Discover the Benefits of Using an Hvac Invoice Example for Teams

Hvac invoice example for teams

okay today I'm gonna go over HVAC invoicing that's a little bit different than the normal tickets that we do we pay for the taxes for the materials when we go to the vendors so that's why we do this a little bit differently but to start we go to service tasks service accounting and invoice listing now this is going to show a list of all of the invoices right now it's set to all so all of the invoices in the system for all divisions between these dates here so we just want to look at HVAC we can leave the dates as they are you do have to be kind of careful once we roll over into April this will automatically go two-for-one so you're only gonna see anything from 4:1 onwards so you'd probably want to change this back back just a little bit so you don't miss any invoices so we've got the date in here three one two three sixteen we only want to look at not approve tickets and then we can narrow it down by division here so we're gonna go down to HVAC select that okay so these are all of the open HVAC tickets in this period I'm going to start with a really really simple one I'm like the $75 ones are pretty simple to do the first thing we want to do is to put it into a batch oh and to get into each invoice just click these little arrows here so I'm going to highlight this and put this in my batch I've got one running here the batch name isn't too important usually we try to put the date and then your initials somewhere in here you could put a are two and then whatever your initials are and then you would also want to have an AR batch those are the ones that we would mail out to customers and that would just be a AR and then your initials but we put a are two for ones that are already paid and we see this one's paid so enter that bachelor number where you can find it from this drop-down list but once you enter the batch number hit tab and that will ask if you want to assign the invoice to the batch say yes here if you're just creating the batch for the first time it'll give you an additional dialogue saying do you want to create that batch and you'll say yes as well so the first thing we do is go to the info page always remove the cache date it's not absolutely necessary but it helps eliminate one error that can happen we don't need to go into it necessarily but first thing delete the cache date so that'll be zero make sure that the division is correct which is 65 that's right the tax code make sure that's correct and so this would be Wichita and the invoice amount was $75 we know it was paid by credit card all of the invoices go in as accounts receivable invoice because the payments post later so we just post them as accounts receivable and then the payments apply later we want to make sure the invoice style we always set that to service type summary otherwise sometimes it might default to full detail and we normally don't want to send out full detail invoices so we'll make sure that service type summary if this was a check payment here you would see a check number the technician should put that in there and if it is a check or cash payment we also change this salesman to mobile mobile and we just do that so sherry can run a report for the mobile mobile salesman and that will show any invoices where she hasn't received the cash or the check from the technician so that's why we put that on there and finally we want to make sure the technician is correct if there were multiple technicians and maybe the first person who went out isn't supposed to get any credit for that just make sure you've got the right technician selected we've just got David here so that's fine then we want to make sure the services provided are correct it's either going to be HVAC or HVAC commercial sometimes it might be HVAC installation you probably won't have to worry about invoices right now but HVAC service is fine for this so we're going to save and then we're going to go to the billing details mm so now we see the $75 line here we've got there's almost always an extra $0 line I'm not sure why but you can delete that if you want you can leave it it doesn't matter normally I'll delete it just to clean things up a little bit so he just charged us $75 here so I'm gonna save that go to the work description um usually I'll go through and just make sure it doesn't look too messy the technicians like to use a lot of run-on sentences so sometimes I'll fix that especially if it's something that we're going to send out in the mail or to a company I'll normally clean all that up this one I'm just going to go ahead and save that and then we're gonna exit and that is all for the really basic invoices then you just approve that and you'll see that it's in your approved little sub category over here that's all for the basic ones so you can just exit that now if you refresh this page this invoice that we just completed is going to disappear off of there another easy way to refresh if you just push alt and then are push those together it will refresh the page for you so now we're going to move on to one that has a purchase order on it and this is where it gets a little bit different from the invoices that we do for plumbing or any of the other divisions so I'm going to go to this ticket here so again first thing you do is put that in your batch hit tab and yes I'm going to assign that to this batch we go to the info 0 out the cache date division 65 is correct as task or I'm sorry the tax code is Wichita this was also a credit card payment so I'm all of this should already be in here for you accounts receivable see we're going to change this invoice style to service type summary it's not a cash or check ticket so I don't need to worry about doing the mobile Mobile salesman and we see the Cole was the only technician on here if there is a purchase order that's required like if we did work for like a service company or you know any kind of purchase order just make sure you've got that in there there Pio number and HVAC service that's gonna be correct here so now we go to the billing details tab so now normally well sometimes the purchase order isn't already pulled into the ticket and if not then this is going to pop up and say do you want to put them in there and of course we do so we're gonna say yes here we make sure the status is set to closed if the status is set to open we can't do anything with the ticket and that's why it's really important that the technicians have to send in receipts and we have to get these closed as soon as possible so we can get the tickets done this is closed so I'm going to go ahead and click Save and that's going to pull that purchase order line item in here I'm going to go ahead and delete this zero line just to clean it up a little bit the technicians also if they don't pull in that purchase order they just put the total amount of the ticket on their labor line so we see that's 175 here now the that $43 is going to have to be deducted from their labor so we take the 175 and take out the 43 so his labor amount is actually going to be 132 so now we'll change that on this sales amount and we will save that so we see the ticket total is 175 okay now on HVAC tickets we actually don't want to have a sales amount on the purchase order line item like I said we pay the taxes up front with the vendor so if we were to leave this $43 on here the state of Kansas would actually require us to collect tax on that marked material price so we don't want to do that so then we go back to the general info tab and we just add a service type Oh actually disregard that we don't do that anymore you don't need to add anything there but we are going to change something here so we're going to create a new line we're going to change the bill code to FL which is flat rate labor so all of that once you click FL it'll fill all this other stuff in for you and all we do is move this sales amount from the purchase order line item down to this FL line okay so our total is 175 we've got our flat rate labor line that is the amount that we are charging for the material but we're we're not paying any extra tax on that so that's why we do that so I'll save that again fix the work description if you if you want to especially if we're sending it out to a customer and then we just approved the invoice and that's when you're approved over here so once you have accumulated approved invoices and I'll go through and and check them over I'll print anything out that needs to be printed out and then I'll post the invoices but that's basically how you deal with the material lines on the invoices it would be the same thing if the technician had used like an inventory part so instead of it being a Pio like if it said you know some part number and then it had a sales amount here all you do is just move that sales amount to an FL line if there's multiple parts you can add all them up and put them on one FL line that's fine but just any kind of materials we're gonna move to that FL flat rate labor line okay and again if you push alt R that will refresh and get rid of that invoice the last invoice I want to talk about is maybe Steven properties we do a lot of Steven properties calls so I would be a good one to do I've got one here okay and this one it does actually have inventory material on here same process we're going to put that into our go to info zero out that cash date now something a little bit different about the Steven properties ones is we change the payment method to no charge and we zero out the invoice amount none of this other stuff really matters because we're not mailing anything out but I go ahead and do it anyway the other thing on this is we do have to change the division to zero zero and we change the service type we know when we book these calls for Steven properties we want to try to book them as this internal repair and maintenance properties and so always make sure if you're doing a Steven properties ticket that you've got that service type in there so we save that so it's saying we've zeroed out the sales amount and are you sure yes we want to do that this this Steven property service type is a use tax type and that is what we want to do since we are not charging anything out to a customer then it's going to accrue use tax that we need to pay theoretically usually we would already have paid the tax on these HVAC tickets so that might be something we have to change on that service type but anyway to go to the billing details we see that all of our sales amounts have zeroed out because we made this a no charge ticket the problem is that the service type was set to a track when we first started this ticket and all of this stuff was already in here so we do have to go through on each line and change this to the internal and change the division to zero you won't have to do this if the call was booked with that internal P service type in division zero so that's why we do that when we book the calls so we don't have to go through and do this on the ticket but now all the line items have that internal PE and zero zero so we save and go to the work description you don't have to worry too much about the work description here but that's all on the ceva properties once then we just approved that and now that's gonna go to your approved slash printed one because it's not ever going to need to be printed because it says your ticket so it'll just the system treats it as if it's already been printed okay and then alt R and that gets rid of that actually there's one more invoice that's good that we have on here and that is for ready industries these are really similar to the tickets that we do for Steven properties so we're gonna we're gonna put this in a back go to the info see we're out the cash State we want to make sure the division is zero for these ones too anything that we're doing work at the shop payment method Lee no charge and now this service type it's very similar to Steven properties but we want it to say internal repairs and maintenance and this is for only for stuff that we're doing at ready industry shop okay and then we're going to save that you get these pop-ups here go to the billing details just make sure that this any line items on here have to have that internal and zero zero save that it looks like they were using this ticket for some hourly shop time so this is sales training and then we will approve that and again that goes down to this approved and printed one thing I did forget to mention when I do the Commission reports for the technicians I use letters at the end of the invoice numbers to help me determine you know I can quickly go through and see which tickets are hourly so on this ready industries one I'm going to go to change invoice and we're just going to put an H behind that that just tells me that it's an hourly ticket so when I pull all the data into the spreadsheet that will kind of automatically do that for me and I'm going to do that also on this previous Stephon properties call so any Stephon properties any shop tickets we want to change that and put an H behind it and you just click change invoice type in the new invoice number and save now if there are any tickets that we went to a customer's house and the technician is just requesting hourly for some reason or another you do need to send that invoice to Tommy first and he needs to approve the hourly we're not just gonna pay hourly just because they want it or because they asked for it Tommy needs to approve that so normally what I would do you should have a snipping tool on your on your system if you don't see that you can just go to your menu and just type snip and that will pull that up for you but I go to the snipping tool click new and then just highlight this and then you can you know you can email it to them so I would go to copy and then create a new email and then down here if you paste that will just paste that in there and I'll just put you know hourly request here and then I would send that off to him okay so that's really any kind of the HVAC invoices that you might run into there it looks like there might be an invoice on there if you do run into these you don't have to worry about doing them for now I take a look at them and I'll run them through Tommy so he can double check them and make sure the technicians are charging for everything correctly so if you see any invoices don't worry about those if you have any questions on this I just let me know and I'll try to explain it and that should cover any of the basics and any of the tickets that have any parts on it so that's all for this