Approving and generating customer charges

Approve customer charges after reviewing and correcting the results of time and material calculations.

After approving the customer charges, generate invoices from all customer charges.

Caution: The system generates customer charges for all work orders, not just the work order selected on the List View page.

To approve and generate customer charges:

  1. Open the AMS-Approve Customer Charges form.
  2. Select the work order for which to approve customer charges and then click the Record View tab. The system automatically populates Charge Number, Run Date, Customer, Originator, and Customer Contract .
    Note: Charge Number is used to associate several invoices with the same work order.
  3. Status—Enter the status of the customer charges. See the following for a description of the possible customer charge statuses:
    • Approved—Work order charge will be invoiced. All fields are protected except Status.
    • Data Error—System generated status. Work order charge will not be invoiced. You can update Status, Continue Charging, and Corrections as necessary.
    • Exclude from invoicing—Work order charge will not be invoiced. You can update Status, Continue Charging, and Corrections as necessary.
    • Invoiced—System generated status indicating that the charges are invoiced. All fields are protected.
    • Unapproved—Default status of the calculations. You can update Status, Continue Charging, and Corrections as necessary.
    Note: After you generate the invoice, the system automatically changes Status to Invoiced.
  4. Continue Charging—Select to enable the system to continue generating invoice charges for the same work order. If selected, the system creates a new Charge Number when generating customer charges, assigns a new incremental number to a newly calculated charge record, and displays the difference in price between the actual and the existing calculation(s).
    Note: Continue Charging is automatically selected for calculations for non-completed work orders.
  5. Comments—Enter comments related to the work order costs.
  6. Corrections—Enter the amount to adjust the work order costs. Enter deductions as negative amounts.
  7. Click Generate All Customer Charges.
  8. Organization—Enter the organization for which to calculate work order charges.
  9. Work Order —Enter the work order for which to calculate work order charges.
  10. Customer—Enter the customer for which to calculate work order charges.
  11. Department—Enter the department for which to calculate work order charges.
  12. Released Work Orders—Select to only calculate work order charges for released work orders.
  13. Print Report — Select to print a report of all the calculated work order charges.
  14. Equipment —Enter the equipment for which to calculate work order charges.
  15. Project —Enter the project for which to calculate work order charges.
  16. Completed From and Completed To—Enter the work order completion date range for which to calculate work order charges.
  17. Completed Work Orders—Select to calculate work order charges for only completed work orders.
  18. Click Calculate.
    Note: If you did not specify any generation criteria, charges for all work orders of type JOB or PPM with a status of Released or Completed will be generated. The system verifies that the work order(s) have no parent work order and that the customer charges do not have a Status of Approved, Excluded from invoicing, or Invoiced.