SM Work Order Billing
SM Work Order Billing bills multiple customer work orders in one invoice session. Scope: customer and agreement-related work order scopes with pricing method Time and Material or Flat Price. Job work orders are billed in Job Billing or AR, not this form.
Filter, Refresh, select work orders/lines, then generate invoices (Invoice Grouping or PO Override). SM Invoice Review opens. After a session is generated, those work orders are locked to that session and are only reachable via SM Invoices or the Invoices tab on SM Work Orders.
Trimble form: SM Work Order Billing Form. Primary procedure: Generate & Process Work Order Invoices. Related: About the Ready To Bill Flag.
Before you start
- Unbilled customer / agreement T&M or Flat Price scopes. T&M invoices need equipment/labor/material/misc work-completed lines. Agreement or flat-price scopes do not require work completed; amounts come from the agreement, agreement service, or scope price.
- Optional Use Review Process in SM Company Parameters. If on, your login must be a reviewer or Ready To Bill / Bill WO do not show. Reviewers authorized on SM Customers, SM Service Centers, SM Service Sites, SM Work Orders, SM Divisions.
- Procedure steps are framed for customer and T&M agreement scopes and also point agreement invoices to Generate & Process Agreement Billings. Form purpose still includes agreement-related Flat Price scopes.
Ways to open a billing session
- SM Work Orders — Bill WO → SM Invoice Review. If review is on and you are not a reviewer, Bill WO is hidden. Authorized reviewers are asked whether to bill all work or only work marked Ready to Bill.
- SM Work Order Billing — Service Management → Programs → SM Work Order Billing → set filters → Refresh → Select All or check Bill on work orders/lines → generate (form says system generates invoices and opens SM Invoice Review; procedure never names that generate action).
- SM Work Center — Billable Work Orders → Tasks → Bill Work Order (single WO).
Filters (all optional; blank = not filtering)
Only not yet billed lines that meet all entered filters appear.
| Field | Rule |
|---|---|
| Service Center | WO references this center |
| Division | Work-completed items on scopes assigned this division |
| Customer | WO customer. With Bill To, both must match |
| Bill To | AR Customers (F4). With Customer, both must match |
| Service Site | WO site |
| Date Provided / To | Work-completed posted on/after / on/prior. Either side blank OK; both blank = no date filter |
| Line Type | Work-completed line type |
| Scope Status | Work-order scope status |
| Reference No | Not a filter. Auto-checks Bill on matching work-completed lines (and the WO if all lines match). Partial match → WO Bill box is indeterminate. Field clears; focus stays. |
Work Order: Bill checks all related detail Bill boxes. Leave unchecked to pick lines individually. Checking every detail line also checks the WO Bill box.
Billing Amount / Billing Percent (flat price): enter amount (system calculates percent) or leave amount blank and enter percent 1.00%–100.00% (system fills amount). Field defs and review-on procedure conflict on whether flat-price cells are editable here vs only via Ready To Bill Partial Bill.
Is Adj / Orig Line # — adjustment exists / original line if a cost adjustment was made.
Ready To Bill (review process)
- Checkbox shows only on Flat Price and T&M scopes. Flat Price Ready To Bill can open Partial Bill (amount or percent). Marking all work-completed lines ready leaves the scope checkbox indeterminate. Info tab Ready To Bill marks all scopes and their lines.
- Form: grid content depends on whether you chose to bill all or only Ready to Bill. Procedure: if generating via this form, only ready-to-bill items appear. Ready To Bill page ties the all-vs-ready choice mainly to Bill WO on the work order.
After SM Invoice Review opens
- Adjust header (except Seq). Defaults from AR Customers. Optional Alt. Addr sequence (F4; F5 to AR Customers).
- Optional misc cash receipt: Payment Type A-On Account, C-Cash, or X-Credit Card; amount can be partial but cannot exceed the invoice amount; enter Ref Number when needed. Save header. Review/edit lines.
- For multiple invoices, repeat per sequence. Preview (beside Invoice Summary Level) or Preview All.
- Process → AR Batch Process → Validate → review/print batch reports → Posting Date (default current) → Post. Each invoice goes Pending → Invoiced; related work-completed lines → Billed.
- Optional: Recipients, email attachments, Deliver (or later on SM Invoices).
- Pay via AR Cash Receipts. Reprint via custom report on the invoice, SM Invoice (if no custom), or AR Invoice (processed only).
Hard rules
- Job WOs out of scope.
- Session lock after generation.
- Payment amount ≤ invoice amount.
- Double-click a WO in the upper grid to edit in SM Work Orders; Refresh to pick up edits.
Notes
- Related: SM Work Orders; SM Invoice Review; SM Invoices; SM Company Parameters; SM Customers / Service Centers / Service Sites / Divisions / Work Scopes; About Billing SM Job Work Orders; About Billing Flat Price Work Orders; Generate & Process Agreement Billings; About Invoice Grouping; WO Invoices: PO Override; AR Customers, AR Invoice Entry, AR Batch Process, AR Cash Receipts; SM Work Center Billable Work Orders. After generation, see Managing SM Invoices.