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Managing SM Agreement Billings Due

SM Agreement Billings Due generates invoices for agreements due for billing. Billings come from schedules on SM Agreement Billing Schedules. Search filters by customer and/or agreement type (or all) and a “due within” day window; Search fills the grid; select rows and Launch Invoice Review.

Trimble hub: Generate & Process Agreement Billings.

Before you start​

  • Receivable type on SM Company Parameters, AR Customers (Bill To customer), or AR Company Parameters. Assigned during batch processing; it picks GL accounts updated.
  • Periodic services flagged for separate billing need a billing schedule on SM Service, Billing Schedule tab, before using this form.
  • Agreements have billing schedules configured.

Steps​

  1. Open SM Agreement Billings Due (main menu).
  2. Set Search Criteria: Customer and/or Agreement Type (blank = all). Field defs also document Service Center and Division (blank = no filter on that field). Note: Service Center and Division field-def text incorrectly copies Agreement Type wording.
  3. Enter Due Within the Next ___ Days — field defs mark this Required. Only agreements due within that number of days that also meet other filters (example: next 60).
  4. Click Search. Grid shows eligible agreements (active or expired, not yet billed, matching criteria).
  5. Check Create per agreement, or Check All (then uncheck exceptions). Clear All unchecks all. Create unchecked means no invoice now.
  6. Click Launch Invoice Review → generates invoices and opens SM Agreement Invoice Review.
  7. Header defaults from AR Customers. Changeable except Seq. Invoice details are not editable; they still appear on the invoice report.
  8. Optionally Preview (right of Invoice Summary Level) or Preview All.
  9. Process → AR Batch Process → Validate (batch reports) → review/print reports → Posting Date (defaults current date) → Post. Each invoice goes Pending → Invoiced. (Procedure also says related work completed lines go to Billed — work-order wording mixed into agreement billing.)
  10. Optionally edit recipients, add email attachments, Deliver. Defer delivery via SM Invoices.
  11. After process, pay in AR Cash Receipts. Reprint via the custom report chosen per invoice, SM Agreement Invoice (if no custom report), or AR Invoice (processed invoices only).

Hard rules​

  • Do not use Cancel to leave SM Agreement Invoice Review if you plan to process later. Cancel deletes the invoice and resets the agreement to “ready for billing.” Use the X to save and exit. Resume later in SM Invoices or the Invoices grids on SM Agreements, SM Customer, or SM Service Sites.
  • Receivable type is required before creating invoices.
  • Separate-billed periodic services without a service billing schedule cannot be billed through this path until that schedule exists.
  • Additional Info shows billing number (example bill 1 of 6) and effective/expiration dates, from the agreement billing schedule or the service schedule when a periodic service is flagged for separate billing.

Notes​

  • Related: SM Agreement Billing Schedules; SM Company Parameters; AR Customers; AR Company Parameters; SM Service (Billing Schedule); SM Agreement Invoice Review; AR Batch Process; SM Invoices; SM Agreements; SM Customer; SM Service Sites; AR Cash Receipts. Reports: custom per invoice, SM Agreement Invoice, AR Invoice.