SuccessWare now supports the ability to track the preprinted job invoices that are given to technicians. This new feature will ensure that invoices are either used in relation to a valid sale, or returned to the company.
The Invoice Tracking Manager can be opened from the Main Menu, under Management, or by right-clicking in the Invoice Manager and selecting Invoice Tracking. You must be an Administrator to turn on the Invoice Tracking feature.
The Invoice Tracking Manager will open with the ‘Outstanding’ view displayed by default. This view will list all of the currently deployed Invoices, who they are deployed to, and other information. This will allow you to quickly find which Invoices have not yet been accounted for. The History view allows you to view all Invoices in a more detailed fashion. You can change the filter in the history view to see only invoices that are Missing, or invoices that were Returned, or all invoices that have been successfully reconciled. The Not Tracked view allows you to see which job invoice numbers have been entered and posted without having been deployed.
Both the Outstanding and the History view allow you to filter the invoices you are viewing by Series/Invoice Number Range and Employee. The Series is a single letter used to group ranges of Invoices together. The From and To fields should only contain numeric values. The History and Not Tracked view allow you to filter by date. You can also generate a printed report from either view by right-clicking and selecting Create Report. This option will display the standard Grid Report interface.
To deploy new invoices to a technician, right-click on the manager and select Deploy. This will open the Status Change form. Enter the series and range of invoices you want to deploy, and the employee they are to be deployed to, then submit the entry.
Note: The Invoice Tracking
system is only designed to help manage standard job invoices. The Invoice Tracking
system does not support preprinted invoice numbers used for sales quotes or other
types of invoices - i.e. project invoices, counter sale invoices, or agreement
billings. Only deploy invoices meant for
use on standard jobs.
In order for invoice tracking items to be considered 'Closed', they must either be 'Reconciled' or flagged as 'Returned' or 'Missing'.
Each time the Invoice Tracking Manager is opened, invoices are searched for matches with invoice numbers that have been deployed. Any matches are automatically closed as 'Reconciled' when the series and invoice number matches the series and invoice number entered on a job invoice and the primary technician on the job matches the employee to which the invoice number was deployed.
A deployed invoice can also be closed by flagging it 'Returned' (possibly damaged) or Missing. To close in this manner, select the invoice, right-click on it, and choose Return or Missing. This will open the Status Change form. Fill in the Comment field and then submit your changes.
Sometimes it may be necessary to 'Cancel' an invoice tracking item. If an invoice number is mistakenly deployed, it cannot be re-deployed unless the first deployment is canceled. Or a deployed invoice might be returned, but still in a usable state. Re-deployment of such and invoice would also require first canceling the initial 'Returned' item. To cancel an item, select the invoice, right-click on it, and choose Cancel. This will open the Status Change form. Fill in the Comment field and then submit your changes.
The process for Data Entry on invoices has not changed. However, if you are using Invoice Tracking, it becomes paramount that the invoice series and number entered matches the invoice number deployed to a technician so that invoices will be correctly marked as Reconciled.