Run Appointment Billing

Form ID: (FS500100)

On this form, you can generate billing documents for customers with a billing cycle that generates billing documents from appointments, based on the cycle's settings on the Billing Cycles (FS206000) form.

This form displays appointments only if their status is Completed or Closed.

Tip: If Canada is selected in the Localization box on the Companies (CS101500) form for the company, the Canadian cash discount calculation will be applied to the billing documents that are generated on the current form and originate from this company and its branches. If you change the originating branch of the document in the Branch box on the Financial tab of the Invoices and Memos (AR301000) form, the system will automatically recalculate the cash discount.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Apply Filters	Applies the filters of the Selection area. By default, with this check box selected, the table on the current form does not display documents until this action is applied. This button is available when the Require Manual Filtering on Billing Forms check box is selected on the Service Management Preferences (FS100100) form.
Fix Appointments Without Billing Settings	Continues the process of billing cycle updating of the service orders after the details of the billing cycle have been changed on the Billing Cycles (FS206000) form or the billing cycle settings have been changed for a customer on the Customers (AR303000) form if the process has been stopped abruptly. This button is available only if the process of updating billing cycles is stopped abruptly. For example, a power issue has occurred on the server.
Process	Processes the listed appointments that you have selected (by using the check boxes in the Selected column of the table).
Process All	Processes all appointments on the list.
View Temporary Batches	Opens the Delete Temporary Batches (FS500202) form. On this form, you can delete a batch or multiple batches of the Temporary status. Once a temporary batch is deleted, a new billing process can be run for the service documents, and the newly created billing documents can be processed in the system. This button appears on the form if documents with the Temporary status exist in the system.

Selection Area

In the Selection area, you can make selections that filter the documents shown in the table. You can also specify the type of the billing document that the system generates and the billing date and period to be used.

If you select sales orders as the billing documents to be generated, you can also specify the actions to be performed on sales orders and invoices related to sales orders.

Table 1. Filtering Options Section
Element	Description
Generated Billing Documents	The billing document to be generated during the processing. You can select one of the following options: AR Documents and/or AP Bills: During the generation process, on the Invoices and Memos (AR301000) form, an AR invoice is created if the appointment balance is positive, and a credit memo is created if the appointment balance is negative. If the Create AP Bills for Negative Balances check box is selected for the service order type of the appointment on the Service Order Types (FS202300) form, a bill is created on the Bills and Adjustments (AP301000) form if the appointment balance is negative. Sales Orders: A sales order is created on the Sales Orders (SO301000) form during the generation process. You can select this option only if the Inventory and Order Management feature is enabled on the Enable/Disable Features (CS100000) form. SO Invoices: An SO invoice is created on the Invoices (SO303000) form during the generation process. You can select this option only if the Advanced SO Invoices feature is enabled on the Enable/Disable Features form. Project Transactions: A project transaction is created on the Project Transactions (PM304000) form during the generation process. Also, if an appointment contains stock items, an issue with the stock items is generated on the Issues (IN302000) form. For each appointment, one project transaction batch and one issue (if the appointment contains stock items) is created regardless of the option button selected under Group Billing Documents By on the Billing Cycles (FS206000) form. You can select this option only if the Projects feature is enabled on the Enable/Disable Features form.
Billing Cycle	The billing cycle for which you want to view the appointments.
Billing Customer	The customer for which you want to view the appointments. The list of customers available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Customers (AR303000) form. With the feature enabled, a customer is available for selection if one of the following is true: The Restrict Visibility To box is empty for the customer—that is, the customer’s visibility is not restricted. A branch, company, or company group is specified in the Restrict Visibility To box for the customer, and your user account has the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.
From Date	The start date of the date range for which appointments are displayed. By default, the system inserts the first day of the month for the specified business date. This box is hidden if the Use Time Frame Grouping check box is selected in the current Selection area.
Up to Date	The end date of the date range for which appointments are displayed. By default, the system inserts the last day of the month for the specified business date.
Use Time Frame Grouping	A check box that indicates (if selected) that the system filters the records in the table based on the Cut-Off Date and processes them according to the customer's billing cycle settings on the Billing Cycles (FS206000) form. This applies if Time Frame is selected in the Group Billing Documents section on the Billing Cycles form. If the check box is cleared, the records in the table are filtered based on the Actual End Date. Also, the system processes the records without considering the state of the Time Frame option button in the customer's billing cycle settings on the Billing Cycles (FS206000) form. This check box is cleared by default. This check box is hidden if Project Transactions is selected as the generated billing document.

Table 2. Billing Options Section
Element	Description
Billing Date	The date on which the billing documents are generated for the appointments you process. By default, the current business date is selected, but you can override this value. You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the record.
Billing Period	The financial period in which the billing documents are generated for the appointments you process. By default, the period of the current business date is selected.

Table 3. Billing Actions SectionThis section appears on the form only if the *Sales Orders* option is selected in the Generated Billing Documents box of the form.
Element	Description
Prepare Invoice	A check box that indicates (if selected) that the related invoice will be generated for each sales order that is created by the processing on this form. This check box is available only if the Use Sales Order Quick Processing check box is cleared.
Release Invoice	A check box that indicates (if selected) that the system should release the invoice related to each sales order created by the processing on this form. This check box is available only if the Prepare Invoice check box is selected.
Email Sales Order/Quote	A check box that indicates (if selected) that each generated sales order will be sent by email to the customer.
Use Sales Order Quick Processing	A check box that indicates (if selected) that each generated sales order should be processed by using the quick processing settings specified for the sales order type on the Order Types (SO201000) form. For details, see Sales Order Types: Quick Processing of Sales Orders. This check box is available only if the Prepare Invoice check box is cleared.

Table

The table displays the appointments that meet the selection criteria you have specified. You can process all appointments or only those you select.

Table 4. Table Columns
Column	Description
Included	A check box that you select to include this appointment in processing if you click Process.
Service Order Type	The service order type of the appointment.
Appointment Nbr.	The reference number of the appointment.
Billing Customer	The customer for which the document is generated.
Billing Location	The location of the customer where the appointment took place.
Billing Cycle ID	The billing cycle related to the customer.
Cut-Off Date	The date when the documents should be generated for the customer.
Service Order Nbr.	The reference number of the service order to which the appointment belongs.
Actual Start Date	The date of the document.
Actual Start Time	The actual time when the appointment began.
Actual End Date	The actual date when the appointment ended.
Actual End Time	The actual time when the appointment ended.
Branch Location	The identifier of the branch location of the appointment.
Status	The status of the document.
Description	The description of the document.
Batch Nbr.	The reference number of the batch of documents that is created during generation process. The batch number appears in this column after the generation process is finished.