If you are trying to create an invoice or having trouble invoicing a part, follow the steps below.
How to create an invoice:
- Open the repair order workfile.
- Select the Parts tab, and then select New Invoice from the toolbar.
- OR -
- Select Actions > New > Invoice from the menu bar.
- Select a vendor from the Vendor drop-list (required), and then select the payment type from the Payment drop-list. The setting from the vendor record is displayed by default.
- Enter the vendor invoice information in the fields in the top portion of the screen.
- Select the Receive option for each invoiced item, then enter the appropriate information.
- Enter the vendor invoice amount in the Invoice Total $ field. The amount entered in this field must match the Grand Total $ amount. The Variance $ is the difference in the calculated amount as compared to the Grand Total $ amount.
- Choose one of the methods to attach files(optional).
- Select one of the save options from the toolbar.
Unable to Invoice a Part
You may have a part that is added to your estimate lines, but does not display on the Parts tab of the workfile. This can occur due to the following reasons:
- The workfile has not been saved since the part was added to the estimate. To resolve this, save the workfile, then check the Parts tab again.
- Your Line Item Mapping Rules are configured to exclude the part description from ordering or invoicing the part. To resolve this, follow the steps below.
Verify that the Part is set to Can Order/Receive in the Line Mapping Rules.
- Select Configure > Profiles from the menu bar.
- Select your repair facility profile, then Edit from the mini-toolbar.
- Select Line Item Mapping Rules under Repair Management.
- Verify if the Part description has been added to the list. If it already exists skip to step 8 otherwise move on to step 5.
- Select Add from the toolbar.
- Enter the description text in the Line Item Description field. Make sure the description matches the part code description.
- Select a part account and/or labor account type from the drop-lists.
- Select the Can Order/Receive option.
- Select Save or Save and Close from the menu bar when you are finished.
- Remove and re-add the part to your estimate, then Save the workfile. The part will now display on the Parts tab.
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