70;
4.Orders that have been Billed/Invoiced audited are assigned a STATUS of Post to Accounting, which have a View Level of 80;
5.Orders that should be retained or transferred the Customer History Log file are assigned a STATUS of Zip & Archive in Log, which have a View Level of 90;
6.Orders that should be deleted from the database are assigned STATUS of Delete From Logs, which have a View Level of 99.

Using the above assumptions for Completing, Auditing and Invoicing, View the Service Orders between 70 & 70. Therefore, only the orders that are Ready to audit/bill shall appear in the Browse Table below:

SWORD Service Orders can be easily updated from the Audit Billing Module, which can be found under the FILE menu option.

The Audit Billing Module which allows a Supervisor or System Manager to view all Service Orders, regardless of the View Level or Service Order Status.



Typical User Scenario:

1.Your Service Writers and/or Dispatcher monitors SOs up to the Status Ready to Bill pending final audit (View Level 70);
2.Your billing and/or accounting personnel review/audit each SO for completion and correctness, then mark the SO to the Status Post to Accounting (Level 80).
3.User Tip: In order to transfer the SO to Quickbooks the Ready Column and field must contain a 'Yes'. In addition, the Date Ready Column and field must contain the appropriate date that the SO was made Ready.
4.The Ready field and Date Ready field can be posted manually inside the Administration tab of the SO Edit Screen.


5.The SO Ready Date field may be selected from a popup calendar or entered and the Ready to Post may be checked; Checked shows 'Yes' and Unchecked shows a 'No' on the SO Audit/billing table.


6.User Tip: Alternately, the marking and dating of SOs that are ready to post may be completed in a batch process. The SO must have a Status of Post to Accounting (Level 80).
7.Once the SO is saved with a Status of Post to Accounting (Level 80) the SO record may be tagged with a Check by mouse  clicking into the white space to the left of the Order No in the Order No column.


8.You may tag as many SOs that are ready to Post to Accounting as needed.


9.To complete the batch process of Marking all of the tagged records as Ready (Yes) and the Date Ready (Today) then click on the [Ready Tagged SOs button], as shown below.


10.Each Tagged SO with be automatically changed with a Ready field of 'Yes' and the Date Ready equal to Today. Also, if the SO Schedule Date = 0 THEN SO Schedule Date will become the same as the SO Due Date. Else if the SO Completion Date  is 0 THEN the SO Completion Date will become the same as the SO Schedule Date.
11.Click on the [Export to XML button] to start the export to an XML file, which can be imported into the SCA and then pushed into QuickBooks as an invoice.


Related Topics


Exporting Orders to XML >>
Order Status
User View Levels for Service Orders
Special Commerce Agent (SCA)

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