Customer Invoices - HxGN EAM - 11.07.01 - Feature Briefs - Hexagon

HxGN EAM Contract Management

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English
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HxGN EAM
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Feature Briefs
HxGN EAM Version
11.7.1

Customer Invoices are automatically generated by the Customer Invoice Driver (CIDRV) and the manually initiated regenerate option is controlled by the Customer Invoice Regenerate Driver (CIRDRV). You can find and activate these on the Job Setup screen. The Customer Invoice Driver is also responsible for stopping the invoicing of Customer Contracts and Reservations when they are completed. This is controlled by an organization option (CCFIDAYS), which you set to a number of days after which a completed contract will be automatically closed. The status of the contract or the rental will change to Finished once this threshold is met.

A Customer Contract revision is considered completed when the Status is "Approved," and the End Date is in the past and all invoices covering the contract period have been generated. For reservations, this is similar, but rather than approved the system Status is "Completed."

This option CCFIDAYS was introduced so that when the contract is completed there are still invoices generated to make sure that all the costs are collected, entered, and invoiced. For Customer Contracts for example there could be energy charges that must be invoiced but you are still awaiting the energy bill from your power company. Alternatively, you may get an inquiry on a previous invoice with a disputed charge. You can use this period to add a manual Adjustment to the Reservation or the Customer Contract, which will then be automatically included in the next invoice.

It is not possible to create invoices manually for customer contracts. For reservations, invoices are also created automatically, but there you also have the option to click the Generate Invoice button.

A Customer Invoice has the following important attributes:

  • Status - System Codes entity CIST.

  • Paid Date - Can be changed at any time when the status is Unfinished or Approved.

  • GL Date - Can be changed at any time when the status is Unfinished or Approved.

  • Customer Contact Information - Can be changed at any time when the status is Unfinished or Approved.

    • Customer Contact - You can use the lookup here to list customer contacts, but you can also enter a name if nobody relevant is found on the list.

    • Phone Number

    • Email Address

  • Buttons

    • Regenerate Invoice - You can make changes to the Invoice details. You can undo these changes with this button. You can also use this button to retry generation when processing errors were found and you have added the missing exchange rate for example, or when you created and approved a new revision of the contract and work order booked hours are now additionally invoiced.

    • Create New Revision - Creates a new revision. For example, after you have discussed an invoice with a customer and have decided some changes are in order.

The Invoice is broken down into five levels of details as follows:

1

Customer Invoice screen - Invoice Total Amount

2

Contract Items tab - Invoice Amount of each individual Contract Item

3

Invoice Details tab - Invoice Amount per Contract Item per Charge Category

4

Invoice Details tab - Invoice Amount per Contract Item per Charge Subcategory

5

Invoice Details tab - Invoice Amount per Contract Item per source transaction

As indicated above it is possible to create user codes for the Usage Charges and for One Time Charges. These could lead to confusion during the roll up process of costs from the Transaction Adjustment level to the Subcategory Adjustment level. The easiest way to describe this is using an example.

If you have a contract with one Contract Item with the following setup:

Charge Category

Subcategory

Charge Level

Invoice

Rate

Usage Charges

Monthly Rent

Transaction

Yes

$500

Usage Charges

Monthly Insurance

Transaction

Yes

$25

Usage Charges

Monthly Service Charge

Transaction

Yes

$75

The Invoice will be for $600.00 and show the following details:

Charge Category

Subcategory

Charge Level

Amount

Usage Charges

All Usage Charges

Charge Category

$600

Usage Charges

System Determined

Subcategory

$600

Usage Charges

Monthly Rent

Transaction

$500

Usage Charges

Monthly Insurance

Transaction

$25

Usage Charges

Monthly Service Charge

Transaction

$75

Because there is no charge definition record on the contract for this level, the subcategory for this invoice will be determined automatically by the system based on the System Default flag selected in the System Codes. Therefore, if you selected Monthly Rent as your System default you will find this in your Subcategory for the invoice line on Subcategory Adjustment level. To identify the group of monthly charges it would be better if you left the System Default flag selected for the Monthly code. The same applies to the other system codes.

Another example where you selected the charge definition on the contract as follows:

Charge Category

Subcategory

Charge Level

Invoice

Rate/%

Usage Charges

Monthly Rent

Transaction

Yes

$500

Usage Charges

Monthly Insurance

Transaction

Yes

$25

Usage Charges

Monthly Service Charge

Transaction

Yes

$75

Usage Charges

Monthly Insurance

Subcategory

Yes

+10%

The Invoice will be for $660.00 and show the following details:

Charge Category

Subcategory

Charge Level

Amount

Usage Charges

All Usage Charges

Charge Category

$660

Usage Charges

Monthly Insurance

Subcategory

$660

Usage Charges

Monthly Rent

Transaction

$500

Usage Charges

Monthly Insurance

Transaction

$25

Usage Charges

Monthly Service Charge

Transaction

$75

This same invoice would look "better" if you did your original setup of the contract as follows:

Charge Category

Subcategory

Charge Level

Invoice

Rate/%

Usage Charges

Monthly Rent

Transaction

Yes

$500

Usage Charges

Monthly Insurance

Transaction

Yes

$25

Usage Charges

Monthly Service Charge

Transaction

Yes

$75

Usage Charges

Monthly

Subcategory

Yes

+10%