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This page explains about the log billing of Service log and Plant Maintenance log.

Invoicing

In terms of timing, you can send invoices to client in various waysat different stages:

  1. At the end of the service: Wait until all services are completed and send one invoice.

  2. Bill as you go: Invoice the client for each activity or transaction as it happens by creating an invoice before marking the service as 'completed.' For this, the Log should not have its own Charge Type. These invoices will also appear in the Completion tab.

  3. Both: A combination of both methods: bill for each transaction and, when the service is finished, send an invoice for any remaining items.

In the term of billing sourceterms of where to bill from, you can invoice the Client:

  • Directly from Log: normally applied for Small Job or by transactions via the Charge Type Input/Output based.

  • By Job that Log belongs to: This method is applicable only for Jobs (mean as in a project, not the Service itself) that have the Charge Type specified as Contract Claim.

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All the next steps are similar as normal per the Job sales Invoices process.

Info

Note:

  • Anyone who can access the logs , can generate the invoice by clicking the button 'Invoice'.

  • Maintenance log does not have 'Charge Type'.

  • Regardless of the billing method chosen, once an invoice is generated, it will follow the Job Sale process.Based on the charge type chosen on the Log, or if no Charge Type on the Log, then the one on the Job, will be how the billing process and et Sales behave (Job Sale process)

  • The Completion tab will display a summary of what is outstanding to be billed and list of generated invoices of the log.

  • If the Invoice Charge Type is 'Quoted' and the invoice is generated from a Service Log, then the default invoice value should be taken from the Log's Expected Value; otherwise, it should come from the Job's Job Value.

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Log charge types

You can set the Charge Type of a Log when creating or editing and it sticks together with the Log statuesstatus. If the Log Charge type is not specified, the system will use the Job’s Charge Type

While the Log's Charge Type is not mandatory, it proves beneficial in ensuring all charges are invoiced to the Job, especially when the Jobs charge type is Contract Claims.

  • Input and Output Based Billing: only transactions linked to this Log will be available for selection on [Get Sales] of the Job Sales Invoice screen. Even if some transactions are Deferred or Pending, the [Invoice] button will still be visible, enabling billing at a later stage. On the Job Invoice, you can choose to Save, transitioning the Log's status to ‘Allocated - Billed’ workflow status. Alternatively, you can select Save & Finalise, which not only saves the Job invoice but also changes the Log's status to Finalised - Billed status. Should additional transactions need to be added, clicking [Reopen & Unfinalise] will revert the status to Allocated - Part billed, making the Log editable again. Existing invoices remain linked, and more can be generated.

  • Contract Claims billing:

    • Automatic setting by the Job the Log belongs to:
      If the Log Charge Type is undefined (null), and the Log belongs to a Job with the Charge Type set as Contract Claim, the Log Charge Type will be automatically set as Contract Claims. It is necessary to flag the Log as 'Finalised' in the invoicing process. This is a sensible step to indicate that the Job has been billed, and no further action is required. This is a logical way to ensure consistency and alignment with the Job's Charge Type.

    • Manual billing from Contract Claim:
      When the Log is not billed directly and billing is intended to be done from a Contract Claim with a manual line, there's an option to Save and Finalize the Log, indicating that no further action is needed. This step makes sense, signaling completion when billing is indirectly associated with a Contract Claim. In this the Log billing status remains ‘Unbilled’. This is logical since there is no direct connection between the Log job transactions/outputs and the invoice.

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