FOUNDATION ACCOUNT RECEIVABLES - PREBILLING
Before the process of exporting ticket data to Foundation, some steps should be taken.
Set the date range for the tickets you want to review and possibly correct before invoicing.
Review the report for discrepancies in material prices, taxes, orders, etc.
Your company should have procedures for incorrect tickets.
To void the ticket, call up the ticket to the screen using the ticket lookup. Click the Void check box and then Save.
Create a replacement ticket by using the manual ticket entry. You should note the old ticket number in the remark box of the new ticket. You should go back to the Voided ticket and reference the new ticket number as well. It's good practice when you need to explain why a ticket was Void.
ACCOUNT RECEIVABLES INVOICING – Exporting data to Foundation
THE BILLING PROCESS
From the main screen of SMSTurbo
Leaving the Filter Ranges as shown above, will qualify all Customers, all Orders from all the Material Categories.
Select the From and To Dates of the tickets you want invoiced.
The Print Transactions box, when checked, will display the invoices on the SMSTurbo invoice form.
Check off Customer Tickets box
On the first billing attempt, you will have to determine the starting invoice number so it isn't duplicated with existing numbers in Foundation.
Click the OK Button to continue billing
Confirm you wish to generate invoices? Click Yes
This is the dialog for ticket data exported to the txt.file
There may be customers in SMSTurbo that are not set up in Foundation. Their tickets will reject when you attempt to import the ticket data into Foundation. If a file was established in the Billing SetUp screen for Customer Export, a dialog screen will ask if you want to Export Customers for this Ticket Batch to customers.txt? Click Yes
A good practice for New Customers would be to add the CustomerID, Customer name/address and Order(s) in SMSTurbo first then in Foundation add the Customer using the same information. Then you wouldn't need the Customers.txt file in the Billing SetUp screen.
Display Transactions? Yes
Sample of SMSTurbo Invoice. You can print, email or save these invoices
The SMSTurbo ticket now references the invoice # 10000
Depending on what options were purchased on the Foundation AR Invoice Importer, there may be as many as six .txt files in the Public Document path;
Customer Source File – used with the Customer.txt file to import Customer ID and Name.
Job Source File – used to import the SMSTurbo Order information.
Invoice Source File – used with the Invoice.txt file to import the Mapping Header information.
Invoice G/L Source File – used with the Invoice_GL.txt file to import the Mapping Detail information.
Invoice J/C Source File – used with the Invoice_JC.txt file to import the Mapping Detail information for Job Cost.
Invoice Detail Source File – used with the Invoice_ID.txt file to import the Mapping Detail information for Item No, Unit of Measure, Quantity & Unit Price.
If you need assistance, call your Foundation Support Representative and/or SMSTurbo Support.