Service Quotes, Work Orders, and Invoices

About service invoice types

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

Service invoice types let you categorize transactions and control to which ledger accounts you post. For each type, indicate the cash, taxable income, non-taxable income, discounts given, and cost of goods accounts as well as the cost code and cost type. In addition, you can include a department.

On the Invoice Details tab, Sage 100 Contractor inserts the appropriate income account for the selected service invoice type. For taxable items, Sage 100 Contractor suggests the taxable income account. For non-taxable items, Sage 100 Contractor suggests the non-taxable income account. You can change the account if needed.

When you post the work order or invoice, Sage 100 Contractor creates the journal transaction, debiting the service receivables account and crediting the appropriate taxable or non-taxable accounts for each item. Under certain circumstances, Sage 100 Contractor also posts to the cash, discounts given, or cost of goods accounts indicated in the service invoice type.

• Cash Account: When a client or customer pays cash for an over-the-counter sale, enter the invoice and assign it status 4-Paid. When you post the transaction, Sage 100 Contractor creates additional lines in the journal transaction-debiting the cash account and crediting the service receivables account.
• Cost of Goods: When the items come from inventory, Sage 100 Contractor creates additional lines in the journal transaction-debiting the cost of goods account and crediting the inventory account.

You can set up service invoice types to classify the types of work you perform, and provide suggested ledger accounts for posting transactions. If there are a large number of startup invoices, create a service invoice type designed to post to the service receivables clearing account.

Example of service invoice types for a plumbing company

Invoice Type #	Type Name
1	Over-the-counter
2	Faucet repair
3	Grease/drain clean out
4	Leak detection
5	Back flow test
6	Plumbing repair
7	Old debt

Example of service invoice types for an electrical company

Invoice Type #	Type Name
1	New fixture
2	Fixture replacement
3	Rewire
4	New meter/service
5	Upgrade meter/service
6	Troubleshooting
7	Old debt

About service invoice status

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

The status of a service record indicates its location in the process.

Important! You can change the status of records assigned status 1-Open, 2-Review, or 3-Dispute to another of the first three status settings. However, you cannot assign status 4-Paid or 5-Void.

Note: When an invoice or credit is fully paid, Sage 100 Contractor automatically assigns status 4-Paid. If you void the record, Sage 100 Contractor automatically assigns status 5-Void.

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 only need to provide 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.