Automated invoice creation with agreements (multiple workorders)

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Posted on by djaforma

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

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Thomas David Dayman 11,323 on at

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Hi djaforma,

The work order will always produce an Invoice if you have the Field Service Setting 'Work Order Invoice Creation' set to 'On Work Order Posted'.

An Invoice Setup just creates a recurring invoice for that customer and nothing else. What you could do is that for any work order that you don't wont an invoice created from then don't mark any of the products or services as used as this will give the Work Order a Total Amount. If the Total Amount of a Work Order is 0 then no Invoice will be created.

You could use some basic crm configuration to notify the user or by automation to ignore these Work Orders for being invoiced

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djaforma 60 on at

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Hi,

Thanks for your reply.

I would like to create 1 invoice for all the created work orders (created by the agreement) every month. (per customer)

If I fill in the products and services as "used" and don't set the status of the work orders to Closed-Posted, would it then create 1 invoice as setup in the invoice recurrence in the agreement?

Kind regards,

Dirk-Jan Forma

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Thomas David Dayman 11,323 on at

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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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djaforma 60 on at

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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.

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Thomas David Dayman 11,323 on at

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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.

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djaforma 60 on at

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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)

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Thomas David Dayman 11,323 on at

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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?

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djaforma 60 on at

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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.

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Thomas David Dayman 11,323 on at

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

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djaforma 60 on at

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No it should happen in Dynamics 365.

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