Calculating Maintenance Invoice Amounts

Use this procedure to calculate billable amounts for activities associated with product maintenance contracts.

Note: The due date for the maintenance invoice is determined by the earliest Begin Date for a product included on the invoice.

A maintenance schedule must have a status of "Released" or "To Process" before invoice amounts are calculated. Use the Release or To Process special action on Maintenance Schedule (BR52.1) if necessary.

To calculate maintenance invoice amounts

  1. Access Maintenance Invoicing (BR152).
  2. To calculate billable activity 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 billable amounts.

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

    Select Yes (Y) to update the billing calculations and create AR, GL, and AC transactions, and generate a report. 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 invoice. Options are:

    • A - All (default)

    • B - Billable ISP

    • R - Renewal

    Maint Schedule

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

    Product Status

    Type or select the status of products on the specified maintenance schedules that you want to include on the invoice. Options are:

    • A - All (default)

    • R - Released/Pro-Forma

    • T - To Process

    Require Pro-Forma

    Select Yes (Y) to include only those products that have previously been included on a pro-forma invoice. Those products that have not been included on a pro-forma invoice will not be included on this invoice. If a product has been included on a pro-forma invoice, an invoice number will be listed for the product on Maintenance Schedule (BR52.1).

    Select No (N) if selected maintenance schedule lines do not need to be included previously on a pro-forma invoice. The default is No.

    Edit AR

    Select Yes (Y) to generate an invoice only for products that are related to a payment received from the customer against a pro forma invoice. If the payment is greater than or equal to the invoice amount, the invoice is created. If you select No (N), all products are included. The default is No.

    PO Nbr Interface

    Select whether to generate the invoice(s) using WBS Invoice Number (1) or Customer PO Number (2). The default is WBS Invoice Number.

    Note: The WBS is a sequential invoice number for the invoice group which is maintained on the Activity (AC10.1). This is used by Government contractors to keep invoices sequentially numbered when billing different posting activities separately within a contract.
    Reason Code

    Type or select a reason code which indicates why the billable amounts included on the client's maintenance invoice are calculated.

  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.

    Posting Date

    Type or select the posting date to assign to the invoice. If no date is entered, the system date is used.

    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.

    Bill/Unbill Report

    Select Yes (Y) or No (N) to include a Bill/Unbill report with the invoice. The default is No.

Followup Tasks

If it is necessary to cancel a maintenance invoice after running Maintenance Invoicing, use Maintenance Invoice Cancel (BR55.1). For more information, see Cancelling a Maintenance Invoice.