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[D](U0002) How do I create, post, bill, and collect payment for a work order for a new account and item? Where do I start?

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How do I create, post, bill, and collect payment for a work order for a new account and item?  Where do I start?

 

This is a quick tour to using the ServiceLedger main modules.  There are dozens of modules that are not covered here, and are detailed elsewhere.  This tour provides a specific set of minimal steps, where there may be many, many other ways to perform the same steps in the ServiceLedger system.  A detailed step by step will follow shortly, at the moment we should provide an overview:

 

1)      Create an account – An account is the person or company that you will perform the service for

2)      Create a work order – A work order is a collection of items or services performed for an account

3)      Create an item – An item is anything you wish to charge for, such as parts or services

4)      Post a work order – Posting a work order closes it so no further change may be made for it.  It usually results in an auto-created closed invoice

5)      Collect Payment – Payments are applied against closed invoices

6)      Analyzing the result – Finding history on the account

 

 

To perform this guided tour, you will need to have ServiceLedger installed and running.

 

1)      Create an account – Please select the menu item Accounts then accounts again

a.       The “Account List” window will display, click the “+” button

b.      The “Account” window will display, click the “Name” field

c.       Enter in the name, contact, address, city, state, and postal of the new account

2)      Click “Add Work Order”

a.       Click “Add Invoice Charge”

b.      Click the blue underlined “Item ID” link

3)      In the new “Item” window, select an item type of “Part”

a.       Enter in a new Item ID

b.      Enter in a description of the new item

c.       Enter in the price and cost of the item

d.      Click “Save & Close” in the Item window

e.       In the “Work Order Invoice Details” window, alter the quantity, price, or cost of the item

f.        Click “Save & Close” in the “Work Order Invoice Details” window

4)      Click “Post” in the “Work Order” window to close the work order and create an invoice

a.       Say “Yes” to closing the work order

5)      Say “Yes” to  record a payment

a.       In the “Payments” window, enter in the amount of the payment

b.      Enter in a check number as well

c.       Click “Save” to record the payment

d.      Select the invoice in the list on the bottom left of the “Payments” window.  The invoice # is not necessarily the same as the work order #.

e.       Click Apply

f.        Say “Yes” to applying the payment to this invoice

g.       Click “Close Window” to close the “Payments” window

h.       Click “Close Window” to close the “Work Order” Window

6)      Analyze the Results

a.       Back at the detail account record, select the “History” tab

b.      Select a “View Type” of Work Orders – The information will appear below

c.       Select a “View Type” of Invoices – The information will appear below

d.      Select a “View Type” of Payments – The information will appear below


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