Service Contracts: To Run Billing for the Contract with Beginning-Period Fixed Billing

The following activity will walk you through the process of generating an invoice for the first billing period of a service contract that is billed at the beginning of the contract period.

Attention:

This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that the GoodFood One Restaurant customer has signed an annual maintenance contract with SweetLife SweetLife Service Equipment and Sales Center. The contract amount covers the list of services that were discussed in advance and included in the written agreement with the customer. The service contract has been already created in MYOB Acumatica, and an invoice needs to be generated at the beginning of the first month of the contract period. Acting as the accountant (Yona Jones), you will generate an invoice for the first billing period and perform the needed actions in the system.

Configuration Overview

In the U100 dataset, the following configuration tasks have been performed to prepare the system for this activity to be performed:

On the Enable/Disable Features (CS100000) form, the Equipment Management feature (under Service Management) has been enabled.
On the Branch Locations (FS202500) form, the WEST BRIGHTON branch location has been configured.
On the Service Order Types (FS202300) form, the MRO service order type has been configured to generate sales orders to bill customers for provided services. That is, the Sales Orders option has been selected under Generated Billing Documents in the Billing Settings section. Also in this section, the IN sales order type has been selected as the Order Type for Invoice so that the processing of sales orders does not require shipments.
On the Billing Cycles (FS206000) form, the following settings have been specified for the AP AP billing cycle:
- Run Billing For: Appointments
- Group Billing Documents By: Appointments
Based on these billing cycle settings, a separate billing document is generated for each appointment; this document presents the details of each service of the appointment.
On the Customers (AR303000) form, the GOODFOOD (GoodFood One Restaurant) customer has been configured. The AP AP billing cycle has been specified for a customer on the Billing tab.
On the Non-Stock Items (IN202000) form, the CLEANING non-stock item has been configured. For the item, the Service is selected in the Type box on the General tab, and Time is selected in the Billing Rule box on the Price/Cost tab.
On the Equipment (FS205000) form, the FSE00007 (Commercial citrus juicer with a production rate of 1.5 litres per minute) target equipment has been defined.
On the Employees (EP203000) form, EP00000040 (Maia Davis) has been configured, and the Staff Member in Service Management check box has been selected on the General Info tab.
On the User Profile (SM203010) form, the SWEETEQUIP default branch, and WEST BRIGHTON default branch location has been specified for Maia Davis.
On the Employees (EP203000) form, the EP00000012 - Yona Jones employee has been configured.

Process Overview

In this activity, to generate a billing document for a service contract for the first billing period, you will select the contract on the Run Service Contract Billing (FS501300) form and initiate the process. Then on the Billing Documents tab of the Service Contracts (FS305700) form, you will view the generated invoice.

System Preparation

Do the following:

Launch the MYOB Acumatica website, and sign in to a company with the U100 dataset preloaded. You should sign in as an accountant by using the jones username, and the 123 password.
In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, click the Business Date menu button, and select the 1/30/2024 date. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Running the Service Contract Billing

To run the service contract billing at the beginning of the contract period, do the following:

On the Run Service Contract Billing (FS501300) form, in the Billing Customer box, select GOODFOOD (GoodFood One Restaurant).
In the Up to Date box of the Summary area, select 1/30/2024.
Select the unlabeled check box next to the service contract to be billed.
On the form toolbar, click Process. In the Processing dialog box, click Close once the process is finished.

The billing document has been generated for the first billing period of the service contract.

Step 2: Viewing the Contract Billing Document

To confirm that the generated billing document is listed for the service contract, do the following:

Open the service contract on the Service Contracts (FS305700) form.
On the Billing Documents tab, confirm that the generated invoice for the first billing period of the contract is listed.
Click the invoice number in the Reference Nbr. column. The Invoices and Memos (AR301000) form opens.
Review the invoice total balance in the Summary area, which is equal to 150.00. It is the fixed price specified in the service contract to be paid in each billing period for the services covered by the contract.

Step 3: To Run Billing for the First Appointment of the Billing Period

In this instruction, you will run billing for the first appointment of the billing period, and review generated billing documents. Do the following:

Return to the Appointment Summary (FS400100) form, and in the Appointment Nbr. column, click the link of the first appointment in the list (the appointment scheduled for 1/31/2024).
The appointment opens on the Appointments (FS300200) form.
On the form toolbar, click Start.
On the Details tab, in the row with the CLEANING service, notice that the Free Item check box is selected.
On the Settings tab, in the Actual Date and Time section, specify the start and end times to be the same as the scheduled ones. Select the Finished check box.
On the form toolbar, click Complete. (You perform this action on behalf of a staff member.)
On the form toolbar, click Close. (You perform this action and the following action on behalf of an accountant.)
On the form toolbar, click Run Billing.
On the form toolbar of the Sales Orders (SO301000) form that has opened, click Prepare Invoice, and then click Release.
Close Sales Orders form.
Return to the Appointments (FS300200) form.
On the Billing Documents tab, review the invoices related to an appointment. There is an invoice that contains the service contract fixed price and generated for a contract at the beginning of the billing period, and there are billing documents (sales order and SO invoice) generated for an appointment. Click the reference number of the SO Invoice. On the Invoices (SO303000) form that opens, in the Summary area, review that the total of the invoice is set to zero.