Print MCO Invoice

This document explains how to invoice different maintenance customer orders along with these invoice variants:

  • Normal invoicing with jobs or other transactions connected to MCOs
  • Agreement invoicing where meter-based pricing is used
  • Advance invoicing
  • Partial invoicing
  • MCO periodic invoicing.

Outcome

An invoice is printed and can be sent to the customer. The invoice can have one of these characteristics:

  • The invoice covers all transactions on an MCO line. In this case the line status is set to 70-'Invoiced'.
  • When a meter based invoice is printed, invoicing is either performed for actual reported values or planned values according to the operation plan. An invoice for any discrepancy from the previous period can be created if required.
  • When advance invoicing is performed, an invoice for a specified sum is printed.
  • When partial invoicing is performed, all jobs that are reported when invoicing is performed are invoiced. In this case, the MCO line status is set to 60-'Partially invoiced'.

Fully invoiced orders can be manually transferred to the financial system. This is required when order data is not transferred directly.

Orders that are invoiced in advance can be invoiced as final when work is completed.

Partially invoiced orders can be invoiced as final and closed.

Before you start

  • The starting conditions listed in Managing Maintenance Customer Order Invoicing must be met.
  • For normal invoicing, an MCO line that is approved for invoicing Managing Maintenance Customer Order Invoicing (status '50') should exist.
  • For advance invoicing, an advance invoice record should exist in 'Maint CO. Invoice in Advance' (COS102).
  • For partial invoicing, at least one record should exist in 'Maint CO. Check Preliminary Invoice Spec' (COS170) and the MCO type should be defined with partial invoicing permitted.

Follow these steps

  1. Start 'Maint Invoice. Print' (COS180/E).

    This program can either be started directly from the menu (recommended for meter-based invoicing), or in one of these ways:

    • Start 'Maintenance CO. Open Toolbox' (COS280) or 'Maintenance Customer Orders. Open' (COS100/B). Select the order to which the order line to be invoiced is connected and select related option 30='Print Invoice' to display 'Maint Invoice. Print' (COS180).
    • Start (COS280/B) or (COS100/B). Select the order to which the order line to be invoiced is connected and select related option 11='MCO Lines' to display (COS101/B). Select the MCO line to invoice and select related option 35='Print Invoice' to display (COS180).

  2. Select and continue with one of these alternatives:

    • Print Invoice for Normal MCO or MCO Line
    • Print Invoice and/or Reconciliation Invoice for Agreement Invoicing
    • Print Advance Invoice
    • Print Partial Invoice
    • Print MCO Periodic Invoice.

Print invoice for normal MCO or MCO line

  1. On (COS180/E), ensure that the 'Invoice date' and the 'Accounting date' are correct.

  2. Ensure that 'Rec invoice' and 'Cls Mtr based' are not selected.

  3. Set the appropriate 'Summary invoice code'.

    These codes are valid:

    • 1 to invoice everything that is ready for invoicing; that is, has status '50'.
    • 2 to invoice only orders that should have separate invoices; that is, one invoice per order.
    • 3 to invoice only summary invoices. Note that this option is not possible when the invoice is split between several payers.

  4. Make the required selections in the 'From' and 'To' fields. Press Enter to display the G panel.

    Note that you cannot select periods for normal MCO invoicing. These fields are used only for agreement invoicing.

  5. Specify whether the invoice specification layout specified on the customer order should be replaced by the one specified here. Also specify the invoice specification layout to be used if the default is not used.

  6. Select the 'Invoice order' check box. Press Enter to finish.

    If you do not select the 'Invoice order' check box, then only an invoice proposal is printed.

    You may have to confirm the printout.

Print invoice and/or reconciliation invoice for agreement invoicing

This process is usually performed in two steps. Usually, a first invoice is generated before or in the beginning of the period to be invoiced. This is based on the planned or forecasted values from the operation plan. In the first invoice run, 'Reconciliation invoice' is usually set to '0'.

A second invoice, a reconciliation invoice, is then generated when the period has ended to handle any positive or negative discrepancy in relation to the original invoice. The second invoice is based on the actual reported usage or updated values in the operation plan version for actual usage. In the second invoice run, 'Reconciliation invoice' is usually set to '1'.

  1. On (COS180/E), ensure that the 'Invoice date' and the 'Accounting date' are correct.

    Usually, it should be today's date.

  2. Specify what should be invoiced.

    The valid alternatives are:

    • 0 = Only planned values according to the operation plan are invoiced. Note that if no operation plan is defined, actual reported values are used.
    • 1 = Only the difference between the operation plan and the actual usage during the previous period is invoiced. If actual values exist in (MOS275), these are used as actual values. If the usage has been specified only in the operation plan for actual usage, these values are used.
    • 2 = Planned values for the selected period, as well as any discrepancy from the previous period, are invoiced.

  3. Ensure advance invoicing is not selected.

  4. Select the 'Cls Mtr based' check box if you want to close MCO lines connected to a periodic agreement. This does not generate an invoice, but cost accounting is generated. The MCO line is set to status 70-'Invoiced'.

    Note: This check box must always be cleared when invoicing an invoice round for the periodic agreement.

  5. Select an agreement or a range of agreements to be invoiced (optional) and select a period or a range of periods to be invoiced. Press Enter to display the G panel.

    Note that if you have selected to invoice one period and any discrepancy from the previous period (option 2 in step 10), then you should specify only the new period in the 'From' and 'To' fields.

  6. Select the 'Invoice order' check box. Press Enter to finish.

    If you do not select the 'Invoice order' check box, only an invoice proposal is printed.

    You may have to confirm the printout.

Print advance invoice

  1. On (COS180/E), ensure that the 'Invoice date' and the 'Accounting date' are correct.

    Note: It is only possible to advance invoice orders that are defined in (COS102) with an invoice date prior to or equal to the current date.

  2. Ensure that the 'Rec invoice' and 'Cls Mtr based' check boxes are not selected.

  3. Set the appropriate summary invoice code.

  4. Set the advance invoice code to 3.

  5. Ensure that the correct MCO and MCO line are selected. Press Enter to display the G panel.

    Note that you cannot make any selection on periods. These fields are only used for agreement invoicing.

  6. Select the 'Invoice order' check box. Press Enter to finish.

    If you do not select 'Invoice order' check box, only an invoice proposal is printed.

    You may have to confirm the printout.

Print partial invoice

  1. On (COS180/E), ensure that the invoice date and the accounting date are correct.

  2. Ensure that the 'Rec invoice' and 'Cls Mtr based' check boxes are not selected.

    These codes are valid:

    • 1 to invoice everything that is ready for invoicing; that is, has status '50'.
    • 2 to invoice only orders that should have separate invoices; that is, one invoice per order.
    • 3 to invoice only summary invoices. Note that this option is not possible when the invoice is split between several payers.

  3. Make the required selections in the 'From' and 'To' fields. Press Enter to display the G panel.

    Note that you cannot select periods for normal MCO invoicing. These fields are used only for agreement invoicing.

  4. Specify whether the invoice specification layout specified on the customer order should be replaced by the one specified here. Specify also the invoice specification layout to be used if the default is not to be used.

  5. Select the 'Invoice order' check box. Press Enter to finish.

    If you do not select the 'Invoice order' check box, only an invoice proposal is printed.

    You may have to confirm the printout.

    Partially invoiced MCO lines receive status 60-'Partially invoiced' after invoicing. You must manually close these lines after final invoicing. This is done through related option 26='Cls partly inv' in (COS101).

Print MCO periodic invoice

  1. Open 'Agreement Invoicing. Create MCOs' (COS610)

  2. Specify the criteria based on invoicing requirements. For example, next invoice date, facility, customer, agreement, or site. Click next to return service agreements that match the specified criteria. (COS610) searches for valid service agreements and creates an MCO for valid agreements awaiting invoices.

  3. An MCO is created stating equipment, amount, and invoicing period for all agreement site equipment records in (COS433) that match the selection criteria. When invoicing an agreement configured for meter-based invoicing, the MCO line and streamfile is populated with the meter details and the meter value on which the price is based.

    A transaction is also created in 'Maint Agrmnt. Dsp Meter Invoice History' (COS445). Depending on the invoice type, the record displays the equipment’s forecast, actual and reconciled meter values at the creation of the invoice round.

  4. An invoice round with a selection date and sequence number is created and applied against each of the MCOs associated with the selection. This can be viewed in 'Invoicing Round. Browse' (COS615) or (COS100) using sorting order 13-'Invoice round'. The invoice round is later used for the review, approval and invoicing of the orders.

  5. These related options are available in (COS615):

    • Option 11 opens 'Agreement Invoicing. Create MCOs' (COS610) where the selection for the invoicing round is displayed. Changing the next invoicing date and pressing Enter creates a new invoicing round for the next period.
    • Option 12 opens 'MCO. Open' (COS100) view 13, where all orders created for the invoicing round are displayed.
    • Option 14 opens 'Invoicing Round. Reset' (COS620), where orders can be deleted for all or part of the invoicing round.
    • 'Option 15' opens 'Maint Invoice. Print' (COS180) with invoicing round populated. Press Enter and the complete invoice round is invoiced. If 'Invoice Order' on the G panel is deselected, proposals for the invoices are generated. If it is selected, the final invoice is printed and accountings created. When the invoice is updated the information on the agreement site is also updated for the next periodic invoicing of the agreement.
    • Option 24='Approve for invoicing' approves all MCOs for the invoicing round with status '40' and updates the status to 50-'Ready for invoicing'.

  6. An invoice round can be removed on (COS620/E). This removes all maintenance orders for a specific round and sets the MCO header to status '90'. If another invoice round selection is active, only the part of the round that matches the selection is removed. After deleting the round (or part of the round), the selection program can be run again to create a new round.

  7. Different order statuses are displayed depending on the order type for periodic invoicing. An MCO configured for periodic invoicing, with order category '25', either has the status 40-'Closed' or status 50-'Approved'.

  8. Approve for invoicing if applicable.

  9. Either manually invoice the order line in (COS180), or wait for the scheduled invoicing process to run. The invoice can also be manually printed using related option 35='Print Invoice' in (COS101) or related option 15='Maint Invoice. Print' in (COS615).

  10. Invoice is generated and sent.

    Note: 
    • MCO periodic invoicing posts the revenues on accounting type CO20. Amounts are posted with different accounting types according to the prices in (COS433).
    • Revenues from MCO periodic invoicing can also be accounted on an accrual basis, distributing the revenues across a predefined time range and number of periods. This is achieved by configuring the MCO with a curve and number of periods greater than one. If periodic accounting is activated, each revenue amount is first posted using event CO25 with the corresponding accounting type.

      Price type

      Accounting type

      Price labor

      176

      Price material

      177

      Price subcontract

      178

      Price miscellaneous

      179
    • 'Period accounting table. Open' (GLS470) is updated with the amounts to be periodized on event 'CO25' (type 176-179) to indicate accrual.
    • The amounts associated with the accrual event will be moved from the accrual event (CO25) to A/R event 'CO20' (type 176-179) by the scheduled invoicing processing, 'Period Accounting. Update' (GLS140) and (GLS470), based on the invoice range period for the associated agreement.
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