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Managing SM Invoices

SM Invoices is the hub to preview, process, and/or deliver many invoices at once. Filter Invoiced vs Pending, plus search criteria and Delivery Status (All / Delivered / Not Delivered). Use Not Delivered when ready to deliver; Delivered when redelivering.

Create customer work-order invoices via SM Work Orders or SM Work Order Billing; PM work orders via SM Generate PM Work Orders. Edit pending invoices in SM Invoice Review (customer WOs not tied to a service agreement) or SM Agreement Invoice Review (PM / agreement).

Trimble form topic: SM Invoices Form. Parent: About Editing/Processing Invoices via SM Invoice.

Before you start​

  • Invoices exist from work-order or agreement billing.
  • Click Search after changing criteria before the grid updates.
  • Delivery Status and delivery-date filters exist only when Invoice Status is Invoiced. Pending can only be previewed; process before deliver.
  • Invoice Date Beginning defaults to one year before today so the grid loads faster.
  • Process opens AR Batch Process; validate and post there.

Search fields​

  • Invoice Status: Invoiced = processed and sent to AR (also shows as Invoiced on SM Customers, SM Service Sites, SM Work Orders). Pending Invoice = not yet processed/sent to AR.
  • Delivery Status (Invoiced only): All, Delivered, Not Delivered. All or Delivered enables Delivered Date; Not Delivered disables it. Field defs also say delivery dates enable when Delivery Status is “All or Printed” — Printed is not a listed status.
  • Bill To Customer, Service Center, Division — optional F4 filters (blank = all). Service Center field-def text incorrectly says “leave blank if not filtering by division.”
  • Invoice Number — blank = all; same number on multiple invoices returns all matches.
  • Invoice Date Beginning / Ending; Delivery Date Beginning / Ending (Invoiced + All/Delivered only).
  • Select / Select All / Unselect All — include rows in preview or an invoice session.

Steps (single pending)​

  1. Open SM Invoices.
  2. Set Invoice Status to Pending Invoice, enter Invoice Number if known, Search.
  3. Double-click the row → edit in SM Invoice Review or SM Agreement Invoice Review.
  4. Click Process → AR Batch Process → validate and post.
  5. After post, the invoice only appears under Invoiced.

Steps (multiple pending)​

  1. Open SM Invoices → Pending Invoice → filter Bill To Customer and/or Invoice Date → Search.
  2. Check Select boxes or Select All → Open (creates a session; work-order and agreement invoices each get their own session).
  3. Edit → Process → AR Batch Process → validate and post.

Agreement invoices: header only, no lines. Work-order invoices: header and lines (see Editing Work Order Invoices).

Hard rules​

  • Job work orders are entered in SM Work Orders but cannot be invoiced in SM. Bill only via Job Billing or AR (see Billing SM Job Work Orders).
  • Exit without process only after Save. Close (below the grid) or window X. Closing a multi-invoice session closes the whole session; save every invoice first.
  • Cancel on a pending invoice (WO or agreement) cancels the session and deletes all invoices in it.
    • WO T&M (including agreement scopes flagged T&M): completed lines return to New and can be invoiced again via SM Work Orders or SM Work Order Billing.
    • Flat price: WO reopens for billing the same way; completed lines stay non-billable and are not on the invoice.
    • Agreement: billing reopens via SM Agreement Billings Due.
  • Processed agreement invoices cannot be edited; adjust in AR Invoice Entry.
  • Processed WO invoices can be edited anytime, but changes cannot be saved like a pending invoice: Cancel (changes only; original stays) or Process (parent topic says SM Batch Process; single/multiple procedures say AR Batch Process).

Notes​

  • Related: SM Invoice Review; SM Agreement Invoice Review; SM Work Order Billing; SM Agreement Billings Due; SM Invoice Flat Price Change; SM Generate PM Work Orders; AR Batch Process; SM Batch Process (processed WO edits only); AR Invoice Entry. Same-sidebar topics also cover voiding, preview/print/deliver, delivery feature, generate/process WO invoices, and generate/process agreement billings.