Log billing

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

Log charge types

A log has statuses to indicate at what stage of the process it is, however, there is not only one sequential order of steps that the Service Log can follow but depend on how the Jobs are set up. A Job with a charge type of Input and Output billing will be Allocated, then In-Progress, then Completed and its billing status will change to Billed once all transactions/Outputs on the Log have been included in a Job Invoice billed from the Log (that is by selecting them all from Get Sales in a Job Invoice).

On the other hand, a Job with a charge type of Contract Claims, will have to be flagged as Finalised as the last step in the process by the person invoicing it, to indicate it has been billed and no further action is required. The system cannot link the Log Cost transactions (Job transactions/Outputs) to an invoice because the Service Log will be invoiced with a Claim type of invoice that requires a manual line (and will not include the actual Job transactions in the Log). So in this case the billing status becomes less important and the Workflow status is what is relevant. However, the Log Charge Type can be used, instead of the Job’s charge type which will define if the Log transactions can be billed from the Log or not.

The Log’s Charge type is not mandatory, however is useful to ensure all charges are invoiced to the Job (transactions or Outputs) when the Jobs charge type is Contract Claims.

Input and Output Based Billing: Only transactions related to this Log will be displayed for selection on [Get Sales]. If any transactions are Deferred or Pending, the [Invoice] button will still display to allow for these transactions to be billed at a later stage. On the Job Invoice there is the option to Save, which will change the Log’s status to Allocated - Billed. Or there is also the option to Save & Finalise, which will save the Job invoice and change the status to the Log to Finalised - Billed. However, if new transactions still need to be added to the log, the [Reopen & Unfinalise] button will change the status back to Allocated - Part billed and make the Log editable again. The existing invoices will still be linked and additional invoices can be created.
Contract Claims billing: The are two ways to bill this Log,
- the most recommended and straightforward one is using a Charge Type on the Log that will allow you to bill it as per a normal Input/Output billing process.
- Or the where the Log is not to be billed from the Log itself, and will have to be billed from a Contract Claim with a manual line. There is an option to Save and Finalise Log, to indicate no further action is required. See description of Workflow statuses for more details. The Log Billed status will stay as Unbilled as there is no connection between the Log job transactions/Outputs and the Invoice. Once flagged as Finalised, the log becomes read-only, and if new transactions still need to be added to the log, the [Re-open & Unfinalise] button will change the status back to Allocated and make the Log editable again.
Log’s Charge type can be empty (not required).

Log billing status

There are billing statuses to better represent the billing status for the different charge types on the Log (if selected) or the charge type on the Job. Note that if there is no charge type selected on the Log, then the system uses the Job’s charge type. Refer to the Service log for more details.

Charge type	Log - Billing Status
Quoted	No Transactions : no transactions or outputs. Unbilled : no invoices on any transactions or outputs. Part Billed : invoices less than the Quoted Value on the Job. Billed : there are invoices or invoice exceeds quote. Finalised : manual step.
Input / Output	No Transactions : no transactions or outputs Unbilled : no invoices on any transactions or outputs. Part Billed : invoices on some transactions or outputs. Billed : invoices on all transactions or outputs. Finalised : manual step.
Claim	No Transactions : no transactions or outputs. Claim Based : if transactions exist (since the system does not know how much needs to be invoiced). Finalised : manual step.

Logs attachments when billing

Any Log attachments will be available to be selected and attached to the Job Invoice email together with the invoice PDF.

All Job invoices linked to this Log will be listed on the Completion tab, with direct links to the Job Invoices.

Alternatively, Jobs transactions or Job outputs can be billed from Bulk Invoice Creation or from the Job itself, only if the Log does not have its own Charge Type. These invoices will also be displayed in the Completion tab.

Billing 'Small Jobs' from a Log

The invoice will be created for the Client on the Service Log, rather than the Client on the Job on the Service Log.

These two can be different, and a common scenario would be in those cases where there are very small jobs done for different Clients, that do not have a specific Job set up in Workbench for it, but rather a generic/cath-all Job for Small Jobs, where the Client could be the Internal company. This generic Job can be used on the Logs, and typically once the work is done is billed right away from the Log to the specific Client to whom the service has been provided for.

Note: ‘Bulk Invoice Creation’ functionality cannot be used to bill these Logs, because the Invoice created will be for the Job’s Client which is the internal company, and it will have a mix of Transactions done for different clients on different Logs.