Direct Invoice Entry

The Direct Invoice Entry frame allows you to create a direct invoice for when a unit has been serviced by an outside vendor. This frame gives you the ability to create an invoice in the system without having to create a work order first.

Create

To create a new Direct Invoice, enter a valid unit number from Unit Main or double click in the Unit field to select one from the list of values.

Direct Invoice Information:

• Unit - Must be a valid unit from Unit Main.
• Vendor No. - Select a valid vendor number from Vendor Main. This will represent the vendor who is performing the outside service on the unit.
• Work Order No. - When creating a new direct invoice, this will default to 'NEW'.
• Invoice No. - Direct Invoice number for record keeping and tracking in the system. This field has a limit of 15 characters.
• Visit Reason - Drop down to select the Work Order Visit Reason for the unit.
• Invoice Date - Date of the invoice.
• Close Invoice (button) - Click this button to close the invoice.

Unit Information:

• VIN - Will populate automatically with information from Unit Main.
• Using Dept. - Unit's Using Department, will populate automatically with information from Unit Main.
• License No. - License number for the unit.
• State - State of issue for the license.

Meter Information:

This section allows you to update the Primary and Secondary Meter readings as necessary.

Vendor Information:

• City - Vendor's city, will populate automatically with information from Vendor Main.
• State - Vendor's state, will populate automatically with information from Vendor Main.
• Phone - Vendor's phone number, will populate automatically with information from Vendor Main.

Invoice Cost Information:

These totals will update automatically as information for part, labor, and miscellaneous costs are added to the invoice.

Operator and Other Information:

• Name - Operator name, optional free-form field.
• Accident No. - If the unit is being serviced as the result of accident, enter of select the accident number from the LOV. This must be a valid accident number from the Accident Entry frame.
• External Data - Optional, free form field.
• Direct Acct. - Enter a valid Direct Account Code.

Once the information is entered, you can then move on to entering the Invoice Details.

Invoice Details:

• Vendor SKU/Service Code - Must be a valid code for the vendor.
• Vendor SKU - These codes are setup and maintained on the Equipment Types/SKU frame.
• WAC - Work Accomplished Code
• System/Component Code - Must be a valid System/Assembly combination.
• Job Reason - Select a valid Job Reason code.

Close Invoice

Click the Close Invoice button in the Direct Invoice Information section to close the invoice.

NOTE: Test Suites are not intended for use with Direct Invoice Entries. The screen will not function properly and you will receive an error if a unit belongs to a tech spec that has a standard job automatically added to every work order.  

A detailed explanation is available in the Direct Invoice Entry Reference Guide.

Last Update: 03/22/2021

NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.

Additional training and technical documents on this subject may be available in the Resource Files area.