Invoice page overview

The Invoice page is where you enter data about the parts and/or services you are billing.

To create and manage invoices, you must have the Invoice module.

  • It is sold separately from the TMT Fleet Maintenance license.

  • It is included with the Service Center license.

Layout of the Invoice page

The Invoice page includes two panes: Invoice and Sections/Lines.

Invoice Page SML

Other items on the Invoice page include these menus and buttons:

  • Menu
    Lists application menu items

  • Page Title
    INVOICE

  • Help
    Provides reference information on user-assistance topics

  • User menu
    Lists user-specific menu items

  • Command bar buttons

    • Search Search Orders opens the Invoices Listing page.

    • Reset Page Template Reset Page Template resets your grid to the default setup.

    • Save Page State Save Page State opens the Search Page Setup window.

    • Attachments lets you add a file to the invoice. Supported file formats include JPG, BMP, GIF, TIF, PDF, and TXT.

    • Notes lets you add and view notes about the invoice.

    • Driver Info opens the Order Information window. This window contains the driver’s name, phone number, e-mail address, and comments, when available.

    • Override Customer Credit Limit lets you create the invoice without the program checking the invoice limit and customer credit limit.

      Note: This button is available only when the Allow User to Override Customer Credit Limit option is set to YES.

    • Regenerate Invoice deletes all lines on the invoice and recreates or regenerates the invoice from scratch. Regenerating an invoice reverses any invoice items that were added, deleted, or changed.

    • Print Invoice opens the invoice in the Report Viewer window. From this window, you can send a copy of the invoice to an e-mail address or print the invoice as a PDF file.

    • Reports lets you select a report to view, such as the Invoice Detail Report.

Invoice pane

The Invoice pane has two sections:

  • Invoice header section

  • Tab section

Invoice header

You enter the shop, customer, and other details in the Invoice header.

This illustration shows the header for a repair order (RO) invoice. The RO number appears at the top of the section. When applicable, the header also shows the invoice total.

Invoice Header

Field descriptions

Required field: *

Read-only field: §

While all invoices use these fields, the order in which they appear changes based on the invoice type and your setup. The order shown here is for a typical RO invoice.
Field Definition

Shop *

User-defined shop identification number

Shop IDs can be up to 12 alphanumeric characters.

Notes:

  1. This field may have Shop Restrictions.

  2. Once you create a section for an invoice, you cannot edit the Shop value.

Invoice Number *

Twelve-character number assigned to the invoice

The program completes this field for you using the next available invoice number.

Estimate

Estimated price given to the customer

This field applies only to RO Invoices.

Customer

Identification number of the customer to be billed

Invoice Date *

Date and time the invoice was created

Unit *

User-defined unit identification number, if applicable

Notes:

  1. The units you can see and use may depend on their domicile shop. For details, see Shop Restrictions.

  2. The Unit field can be optional for Direct Sale invoices. For details, see Invoicing.

Purchase Order

Customer’s purchase order number

Invoice Type *

The invoice’s category

Options are:

  • Blank (default)

  • Credit

  • Direct Sale

  • Fuel Ticket

  • Repair Order

  • Contract

Price Table *

Price Tables control the price at which a shop charges for parts, labor, vendor parts, and services on an invoice for the customer. The price table options you can select depend on your setup.

Notes:

  1. Depending on your setup, the system may complete this field based on the entry in the Customer or Bill to Customer fields.

  2. The invoiced unit affects price table options:

    • If the unit does not have a price table, the price table defaults to the Bill to Customer price table.

    • If the unit does have a price table, a pop-up window opens. It shows the price tables for the unit and the Bill to Customer. The unit’s price table is selected by default. You can select either price table. When you click OK, the price table you selected is applied to the invoice.

Override Taxes

Lets you override any taxes that may be set up for the customer

Options are:

  • NO (default)

  • YES

Override Fees

Lets you override any fees that may be set up for the customer

Options are:

  • NO (default)

  • YES

Override Auto Discounts

Lets you override any automatic discounts that may be set up for the customer

Options are:

  • NO (default)

  • YES

Bill to Customer *

Customer who should receive the invoice if different from the Customer field

Notes:

  1. When you create an invoice for a unit that does not have a defined customer, you can select a Bill to Customer. You can pick any active customer in the system.

  2. When you enter a unit that has a defined customer on an invoice, the Customer and Bill to Customer fields default to that customer. You cannot change the Customer field, but you can change the Bill to Customer, if needed.

Status

Invoice status

Options are:

  • Open
    The Invoice is open.

    You can create sections and line items for the invoice.

  • Canceled
    The invoice is canceled. To mark an invoice as canceled, the invoice cannot have any line items.

  • Complete
    The order is complete, but not closed.

    You can add sections and line items to the invoice.

  • Closed
    The invoice is read-only. You cannot modify the order.

Invoice tabs section

You use the tabs to view and enter information about the invoice’s:

  • History

  • PMs

  • Work Pending information

  • Accounts

  • User fields

The invoice tabs are:

COMMENTS

This tab has one field. It shows:

  • Comments entered on the invoice

  • Comments from the order being invoiced

It also shows which section the comment(s) came from. In this illustration, Section 2 had the comment "Tail Light Burned out."

Invoice Tabs Section

HISTORY

On this tab, you can see:

  • The user that created, completed, and closed the invoice

  • The dates those activities took place

  • Audit trail information

Invoice History Tab

Field descriptions

All fields on the tab are read-only.

Field Definition

Open Date/Time

Date and time the invoice was opened

The system enters the current date and time automatically.

Created By

User ID of the person who created the invoice

Created On

Date the invoice was created

This is the system date when the Invoice was created. It may not match the Open Date.

Invoice Status

The status of the entire invoice

Options are:

  • Open

    The Invoice is open.

  • Canceled

    The invoice is canceled. A canceled invoice cannot have any line items.

  • Complete

    The invoice is complete, but not closed.

  • Closed

    The invoice is closed. The invoice fields are read-only.

Invoice Section Status

The status of the invoice section

This field applies to Credit, Direct Sale, and Repair Order invoices. It is blank for Fuel Ticket and Contract Maintenance invoices.

Completed By

User ID of the person who changed the status to Complete

Completed On

Date the invoice status is set to Complete

Closed By

User ID of the person who closed the invoice

Close On

Date the invoice was closed

Audit trail information is at the bottom of the History tab. You can see the section, status, date, and user for each section of the invoice.

PAYMENTS

You use this tab to review past payments on the invoice. You can also add new payments.

Invoice Payments Tab

Field descriptions

Read-only field: §

Field Definition

Order Total §

The order total from the invoice.

Amount Paid §

Total payment amount applied to the invoice

Balance Due §

The amount owed on the invoice

Buyer’s Name

The person who made the payment (optional)

Clicking Make Payment opens the Make Payment window. The program updates the Payments tab with the information you add in this window.

Invoice Make Payment

Field descriptions

Required field: *

Read-only field: §

Field Definition

Order Total §

The order total from the invoice.

Invoice §

The invoice number

Amount Paid §

Total amount paid toward the invoice

Balance Due §

The remaining balance to be paid, if any

Date §

The payment date

The program adds the payment date (that is, the current date) for you.

Payment Method *

The method used by the customer to make the payment

Depending on your setup, the options are:

  • CASH (default)

  • DRV ADVANCE

  • ECHECK

  • MASTERCARD

  • ONACCOUNT

  • TCHEK

  • TCHEK MC

  • VCARD

  • VISA

Amount *

The amount paid by the customer

Reference Number *

A unique identifying number generated by the program. You can replace this number with one provided by the customer, if that is what the customer prefers.

Comments

Any notes made about this payment

The bottom of the Payments tab displays a table of any past payments. It includes:

  • Reference numbers

  • Amounts paid

  • Payment dates

  • Payment methods

  • Comments

ACCOUNTS

This tab is inactive until the invoice is closed. Then, if an accounting export is put in place after the invoice is closed, this tab displays the account summary information, as shown in this illustration.

Invoice Accounts Tab

USER FIELDS

You can use this tab to track specific information for invoice fields that are not included in TMT Fleet Maintenance.

In this illustration, the user has defined the field Buyer Name.

Invoice UDF Tab

You can use the Define Fields and Save Fields buttons to define new fields. For details, see Working with User Fields.

Sections/Lines pane

The Sections/Lines pane displays the major parts of the invoice. Invoices have sections for taxes, parts, services, fuel, and so on. You use this pane to review and/or edit sections and line items that are part of the invoice.

The Sections/Lines pane has two parts:

  • Sections/Lines

  • Order Totals grid

Invoice Section Pane

Each section title bar displays its section number, description, status, and total. In this illustration, there are three sections:

Section Number Description Status Total

0

Taxes/Misc

OPEN

($4.13)

Note: This total is a credit. Credits are enclosed in parentheses.

1

045-001 Front Covers

OPEN

$184.97

2

034-002 Lamps-Tail, Stop, Turn & License, Rear

OPEN

$58.18

Clicking a section title bar expands that section for review.

Sections and lines

All sections have similar features. All invoices also have a Section 0 (Taxes/Misc). For this reason, this topic reviews a typical Section 0.

In this illustration, the user expanded Section 0: Taxes/Misc. When you expand a section, the Lines tab is active by default. The Lines tab displays all the lines in your selected section.

Invoice Section Lines

The top of each section includes:

  • Status
    The status of the section (in this case, OPEN)

  • Open Date
    The date the section was opened

  • Comments
    Any comments attached to the section

  • Job Code
    The section Job Code, if applicable

The Taxes/Misc section has three lines displayed on the Lines tab:

  • DISCOUNT
    This invoice qualifies for a Loyal Customer Discount. This discount takes $6.99 off the invoice total.

  • FEE
    This invoice has a Shop Supply Fee of $1.00

  • TAX
    The NC Sales Tax for this invoice is $1.86.

At the bottom of the section are five buttons. Some of these buttons remain inactive until you select a line by selecting its checkbox. Also, some buttons remain inactive based on the type of section or line you select or whether the invoice is open or closed.

Button Description

Coupon

Opens the Invoice Coupon pop-up window; only active in the Taxes/Misc Section 0

Discount

Opens the Invoice Line Discount pop-up window; only active in the Taxes/Misc Section 0

Delete

Deletes the selected line

Open

Opens the Edit Line pop-up window so that you can edit the line information.

Add

Opens the Create New Line pop-up window so that you can add a line to the invoice.

Line Audit tab

The Line Audit tab displays a history of any changes made to a line.

Invoice Line Audit Tab

Order Totals grid

The Order Totals grid displays information for the selected section and for the entire order. If you have not selected a section, the grid defaults to displaying section 0 (Taxes/Misc).

In this illustration, the user selected the Taxes/Misc section. That is why the Section row shows data in the Fees, Tax, Discount, and Total columns only.

Invoice Order Totals

The grid displays the prices for these items, as applicable:

  • Parts

  • Labor

  • Total Hours

  • Services

  • Freight

  • Misc (miscellaneous items)

  • Fees

  • Tax

  • Fuels

  • Discount

  • Total