Billing of Multiple Appointments: Process Activity

The following activity will walk you through the process of generating invoices for multiple appointments. You will also review the invoices that have been generated for customers with different billing cycles assigned.

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 issues, restore the U100 dataset to its initial state.

Story

The accountant of the SweetLife Service and Equipment Sales Center generates billing documents every day. On February 3, 2026, the accountant (Yona Jones) has to run billing for appointments for the following customers:

  • GOODFOOD (GoodFood One Restaurant): For this customer, a billing document is generated for each appointment.
  • RETSALE (Individual Retail Customer): For this customer, a billing document is generated each Monday.
  • TOMYUM (Thai Food Restaurant): For this customer, one billing document is generated for each service order; it includes all appointments of the service order.

By filtering the appointments by customer and billing cycle, Yona can quickly review which appointments are ready for billing and process them together in a single run.

The service order type of each appointment is defined to generate sales invoices as billing documents. In this activity, you will act as the accountant and run the billing process for these customers.

Configuration Overview

In the U100 dataset, which you'll use to complete this lesson, the following setup has been configured. These settings ensure that the environment is ready for performing the activity:

  • The minimum system configuration, which is described in Company with Branches that Do Not Require Balancing: General Information, has been performed.
  • The SWEETLIFE company has been created on the Companies (CS101500) form. This company has multiple branches created on the Branches (CS102000) form, including SWEETEQUIP (Service and Equipment Sales Center).
  • On the Service Management Preferences (FS100100) form, the minimum settings have been specified, including specifying the numbering sequences and work calendar, for the service management functionality to be used.
  • On the Users (SM201010) form, the jones account has been created. For the user account, in the Linked Entity box of the Summary area of the form, the Yona Jones employee account has been specified.
  • On the Branch Locations (FS202500) form, the WEST BRIGHTON branch location of the SWEETEQUIP (Service and Equipment Sales Center) branch has been created.
  • On the User Profile (SM203010) form, for the jones user, WEST BRIGHTON has been specified as the default branch location.
  • On the Order Types (SO201000) form, the SO and IN sales order types have been created. On the General tab (Field Services Settings section), the Enable Field Services Integration check box has been selected.
  • On the Service Order Types (FS202300) form, the INST and MRO service order types have been defined. On the General tab (Billing Settings section), SO Invoices has been selected in the Generated Billing Documents box.
  • On the Billing Cycles (FS206000) form, the following billing cycles have been created:
    • AP AP: For this billing cycle, Appointments is selected under Run Billing For, and Appointments is selected under Group Billing Documents By.
    • AP MONDAY: For this billing cycle, Appointments is selected under Run Billing For, Time Frame is selected under Group Billing Documents By, and Monday has been selected as the Fixed Day of Week (in the Time Frame Grouping Settings section, under Prepare On).
    • AP SO: For this billing cycle, Appointments is selected under Run Billing For, and Service Orders is selected under Group Billing Documents By.
  • On the Customers (AR303000) form, the following customers have been defined with the noted billing cycles selected in the Billing Cycle box (Service Management section) of the Billing tab:
    • GOODFOOD (GoodFood One Restaurant), which has the AP AP billing cycle
    • RETSALE (Individual client), which has the AP MONDAY billing cycle
    • TOMYUM (Thai Food Restaurant), which has the AP SO billing cycle
  • On the Appointments (FS300200) form, multiple appointments have been created for the purposes of this activity.

Process Overview

You will review closed appointments on the Run Appointment Billing (FS500100) form and specify the settings required for the system to generate invoices. After the billing process is completed, you will review the generated billing documents on the Service Billing Batches (FS305800) form.

System Preparation

Before you start this activity, do the following:

  1. 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.
  2. In the Date box in the upper-right corner of the MYOB Acumatica screen, specify the business date 2/3/2026. For simplicity, you will use this business date to create and process all documents in this activity.
  3. On the Company and Branch Selection menu on the top pane of the MYOB Acumatica screen, make sure that the Service and Equipment Sales Center branch is selected.
  4. After signing in, make sure that the Service Management feature is enabled on the Enable/Disable Features (CS100000) form.

Step 1: Reviewing the Closed Appointments

To review the list of closed appointments for customers awaiting billing, do the following:

  1. Open the Run Appointment Billing (FS500100) form.
  2. In the Generated Billing Documents box of the Selection area, select SO Invoices.
  3. In the From Date box, select 1/20/2026.
  4. In the Up to Date box, select 2/3/2026.
Tip: For convenient review of the table, click the header of the Billing Customer column and select Sort Ascending. The appointments in the table will be sorted by customer name.
In the table, notice the following:
  • For GOODFOOD, two appointments of one service order were closed on 1/28/2026 (see the Actual End Date column).
  • For RETSALE, two appointments of one service order and one appointment of another service order were closed.
  • For TOMYUM, two appointments of one service order and one appointment of another service order were closed.

    All customers have different billing cycles assigned (see the Billing Cycle ID column). In the Cut-Off Date column, you can see the date when the billing document can be generated for each appointment.

Step 2: Generating and Reviewing Invoices

To generate multiple invoices for the appointments, do the following:

  1. Once the list of appointments is opened on the Run Appointment Billing (FS500100) form, on the form toolbar, click Process All.

    The system opens the Processing dialog box, in which you can see the status of the processing.

  2. After the processing has successfully completed, click the Processed tab in the dialog box.

    The table with the processed records is displayed. A batch of invoices has been generated for each customer. Move the scroll bar to the right until you reach the Batch Nbr. column (see below).

    Figure 1. The batches with the generated billing documents


  3. In the Batch Nbr. column, click the batch link for GOODFOOD (GoodFood One Restaurant). Notice that the same batch number is displayed in both GOODFOOD (GoodFood One Restaurant) rows, so you click either of them).

    The Service Billing Batches (FS305800) form opens in a pop-up window with the batch of generated invoices.

    Notice that a separate invoice (Item 1 below) has been generated for each appointment (Item 2) of one service order (Item 3). This is because the billing cycle of the customer has been defined to run billing for appointments and group them by appointments.

    Figure 2. A separate invoice generated for each appointment


  4. Close the window with the Service Billing Batches form.
  5. Return to the Processing dialog box and click the batch link generated for RETSALE - Individual Retail Customer.

    The Service Billing Batches form opens with the batch of generated invoices. Notice that one invoice (Item 1 below) has been generated for three appointments (Item 2) of two service orders (Item 3). This is because the billing cycle of the customer has been defined to run billing for appointments and group them by time frame (on each Monday).

    Figure 3. One invoice generated for three appointments


  6. Close the window with the Service Billing Batches form.
  7. In the Processing dialog box, click the batch link generated for TOMYUM (Thai Food Restaurant).
    The Service Billing Batches form opens with the batch of generated invoices. Notice that two invoices (Item 1 below) have been generated for three appointments (Item 2) of two service orders (Item 3). This is because the billing cycle of the customer has been defined to run billing for appointments and group them by service orders.
    Figure 4. Two invoices generated for three appointments and grouped by service order


  8. Close the window with the Service Billing Batches form.