Prepaid Hours - Revision history

Amy: /* Setup recurring invoices to charge for and generate prepaid hours */

2013-06-06T22:36:31Z

Setup recurring invoices to charge for and generate prepaid hours

Amy: /* Entering a Prepaid Hours Entry */

2013-06-06T16:37:18Z

Entering a Prepaid Hours Entry

Amy: /* Setup recurring invoices to charge for and generate prepaid hours */

2013-06-06T16:27:52Z

Setup recurring invoices to charge for and generate prepaid hours

Amy: /* Entering a Prepaid Hours Entry */

2013-06-06T16:27:21Z

Entering a Prepaid Hours Entry

Amy: /* Setup recurring invoices to charge for and generate prepaid hours */

2013-06-06T16:26:49Z

Setup recurring invoices to charge for and generate prepaid hours

Amy at 16:24, 6 June 2013

2013-06-06T16:24:58Z

Amy: /* Deducting Prepaid Labor on Orders as used */

2013-06-06T16:03:34Z

Deducting Prepaid Labor on Orders as used

Amy: /* History of used labor on Prepaid Hours */

2013-06-06T16:02:57Z

History of used labor on Prepaid Hours

Amy: /* Deducting Prepaid Labor on Orders as used */

2013-06-06T16:02:34Z

Deducting Prepaid Labor on Orders as used

Amy: /* Deducting Prepaid Labor on Orders as used */

2013-06-06T16:00:38Z

Deducting Prepaid Labor on Orders as used

@@ Line 68: / Line 68: @@
 <br>[[File:RecurringInvoiceDescription.png]]
-<br>Click the '''Prepaid Hours''' tab
+<br>Click the '''Prepaid Hours''' tab (if you don't have this tab, it will need to be added in your User Group > Tab Settings tab)
 <br>Click '''New'''
 <br>In the Recurring Prepaid Hours window:

@@ Line 15: / Line 15: @@
 <br>[[File:EnterPrepaidHour.png]]
-<br> '''NOTE''' - If you are adding prepaid hours to a Parent customer, the prepaid hours will be applied on labor for orders for the “child” customer sites.
+<br> '''NOTE''' - If you are adding prepaid hours to a Parent customer, the prepaid hours will be applied on labor for orders for the “child” customer sites. Prepaid hours are added based first on the customer and then on the parent/billing customer.
 == Deducting Prepaid Labor on Orders as used ==

@@ Line 78: / Line 78: @@
 <br>[[File:RecurringInvoice_PrepaidHoursWindow.png]]
-<br> Click the Totals tab and you will see the Prepaid Hours you added to the recurring invoice are showing in the Services subtotal.
+<br> Click the '''Totals''' tab and you will see the Prepaid Hours you added to the recurring invoice are showing in the Services subtotal.
 <br>[[File:RecurringInvoice_TotalsTabForPrepaid.png]]
 <br> Here is an image of the invoice generated from the recurring invoice. The invoice has a service item with quantity selected on the Recurring Invoice’s Recurring Prepaid Hours window. You can look on the invoice Order Items tab to see the service item generating the charge on the invoice.

@@ Line 7: / Line 7: @@
 <br>3) Click '''New'''
 <br>4) In the Prepaid Hours window:
-<br>>> Select the '''service item''' used on the Labor Items on orders
+<br>>> Select the '''service item''' used on the Labor Items on orders (when this service item is selected in the Labor Editor, the prepaid hours will be automatically deducted)
 <br>>> Enter the '''Quantity''' of prepaid hours
 <br>>> Check the '''rate'''. The rate will populate with the service item rate. If the customer gets a different rate, enter it in the Rate field

@@ Line 68: / Line 68: @@
 <br>[[File:RecurringInvoiceDescription.png]]
-<br> Click the Prepaid Hours tab
+<br>Click the '''Prepaid Hours''' tab
-<br>Click New
+<br>Click '''New'''
 <br>In the Recurring Prepaid Hours window:
-<br>Select Service Item
+<br>> Select '''Service Item'''. This is the service item that will be charged on the invoice and also the service item that will auto-deduct prepaid hours on labor.
-<br>Enter Quantity of hours you are billing for
+<br>> Enter '''Quantity''' of hours you are billing for
-<br>If the prepaid hours don’t expire, check “Never Expires”. If Never Expires is not checked, the expiration on the prepaid labor hours is based on the frequency set on the recurring invoice
+<br>> If the prepaid hours don’t expire, check '''Never Expires'''. If Never Expires is not checked, the expiration on the prepaid labor hours is based on the frequency set on the recurring invoice
-<br>Click OK to add the recurring prepaid hours
+<br>> Click '''OK''' to add the recurring prepaid hours
 <br>[[File:RecurringInvoice_PrepaidHoursWindow.png]]

← Older revision		Revision as of 16:24, 6 June 2013
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	<br>If the Prepaid Hours were entered on a parent customer and the hours were applied to orders for a child customer, you will see them on the transaction list like this:		<br>If the Prepaid Hours were entered on a parent customer and the hours were applied to orders for a child customer, you will see them on the transaction list like this:
	<br>[[File:PrepaidHoursUsedForChildSite.png]]		<br>[[File:PrepaidHoursUsedForChildSite.png]]
		+
		+
		+
		+	== Setup recurring invoices to charge for and generate prepaid hours ==
		+	You can setup a recurring invoice and SME will generate an invoice for the prepaid hours based and refill their prepaid hours available based on the rules you setup.
		+
		+	<br>Go to '''Receivables''' > '''Recurring'''
		+	<br>Click '''New''' and select the customer
		+	<br>On the Details and Settings tab, fill out the following:
		+	<br>> Next Invoice Date
		+	<br>> Billing Frequency
		+	<br>> End Date (SME will continue to generate invoices until this end date)
		+	<br>> Salesperson
		+	<br>> Terms
		+	<br>[[File:StartRecurringInvoiceForPrepaids.png]]
		+
		+	<br>Click the '''Work Requested''' tab
		+	<br>On the right side, under Services Performed, write a description for the invoice. This will show on the invoice.
		+	<br>[[File:RecurringInvoiceDescription.png]]
		+
		+	<br> Click the Prepaid Hours tab
		+	<br>Click New
		+	<br>In the Recurring Prepaid Hours window:
		+	<br>Select Service Item
		+	<br>Enter Quantity of hours you are billing for
		+	<br>If the prepaid hours don’t expire, check “Never Expires”. If Never Expires is not checked, the expiration on the prepaid labor hours is based on the frequency set on the recurring invoice
		+	<br>Click OK to add the recurring prepaid hours
		+
		+	<br>[[File:RecurringInvoice_PrepaidHoursWindow.png]]
		+
		+	<br> Click the Totals tab and you will see the Prepaid Hours you added to the recurring invoice are showing in the Services subtotal.
		+
		+	<br>[[File:RecurringInvoice_TotalsTabForPrepaid.png]]
		+	<br> Here is an image of the invoice generated from the recurring invoice. The invoice has a service item with quantity selected on the Recurring Invoice’s Recurring Prepaid Hours window. You can look on the invoice Order Items tab to see the service item generating the charge on the invoice.
		+
		+	<br>[[File:GeneratedRecurringInvoiceForPrepaidServices.png]]
		+
		+	<br> After the invoice is generated from the recurring invoice, you will see an entry made on the customer’s Prepaid Hours tab.
		+
		+	<br>[[File:GeneratedPrepaidHourBalanceFromRecurringInvoice.png]]

@@ Line 22: / Line 22: @@
 <br>3) Select the '''Service Item''' you used in the prepaid hour (1 in image below)
 <br>4) Enter the '''Billable Qty''' for the labor (2 in image below)
-<br>5) Notice the Prepaid Hours used automatically fills in (3 in image below)
+<br>5) Notice the Prepaid Hours used automatically fills in (3 in image below). Prepaid applied is auto based on service items only
 <br>6) Click '''OK''' on Labor Editor
 <br>[[File:DeductprepaidHourOnLabor.png]]
 <br>'''NOTE''' - changing the service item 'after' initial selection does 'NOT' change the prepaid hours
 <br>'''NOTE''' - Prepaid hours are added based first on the customer and then on the parent/billing customer

@@ Line 36: / Line 36: @@
 == History of used labor on Prepaid Hours ==
 In the customer record go to the '''Prepaid Hours''' tab. Here you can see the history of prepaid hours used.
 <br>Below is a screenshot to show you the purchased prepaid hours. You can see the hours remaining.

← Older revision		Revision as of 16:00, 6 June 2013
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	<br>[[File:DeductprepaidHourOnLabor.png]]		<br>[[File:DeductprepaidHourOnLabor.png]]

		+	<br>'''NOTE''' - changing the service item 'after' initial selection does 'NOT' change the prepaid hours

	<br>The Prepaid Used amount will show on the order's Totals tab, but it won't reduce the total until the order is invoiced. The Prepaid Used will reduce the Balance Due on the invoice for the order. (image below)		<br>The Prepaid Used amount will show on the order's Totals tab, but it won't reduce the total until the order is invoiced. The Prepaid Used will reduce the Balance Due on the invoice for the order. (image below)