Invoices overview

If your company has the Invoice module applied, you can create bills or invoices for a variety of goods and services. You can invoice customers for work performed in the shop or for direct sales. You can also invoice customers who use your equipment for a variety of transportation purposes.

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.

Invoice types

There are five types of invoices:

  • Repair order

    A repair order (RO) invoice bills customers for the repairs you make on a unit, based on the matching RO. Once you set the program correctly, it creates an RO invoice as soon as you change the RO status to closed and posted.

    For the program to create RO invoices from your ROs, you must set your RO sections to billable by default.

  • Direct Sale

    A direct sale invoice is used for over-the-counter part sales. You also use it for labor and services sales that you cannot charge on a repair order.

  • Credit

    When a customer returns a part that they purchased through a direct sale, you can create a credit invoice. A credit invoice refunds the customer the money they paid for the part. A credit invoice also identifies the item you must return to inventory.

  • Contract Maintenance

    A contract maintenance invoice is used to bill customers for parts and/or services that are part of their maintenance contract.

  • Fuel ticket

    As customers create fuel tickets, each fuel ticket is added to the Fuel Ticket Listing page. From this page, you can batch specific fuel tickets together and create a fuel ticket invoice. For more information, see Fuel Data import.

Invoice workflow

An invoice goes through several steps from creation to closure. The typical workflow steps are:

  1. Creating an invoice

    You create an invoice by entering information in the invoice pane header. Once you complete the header information and click Save, you have created an invoice. You must still complete the other workflow steps to complete the invoice details. For detailed instructions on how to create an invoice, see Creating Invoices.

  2. Adding sections

    Adding sections in the Sections/Line pane lets you identify the type of items you are selling to the customer. For detailed instructions, see Edit sections and lines.

  3. Adding lines to sections

    Adding lines to the sections identifies the specific items you are selling to the customer. Line types include:

  4. Applying payment

    You apply the customer’s payment or payments to the invoice as you receive them. For detailed instructions, see Applying payments.

  5. Closing the invoice

    When the customer pays the total invoice amount, you close the invoice. This marks the end of the transaction. For detailed instructions, see Closing invoices.

Overview of the Invoicing pages

There are two main Invoicing pages:

  • Invoice page

    On this page, you enter data about the parts and/or services you are billing.

  • Invoices Listing page

    You use the Invoices Listing page to view, create, and complete invoices.

For details on using a page, click its link.