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Billing

The Billing module allows Users to create Invoices, Purchase Orders and manage Customer support Contracts. Billing allows support organizations to charge Customers for support services provided, and manage Items purchased with Service Contracts.

When the Billing module is enabled by the system administrator, the Invoices and Purchase Orders sub-menu options are available within the application Finance tab. Purchase orders can simplify the tracking of where and when new Items are purchased or leased. This feature is not meant to replace an organization's original PO system, it is designed to easily link a specific PO number (and its associated vendor and date information) with an Item.
 

The Invoices section allows Customers to be billed for products (Items) or support services (Contracts) provided by the organization. An Invoice can be created when an Item and Service Contract is ordered by a Customer. Alternatively, Invoices can be created for Service Contracts alone, as the Item may already exist in the system.

Invoices can be generated through the following screens:

• Within the Invoices section

• When a request is created against an out-of-contract Item

• When an Item, Customer or Organizational Unit is created, or edited to assign a new SLA.

The Billing options include:

• Purchase Orders

• Contracts

• Invoices.
   

  Billing	Description
  Purchase Orders	Allow Users to track Items from the moment an order is placed to its delivery and implementation. POs cover leased and purchased Items.
  Contracts	Within Contracts, Users can manage Customer Service agreements over a specific time period.
  Invoices	Allow Users to charge Customers for contracts. When Invoices are activated, Contracts are automatically enabled
  Display SLA Prices	Enables SLA Price fields to be visible in the SLA Editor screen. This allows the Supervisor to allocate costs to SLAs and assists with the calculation of Break Even Point costs for Service Items. See: SLAs.
  Email Notifications	(This option is visible when Contracts are enabled.) Enables the system to update Finance Users via automated emails, regarding  Invoice and/or Contract related matters.
  Global Settings
  Currency	Defines the currency that is to be automatically applied by the system for all financial transactions.

• Invoices and Contracts will not work when Global Items are in use. If Billing is enabled after the application has been in use, a Supervisor will need to assign owners to Global Items before Billing can be activated.