Setting up the Invoice module

This feature requires the Invoice module license.

You must configure the Invoice module before you can begin using the invoicing functionality.

Invoicing allows a center to:

  • Bill for damage or abuse that occurs to their equipment

  • Manage the responsibility for scheduled repairs for the owner operator’s equipment, in some cases

  • Bill external customers (third-party billing)

To use all the invoicing features, you must set up these items:

  • Options

  • Requirements

  • Customers

  • Units

  • Parts

If you have the TMT Fleet Maintenance license, you must purchase the Invoice module separately to access invoicing capabilities.

Setting up options

You must set up your application options first before you can use the Invoice module. Refer to Invoicing Application Options to set up your invoicing options appropriately.

Setting up Requirements

There are specific requirements that must be configured before your Customers and Units can be set up for invoicing. You must complete these requirements in this order:

  1. Set up Codekeys
    Codekeys are important for using the Invoice module and for reporting in TMT Fleet Maintenance. You use the System Setup page to manage Codekeys.

    For details, see Working with Codekeys.

  2. Set up invoice taxes and fees
    Since taxes and fees can be unique for some customers, you must set up this requirement before you use the Invoice module. See Tax rates and fees to set up taxes and fees appropriately for your invoices.

  3. Set up invoice pay grades
    Use this page to create Pay Grade definitions, which represent an hourly rate. Pay Grades are used for Employees and Price Tables. Refer to Pay Grades to find out how to set up pay grades for your invoices.

  4. Set up part matrix pricing
    You must set up the parts matrix pricing structure for your Invoice module. This pricing will include the same structure for invoice price tables and claims price tables. For instructions on how to set up your parts matrix pricing, see the Parts tab.

  5. Set up invoice price tables
    Invoice price tables are used to bill customers for services you provided. You can set up several types of price tables, such as:

    • Parts price table

    • Labor price table

    • Service price table

    • Vendor charges price table

    • Fuel tickets price table

    • Miscellaneous fees price table

Setting up Customers

After you have selected your options and requirements, you must set up your Customer master record. The Customer master record is a vital part of the Invoice module. When you create an invoice, you must associate it with a customer.

When setting up Customer master records, the following tasks are relevant for invoicing:

For further information on setting up Customer master records, see Creating a customer record.

Setting up Units

The Unit master record is an important part of the Invoice module. It must be set up before you can use invoices. When you create repair orders, you must assign units to that order.

You use the Units page to:

  • Create unit records

  • Update unit information

  • Remove units

For more information on setting up the Units master records, see Creating a unit record.

Setting up Parts

The Parts Catalog is the master repository of all part records. Therefore, you must set up your parts records to use the Invoice module. Before you can charge a part out on an order, you must add that part to the Parts Catalog or to the Shop Inventory.

For specific instructions on setting up parts, see Creating parts in the Parts Catalog.