Entering quotes or work orders or invoices

Service Receivables features are available only if you have purchased the Service Receivables Add-On Module.

Consider the following points before entering quotes, work order, or invoices:

• To create a quote or work order, you need to provide only the information required in the header.
• To create an invoice, you must include a price and quantity on the Invoice Details tab. Otherwise, Sage 100 Contractor cannot calculate the invoice amount.
• When you save a record assigned status 1-Open, 2-Review, or 3-Dispute, Sage 100 Contractor posts an invoice to the general ledger.
• The work order shows up on the Dispatch Board when the Scheduled and Priority text boxes on the Dispatch tab are filled in.
• You can use markups and overrides when entering a new quote, work order, or invoice.

To locate an existing client's records, you can make an entry in the Phone#, or Address 1, on the Location tab when F9 is used. Sage 100 Contractor searches the client and client locations and displays the record when it finds an exact match. When you enter client records, be consistent in how the information is formatted.

Suppose a client's address appears in the client record as 555 Main St. When entering a work order for the client, you enter 555 Main Street in the Address 1 text box on the Location tab. Because the address does not precisely match what is given in the client record, Sage 100 Contractor is unable to find the client record.

Some companies provide technicians with preprinted numbered invoices, which you can track on the service record. After a technician has provided the customer with an invoice, select the service record and enter the invoice number in the Invoice# text box. If you leave the Invoice# box blank, Sage 100 Contractor inserts the work order number.

Tip: With the cursor in the Order# text box, you can have Sage 100 Contractor auto-populate the Order# and the Invoice# text boxes by setting the Default Entry to Next in the Field Properties (F7). Alternatively, on saving a record, if no Invoice# is assigned, Sage 100 Contractor copies the order number to the invoice number.

To enter a quote, work order, or invoice

1

Open 11-2 Work Orders/Invoices/Credits.

2

In the Order# text box, enter the work order number.

3

In the Invoice# text box, enter the invoice number.

4

In the Date text box, enter the work order date.

5

In the Client# text box, enter a client number.

6

In the Description text box, enter a brief statement about the transaction.

7

In the Job text box, enter the job number.

8

In the Status list, click the invoice status.

9

In the Type list, click the invoice type.

10

If you want to enter the customer or client location, enter the data on the Location tab.

11

If you want to schedule the service call, enter the data on the Dispatch tab.

12

If you want to enter the billing information, enter the data on the Billing tab.

13

If you want to enter the parts or assemblies necessary to complete the work, enter the data on the Invoice Details tab.

14

If you want to enter the insurance information, enter the data on the Insurance tab.

15

On the File menu, click Save.