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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Automated invoice crea...
Microsoft Dynamics CRM (Archived)

Automated invoice creation with agreements (multiple workorders)

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Posted on by djaforma 60

Hi all,

We are having some problems with invoices in field service.

When we create an agreement and setup an booking and invoice recurrence it automatically creates the workorders. (the invoice recurrence is set to 1 invoice a month)
When we set the workorders to Closed-Posted the system creates immediately an invoice for this workorder.
This customer has multiple work orders they would like to have on 1 invoice and not an invoice for every workorder...

I thought that when you create an invoice setup all the workorders in this agreement would be combined on 1 invoice..

How is this possible?

Thanks in advanced!

Kind regards Dirk-Jan Forma

*This post is locked for comments

  • djaforma Profile Picture
    djaforma 60 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    Yes I know, but they would like to use Dynamics 365 to send out the invoice.

  • Thomas David Dayman Profile Picture
    Thomas David Dayman 11,323 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    I know in CRM it creates the Invoice but usually the actual financial processing happens outside of CRM

  • djaforma Profile Picture
    djaforma 60 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    No it should happen in Dynamics 365.

  • Thomas David Dayman Profile Picture
    Thomas David Dayman 11,323 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    It really depends on how you actually send out the Invoice. Do you have a separate Financing system which sends these Invoices out?

  • djaforma Profile Picture
    djaforma 60 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    I've worked with advanced find but i'm not an expert.

    I would not know how to generate 1 invoice from all of the invoices/workorders created for that particular customer.

  • Thomas David Dayman Profile Picture
    Thomas David Dayman 11,323 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    Booking Setups will create Work Orders which will then contain what products and services was in the Booking Setup. This is where you will close post your work order to create the Invoice. The Invoice will contain what ever products or services which were used on the Work Order.

    Booking Invoices just creates Invoices which will contain what products and services that was in the Booking Invoice

    Are you comfortable with advanced find?

  • djaforma Profile Picture
    djaforma 60 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    Okay, thats a possibility.

    Last question! :)

    What will be on the invoice when you are working with an agreement, all the services and products you added in the booking setups on the agreement? (for the past month for example)

  • Suggested answer
    Thomas David Dayman Profile Picture
    Thomas David Dayman 11,323 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    Yes it will still create them. Agreements are like a Contract. Once the Customer is locked in then they have agreed to pay.

    I would say the best way of doing what you need is to find a way of identifying each of the work orders you wish to invoice. I'm guessing you want to Invoice the customer monthly? Why don't you at the start of each month retrieve all the Invoices for all those work orders which are closed-posted and are for last month and either by Reporting or just data manipulation calculate the total amount of those Invoices. (You can run an advanced find to find all Invoice Products by the criteria I have set above.

  • djaforma Profile Picture
    djaforma 60 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    Hmm that's a shame. They won't charge the same amount every month.

    But lets say, if a maintenance appointment is cancelt because the engineer called in sick and you created the work orders via an agreement, will it still create an invoice with the same amount as usually?

    I don't think working in 1 work order will work for them.

  • Thomas David Dayman Profile Picture
    Thomas David Dayman 11,323 on at
    RE: Automated invoice creation with agreements (multiple workorders)

    Agreement Invoice Setups do not relate to Work Orders What so ever. It just's creates Invoices for the Customer on a timer. These are usually used for when you know what you a charging the customer, like a maintenance service for every month. Are you going to be charging the customer the same invoice amount every month?

    If you need to create 1 Invoice for all work orders. You could just use the same work order and book multiple Resources to the Work Order? Could be potentially messy though.

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