Generating Pro Forma Maintenance Invoices

Use this procedure to generate a pro forma maintenance invoice for a customer. A pro forma invoice calculates projected invoice amounts and reserves an invoice number for the subsequent maintenance invoice.

A maintenance schedule must have a status of "Released" before a pro forma invoice can be created. Use the Release special action on Maintenance Schedule (BR52.1) if necessary.

To generate a pro forma invoice

  1. Access Maintenance Quote (BR156).
  2. To calculate maintenance amounts, use the following guidelines to enter field values on the Activity tab.
    Activity Group List, Activity Group, Activities, or Activity List

    Type or select the activity group list, activity group, activities, or activity list to calculate maintenance quote amounts.

    Note: Invoice transactions are calculated for all billable activities included in your selection.
    Update

    Select Yes (Y) to generate a pro forma invoice and a report, and reserve an invoice number. Select No (N) to generate a report only.

  3. On the Other Options tab, use the following guidelines to enter field values:
    Company

    Select the company for the customer. The company can be an AR company or an AC Company. The combination of the company, customer and contract is used to narrow the transactions used to calculate billable amounts.

    Customer

    Select the customer number for which you want to calculate billable amounts. The customer can be an AR customer or an AC customer. The combination of company, customer and contract is used to narrow the transactions included in the billing calculation.

    Maint Schedule Status

    Type or select the status of the maintenance schedule(s) to include on the quote. Options are:

    • A - All (default)

    • B - Billable ISP

    • R - Renewal

    Maint Schedule

    Type or select maintenance schedules to include products on the quote.

  4. On the Invoice Date Options tab, use the following guidelines to enter field values:
    Thru Date

    Type the date through which you want to include products for the invoice. If the Begin Date of the product’s term is on or before this date, it is included in the invoice. If you leave this field blank, the system date is used.

    Invoice Date

    Type the date on which you want to create the invoice. If you leave this field blank, the system date is used for the Invoice Date.

    Due on Maint Sched Begin Date

    Select Yes or No to specify whether or not to override the calculated AR Terms due date for the maintenance invoice. If you select Yes, the maintenance schedule's begin date is used as the due date.

    If you select Yes, you can not enter a value in the Days After Invoice Date field.

    Days after Invoice Date

    Type the number of tolerance days after the maintenance begin date that is allowed for invoice payment. If payment for the support of a product is not received by the product's begin date plus the tolerance days, maintenance is cancelled.

  5. On the Output Options tab, use the following guidelines to enter field values:
    Invoice Comments

    Select Yes (Y) or No (N) to include invoice comments in the billing calculation. The default is No.

    Invoice Register

    Select Yes (Y) or No (N) to include an invoice register with the invoice. The default is No.