Process Invoices

Charging and invoicing are supported for both internal work orders (generated in vx Field) and external work orders (generated in vx Maintain).

Internal Calls

The invoicing process is invoked when a work order is closed and the resource time sheets are approved. An invoice is generated using price books and predefined billing terms, and the work order status is changed to "Invoice Calculated". The administrative user can adjust the invoice to reflect necessary changes before submission, which changes the work order status to "Waiting for Invoice Approval" and sends the invoice to the customer. Rejected invoices have the work order status updated to "Invoice Rejected", and approved invoices are given the work order status"Invoiced".

External Calls

vx Field constantly monitors changes occurring in vx Maintain work orders. When a vx Maintain work order status changes to "Service Complete" the GetInvoiceData web service is used to retrieve the invoice calculation results from vx Maintain and the work order status is updated to "Invoice Calculated". The administrative user can adjust the invoice to reflect necessary changes before submission which changes the work order status to "Waiting for Invoice Approval" and sends invoice adjustment data to vx Maintain. When a vx Maintain work order status changes to "Invoice Rejected" the vx Field work order status is updated to "Invoice Rejected", and when a vx Maintain work order status is changed to "EOL" or "Invoice Approved", the vx Field work order status is updated to "Invoiced".

Manually Process Invoice

Navigation: Service > All Work Orders > (Select WO) > Summary > (Manually Process Invoice).

This functionality provides a manual method for moving a work order to its final status and is useful for clients who do not have an automated or web service process in place.

Example of functionality in use

To manually process an invoice, navigate to the All Work Orders smart table and a select a work order in a status of Bill Payment Pending.

From the Select Action drop-down, choose Manually Process Invoice (Screenshot 1). A pop-up will appear to the user for them to choose whether or not they want to manually process the invoice.

If the Manually Process Invoice button is selected, the work order will move to a status of Invoice Processed. If Cancel is selected, the pop-up will close and the user will return to seeing the WO Summary screen.

Configuration of functionality

This functionality is configurable by role.