Invoicing Service WIP

Invoicing Service WIP

Service WIP jobs can be invoiced once all work is completed and requirements are met.

Invoicing Requirements

Labour Line Requirements

Before invoicing, labour lines must meet these requirements:

• Labour line status must be C (Complete) to invoice
• Time taken cannot be zero
• Technician must be populated
• Can be populated automatically via clocking or manually via timesheet
• Only Complete (C) status labour lines included in invoice

Part Line Requirements

Before invoicing, part lines must meet these requirements:

• Part line progress code must be P (Picked/Provided) or X (Invoiced)
• If status is not P or X, part will not be included in invoice
• Parts with status P are included and status changes to X on invoicing

Invoicing Process

Step 1: Verify Requirements

• Check all labour lines are Complete (C)
• Check all parts are Picked/Provided (P) or Invoiced (X)
• Verify time taken is not zero
• Confirm technician is populated on all labour lines

Step 2: Generate Invoice

1. Open the Service WIP
2. Click "Invoice" button
3. System generates invoice with all completed items
4. Invoice number automatically assigned

Step 3: Invoice Details

The invoice includes:

• All Complete (C) labour lines with time and cost
• All Picked/Provided (P) or Invoiced (X) parts
• Subtotal (pre-VAT)
• VAT amount (20% UK standard)
• Total (inc VAT)

Step 4: Status Updates

After invoicing:

• All part lines with status P automatically change to X (Invoiced)
• Job status updates
• Invoice linked to job

Pricing & VAT

All prices stored pre-VAT:

• Labour costs: duration × hourly rate (pre-VAT)
• Part costs: quantity × unit price (pre-VAT)
• VAT calculated at invoice generation (20%)
• Invoice totals: Subtotal (pre-VAT) + VAT = Total (inc VAT)

Payment Processing

After invoicing, process payment:

• Multiple payment methods (cash, card, cheque, bank transfer)
• Split payments
• Partial payments
• Payment tracking and history