Billing Dept SOP

PostedSeptember 17, 2021

UpdatedSeptember 17, 2021

ByMike

Purpose
This SOP is intended to clearly and concisely identify the steps required by employees to complete the responsibilities of the Billing Department daily processes that is consistent with FDC standards. It will document progressive steps required in sequence that are to be followed.

Scope
To provide instructions on the daily processes for the billing department, which include A/R Collections, Closing Service Tickets and Invoice Creation to Customer, Creation of Box Sale Service Orders/Invoicing, Contract/Progressive Billing Invoicing, Check Deposits, Credit Card Transactions, Online Banking Deposits and Storage Lot Billing

Actions
The Accounts Receivable Procedures are composed of the following processes. The steps required to perform these processes are outlined in the sections below.

1.1 A/R Collections …………………………………………………………pg. 2-4
2.1 Creation of Box Sale Invoices with Service Orders already created ……pg. 3-10
3.1 Creation of Box Sales without Service Tickets Created…………………pg. 11-18
4.1 Contract Billing Types ……. ……………………………………………pg. 19
4.1.1 Contract Deposit Billing …………………………………………………pg. 20-
4.1.2 Contract Direct Billing …………………………………………………..pg. 23-33
4.1.3 Contract Progressive/Change Order/ Complete Billings
5.1 Check Deposits
6.1 Credit Card and ACH Deposits
7.1 Credit Card Transactions
8.1 Online Banking Deposits
9.1 Storage Lot Billing

Contract Billing Invoice Examples
10.1- Direct Contract Billing Invoice- Annex A
11.1- Deposit Contract Billing -Annex B
12.1- Progressive Payments and Change Order Billing Invoice -Annex C

1.1 A/R Collections:

 Completed Daily- Set aside at least an hour or two a day to keep up with past due accounts
 Kelly will provide an A/R Open Invoice Report around the 10th of the month
 Work from the oldest past due invoice forward, i.e. 120 days, 90 days, 60 days etc.)
 Pull the Invoices from the A/R Black Boxes next to filing cabinets in billing office
 Open “SME”
• Go to Receivables Menu
• Select Invoicing Icon
• Select Navigate Tab
• Drop down box, Select Go To
• Type in Invoice Number and Click OK
• Click Details and Settings Tab
• Click Billing Tab
• Billing Contact Name, Phone Number and Email address will appear

 Send an email from SME and ensure the correct email is showing on the Billing Tab of the past due invoice and call as a follow-up
 Click Print/Email Tab
 Click dropdown box and select Email Service/Box Invoice (Non-Repeating)
 Email template will display with the email address to send the invoice. Carbon Copy (Cc) your email address so you will receive a copy of the invoice in your email for your records.
 Erase the Body of the Email and Update as follows:
• Subject: Florida Door Control of Orlando, Inc. *** Past Due Notice*** Invoice# ¬¬¬¬¬¬¬¬¬¬__________ for ___________
• Body of Email: Good Morning or Good Afternoon,
Please be advised the attached Invoice# __________ is Past Due.
Please kindly contact our billing office today at 321-254-8011 ext. 8 or please respond to this email with payment status.
Please note, we accept all major credit cards.

 Call customer as a backup to email sent for all past due invoices sent to ensure they received the past due notice, and it is a chance to catch if we have the incorrect billing email on file

• Click the “Notes” Tab
• Drop Down box and click “Notes”
• Click New Entry and Type detailed information of what you did to obtain payment from customer

 Copy the text from the Notes
 Double Click on the Company Name Link to Go to the Customer Level Screen of SME
 Click “Notes” Tab
 Click New Entry
 Paste the text you just copied

2.1 Creation of Box Sale Invoices with Service Orders already created

• Receive Box Sale form from Parts Department Supervisor
• Open SME
• Go to Service & Install Menu
• Select Service Icon
• Select Navigate Tab
• Drop Down Box, select Go To

• Type in Order Number and Click OK
• Go to the “Details and Settings” Tab and verify the following information:
• Order Status Field- Select Drop Down Box and select according to the ticket type and select C-Complete.
• Go to “Work Requested” Tab
• Click on Services Requested Field on left side of page. This information is printed on the invoice and customer can see everything that is typed in this field.
Information to Include in this field from Box Sale Form:
*Requested By (person’s name)
*Date
*Phone Number
*Email Address
*Customer Address
*Part Number
*Description
*Quantity

Go to the “Order Items” Tab
• Double Click on each line item to see if part was entered correctly
• Verify Quantity Entered is Correct
• Verify if Customer is Tax Exempt in the Tax-Exempt Folder
• If the customer is Tax Exempt, ensure “Non-Taxable” box is checked
• If the customer is Taxable, ensure to uncheck “Non-Taxable
• * Class Field- Change to “Box Sale”
• Verify all information is accurate
• Click OK

Freight Charges:
• NO- Move on to “Totals” Tab
• YES- Ensure FDC Freight line item matches Box Sale Form, if it does not ask Parts Department to verify the correct freight and have them update the charge in SME
• (Note: Freight is considered a Service and is not in the Freight Field on the “Totals” Tab)

Go to “Taxes” Tab
• Tax Exempt Customer- Tax Exempt is selected
• Taxable Customer– Unselect Tax Exempt Box
• Tax Group/Code- Ensure the correct County Tax is Selected (i.e., Brevard County Tax 7%)
• Click Refresh Tax Rates Tab

Go to the “Totals” Tab
• Verify the “Charges Column” to the Box Sale form provided by Parts Department or Sales Department
• Trip Charge Field- Change to $0.00
• Verify accuracy if all is correct
• Verify Sales Tax Field is accurate depending on if the customer is non-taxable or taxable customer
• Generate Invoice

• Select “Print/Email” Tab
• Ensure “Export to QuickBooks” Tab is checked
• Click the drop-down box and select Service/Box Invoice (Non- Repeating)
Print (2) Copies of the Invoice and attach in the front of the Box Service Ticket with paperclip

Select “Print/Email” Tab
• Click dropdown box and select Email Service/Box Invoice (Non-Repeating)
• Email template will display with the email address to send the invoice
• Carbon Copy (cc) your email address so you will receive a copy of the invoice in your email for your records of sending the invoice
• File Invoices in A/R Black Box in alphabetical order next to file cabinets in Billing

3.1 Creation of Box Sales without Service Tickets Created

• Receive Box Sale form from Parts Department Supervisor
• Form does not have a ticket number create a service ticket
• Open SME
• Go to Service & Install Menu
• Select Service Icon
• Click New Tab
• Search for Customer (i.e.% emerald lakes) and double click the correct customer to create the service ticket

• Go to the “Details and Settings” Tab and verify the following information:
• Order Status Field- Select Drop Down Box and select C-Complete.
• Service Code Field- Select Drop Down Box and Select -Box Sale

• Go to “Work Requested” Tab
• Click on Services Requested Field on left side of page. This information is printed on the invoice and customer can see everything that is typed in this field.
Information to Include in this field from Box Sale Form:
*Requested By (person’s name)
*Date
*Phone Number
*Email Address
*Customer Address
*Part Number
*Description
*Quantity

• Go to the “Order Items” Tab
• Click Material Tab and Enter Part Number
• Double Click the correct part number
• Class Field- Change to Box Sale
• Enter Quantity
• Verify if Customer is Tax Exempt, if not Tax Exempt unselect Non-Taxable
• Verify all information is correct
• Click OK

Go to “Taxes” Tab
• Customer is Tax Exempt- Click Tax Exempt Box
• Customer is Non- Tax Exempt – Unselect Tax Exempt Box and ensure the correct Country Tax is Select (i.e. Brevard Country Tax 7%)

Freight Charges:
• NO- Move on to next Step in process
• YES- Proceed as follows
• Click “Service Tab”
• In the Name Column, Type FDC Freight
• Double Click the Line Item for FDC Freight
• Type in Freight Charges in Price Field
• Click OK

Go to the “Totals” Tab
• Verify the “Charges Column” only for accuracy
• Trip Charge Field- Change to $0.00
• Verify accuracy if all is correct
• Generate Invoice

Select Print/Email Tab to
• Ensure “Export to QuickBooks” Tab is checked
• Click the drop-down box and select Service/Box Invoice (Non- Repeating)
Print (1) Copy of the Invoice and attach in the front of the Box Service Ticket with paperclip

Select Print/Email Tab
• Click dropdown box and select Email Service/Box Invoice (Non-Repeating)
• Email template will display with the email address to send the invoice
• Carbon Copy (Cc) your email address so you will receive a copy of the invoice in your email for your records of sending the invoice
• Subject Line- Remove all details after Site Location
• Body of Email- Template already transcribed for invoice billing
• Click Send Email Tab
• File Invoices in A/R Black Box in alphabetical order next to file cabinets in Billing

4.1 Contract Billing Types:

• THREE TYPES OF CONTRACT BILLINGS:

1) Billing in Full- Customer has Terms Net 30, Net 60, Due on Receipt or Payment in Full declared on the Proposal.
2) Deposit Billing- Requires a Deposit prior to beginning proposed work
3) Progressive Billing- Billing for portions of the project throughout the duration of the job until completion.

• Identifying the type of line item to create for Contract Billing line items, please see the below: **** Very Important Step in the Process****
• Lump Sum Created only when No Sales Tax Due and ALL “Class” Cells are populated with “Use Tax Paid” in Material Items
• Lump Sum Due Created when Material Line Items DO NOT have a Sales Tax % Rate of County or “Use Tax Paid” populated in “Class” Cells of Material Items.

4.1.2 Billing in Full

• Receive “Green Folder” with Job Number and Customer Name/Site Location from the Installation Department
• Open the Folder and ensure the following documents are included:
• Project Information Sheet- This Form will list all your billing instructions *** very important to verify accurately **
• Proposal – verify it is signed by Customer, PO from Customer or Email approval from Customer. You will need to verify the Amount on the proposal to Job in SME further in the process. If any of these are not provided, the Job Folder needs to go back to the Install Department to have Salesman provide
• Figure Sheet of Proposal
• GH/DH Approval
• Drawings, Specifications, Quotes
• Miscellaneous Forms- Order Forms, Pictures, Special Billing Instructions, Etc.
• Review Project Information Sheet for accuracy and completeness
• Read according to the information the Salesman and Installation Department describe/state.
• If a PO was issued for the Job, ensure the billing contact matches on all documents. If not, contact Installation department to update documents.

Open “SME” to verify the information on the documents match the information in SME
• Click Service & Install Menu
• Click Install Icon
• Click Navigate Tab
• Click Go To Icon
• Enter Job# (i.e. 9788) and press OK

Go to “Details and Settings” Tab and review for accuracy
• Click “Site” Tab- Verify Site Address matches Project Information Sheet
• Click “Billing” Tab- Verify Billing Address matches Project Information Sheet
• Order # Field- matches the Install Order Number on Project Information Sheet
• Reference# Field – contains the Job Number and Job Name (Example: 1234 – FDC Melbounrne)
• Service Code Field- Proposed Work
• Zone Field- Ensure a Zone is present
• Once all information is verified and determined to be correct, highlight the Billing Name/Address, Billing Contact Information, Sales, Contact, Site Contact, and Billing Contact
*** Also, in the Special Instructions field if there are special billing instructions included in this section you will need to highlight them as well.

Open Excel- Example Proposal Breakdown Sheet File on desktop

• Complete the Excel Proposal Breakdown Sheet as follows
• Look at the Proposal Form inside green folder to type the proposal number in the Proposal No. cell
• Type the Job Number
• Type Job Name -Site Location (i.e. 9640- Melbourne Regional Med Center)
• Contract Amount
• Retainage: Mark an” X” for Yes or No
• Print a copy of the Excel Proposal Breakdown sheet and close file
• Tape the Proposal Breakdown sheet to the inside left flap of green job folder
• File “Green” Folder in the Filing Cabinet for “Open Jobs” waiting to be billed (top 2 drawers of filing cabinet next to supply closet
• Once you receive instruction either by Email, Kelly, Shawn or Salesman to bill the Job 100%, retrieve the “Green” folder from the “Open Jobs” filing cabinet next to the supply closet

Go to “Details and Settings” Tab and review for accuracy
• Click “Site” Tab- Verify Site Address matches Project Information Sheet
• Click “Billing” Tab- Verify Billing Address matches Project Information Sheet
• Reference# Field – contains the Job Number and Job Name (Example: 1234 – FDC Melbounrne)
• Service Code Field- Proposed Work
• Invoice Type Field- Select Partial
• Zone- Ensure
• Click “Save” Tab

Example Below:
• Description:
FDC to install the following:
New Loops
Test System & Train Client
• Salesman Initials with Proposal Number: TH3385
• Work Order, Sales Order or Purchase Order Number depending on customers preference of ordering
• Job Number- You will need to type this information under the Work Order# so it shows up later once you generate the Invoice billing to the customer
• Proofread the spelling, accuracy of details against Project Information Sheet and Proposal Sheet.
• Type Job# under the information already entered by the Install Department, see example below.
• Click Save Tab

Go to “Tax” Tab
• “Tax Group/Code”- Verify the correct County Sales Tax is selected.
• If it is blank or the incorrect County is showing, check the Sales Tax rate for the County the work is being done in.
• Click the drop down and select accordingly. (i.e. Pinellas County Sales Tax) Order Tax Rate 7
• Click Refresh Tax Rates and go to“Materials” Tab
• This rate will be applied to ALL items that DO NOT have a County SalesTax Rate or “Use Tax Paid” on all materials.

Go to “Materials” Tab
• Click on “Class” Column header to sort by the Sales Tax Type. “Sales Tax % Rate” or “Use Tax Paid”
• Look at all blank cells and determine if they are actual materials or not
• If there are no blank cells for material items, then you would move onto the next step outlined below in Order Items
• If there are actual materials and the Class is blank, then you will need to
update with the correct Sales Tax Rate for the County of the site work. This will determine if the Lump Sum line item will need to be updated to “Lump Sum Due”
• Double Click the lines that are blank
• Add Items to Order window will open
• Deselect “Non-Taxable” Box if it checked
• Class Field- Update to the County Tax rate of the Site Location of the Job
• Click OK tab

Go to “Order Items” Tab
• Based on the previous step, if you DID NOT update any of the “Class” cells with the Sales Tax % of the County or “Use Tax Paid” the line item to bill will remain as “Lump Sum”, move onto the next step, Project Material List section of the SOP
• Based on the previous step, if you updated blank “Class” cells with the Sales Tax % Rate for the County then you will need to update the Line Item “Lump Sum” to “Lump Sum-Due as shown below.
• Double Click the “Lump Sum” Line Item
• Add Items to Order window will open
 Item Name Field- Change to Lump Sum-Due
 Non-Taxable Box- Deselect if checked
 Class Field- Update to the County Tax rate of the Site Location of the
 Click OK

• Project Material List-
• Pull Project Materials List out of “Green” folder and verify Items/Parts against “Items” line items in SME
• Check Mark each part on Project Material List with a “Red” pen once identified
• If Part# in SME is different than what is on the Material List but the description is similar or the same update with the correct Item used on the Material List per screen shot below. If you are unsure, speak with the Parts Supervisor to ensure parts match.

• The Parts Department should have already put in all the material for you. If parts are not in SME, ask the Parts Department to put them in for you and once system is updated go back to verifying all parts listed on the Project Material List are in SME.
• If project has Custom Weld and it is not included in the “Green” folder, you
must retrieve folder with Cut Sheet from Weld Shop

Custom Welding-
• Look at the Project Materials List inside the “Green” folder to verify if the Job included Custom Welding in the “FDC Part Number” Column named “Custom” with a value declared in the Cost Ea. Column
• If it does not include Custom Welding move on to Project Material List section of this SOP
• If Custom Welding is Included follow the steps below
• Look for line Item Custom Weld in “Order Items” tab
• Verify Description and Amount
• Match the FDC Welding Sheet Description to what is entered in SME
• Double Click the Custom Weld Line Item to verify Description and Cost in Cost field
• Make adjustments to the Cost and Description to match the FDC Weld Cut Sheet

• If a Line Item for Customs Weld is not in SME a Line Item will need to be added
• Click Black “Material” Button in Order Items, Inventory Items Screen will open
• Type Custom Weld in the Name Field
• Double click the line item Custom Weld
• Add Items to Order window will open
• In Description Field after Custom Weld, type the description of work found on the FDC Welding Job Invoice, review screen shot on next page
• Check Mark Non-Taxable box
• Class Field- Ensure it says “Use Tax Paid”
• Enter the Cost in the Cost Field per the FDC Welding Job Invoice
• Zero out any Price in the Price Field
• Click OK

• Order Items Screen will appear
• Verify Order Items Under Price Column to Ensure Prices are Correct

• Go to “Totals” Tab
• Verify “Charges” Column Total matches the Price of the Contract
• Click “Generate Invoice”
• Click “Yes” to Close Order
• Click “Yes” Complete. Jump to the new invoice now
• If asked to Stop the Time Clock during final billing, Click “NO”

• Invoice Order Screen will open with all line items
• Click Clear All Tab
• Select all Items, except 9999 and any hardware listed
• Verify that no other pricing except for Contract Value or Remaining Value is listed. If there are any other prices listed, you must zero them out
• Click OK

• Go to “Work Requested” Tab
• Under Job# Enter as follows:
$____________ -Contract Amount – Due this Invoice
• Click “Save” Tab

Go back to “Order Tab”
• In the Internal Use Column click the box to make a check mark for all the material items so they do not display on Invoice to the customer
• Click “Print/Email” Tab
• Select from drop down New Lump Sum Invoice
• Print Preview Screen will open
• Click the Printer and make two copies, paperclip them together and put in pile to file into A/R Collections Boxes by filing cabinets in Billing Office

Click “Print/Email” tab
• Select from drop down Email New Lump Sum Invoice
• Template Email Report will open with invoice attached
• Verify email address matches the billing email information on Project Information Sheet and Purchase Order (if applicable)
• If instructed to email billing through Customer Portal, follow the instructions per the instructions from Portal Binder in Billing Office.
• Email yourself a copy of the Invoice from SME for records and to upload the invoice to the Portal

• Subject Line- Remove all details after Site Location
• Body of Email- Template already transcribed for invoice billing
• Click Send Email Tab

FILING THE PAPERWORK

• Pull the following (4) Folders from Inside “Green” Folder” and place them in the wall hangar outside billing door for the Install Department to Pickup
• Install Department Copy
• Procurement Copy
• Weld Shop Copy (Only if we are building something for the Job)
• “White” Folder for technician completing the job
• File “Green” folder in alphabetical order in the top two filing drawers of the filing cabinet named “Open Jobs” next to Supply Closet in the Billing Office
• Once you receive the Payment either through Credit Card or Check, pull the “Green” Folder out of the Filing Cabinet
• Complete the Proposal Breakdown Sheet inside of “Green” Folder with the Date Paid, Amt. Paid, Balance Due and any Comments
• File “Green” folder in alphabetical order in the top two filing drawers of the filing cabinet named “Open Jobs” for Kelly to complete cost accounting
• Once Kelly returns the folder, place on top of the Filing Cabinet in the Billing Office above the label “Needs to be Scanned”

4.1.2 Contract Deposit Billing

• Receive “Green Folder” with Job Number and Customer Name/Site Location from the Installation Department
• Open the Folder and ensure the following documents are included:
• Project Information Sheet
• Proposal – verify it is signed by Customer. If it is not, email salesman and request a signed proposal to include in the folder.
• Figure Sheet of Proposal
• Purchase Order/Signed Contract or Email approval from customer is applicable
• Drawings, Specifications, Quotes
• Miscellaneous Forms- Order Forms, Pictures, Etc.

• Review Project Information Sheet for accuracy and completeness
• Read according to the information the Salesman and Installation Department describe/state.
• If a PO was issued for the Job, ensure the billing contact matches on all documents. If not, contact Installation department to update documents.

• Open “SME” to verify the information on the documents match the information in SME
• Click Service & Install Menu
• Click Install Icon
• Click Navigate Tab
• Click Go To Icon
• Enter Job# (i.e. 9788) and press OK

Go to “Details and Settings” Tab and review for accuracy
• Click “Site” Tab- Verify Site Address matches Project Information Sheet
• Click “Billing” Tab- Verify Billing Address matches Project Information Sheet
• Order # Field- matches the Install Order Number on Project Information Sheet
• Reference# Field – contains the Job Number and Job Name (Example: 1234 – FDC Melbounrne)
• Service Code Field- Proposed Work
• Invoice Type Field- Partial
• PO Field- PO needs to be entered in this field if a PO was issued, if not field needs to be blanked out
• Order Status Field- BFD- Billing for Deposit
• Zone Field- Ensure a Zone is present

Go to “Work Requested” Tab
• Services Requested Field- on left side of page verify details entered by Installation for Accuracy against Project Information Sheet, Proposal and Customer Purchase Order form, should already be completed by the Install Department.
Example Below:
• Description: FDC to install the following:
New Loops
Test System & Train Client
• Salesman Initials with Proposal Number: TH3385
• Work Order, Sales Order or Purchase Order Number depending on customers preference of ordering
• Job Number- You will need to type this information under the Work Order# so it shows up later once you generate the Invoice billing to the customer
• Proofread the spelling, accuracy of details against Project Information Sheet and Proposal Sheet.
• Type Job# under the information already entered by the Install Department
• Click Save Tab

Go to “Order Items” Tab
• Click “Material” Tab to create a second item line for Lump Sum deposit.
• Add Items to Order window will open
• Change Description to the amount of the billing,
• Example Lump Sum – 50% Deposit
• Ensure Non-Taxable is Checked
• Class Field- Ensure it shows as “Use Tax Paid”
• Price- Enter the % of the billing per instructions given by Kelly or Salesman
• Click OK

• Go to Original Line Item and Double Click to open the Add Items to Order window
• Ensure “Non-Taxable” has been checked
• Class Field- Ensure it shows as “Use Tax Paid”
• Price- Erase the price and subtract the Contract Amount from the Lump Sum Deposit Line item just created, this will be your new price to type in this field
• Click OK

• Verify Order Items Under Price Column to Ensure Prices are Correct

Go to “Totals” Tab
• Verify “Charges” Column Total matches the Price of the Contract
• Click Generate Invoice or you can also Click on “Actions” Tab drop down to Select Generate Invoice
• Click “Yes” to Close Order
• Click “Yes” Complete. Jump to the new invoice now
• If asked to Stop the Time Clock during final billing, Click “No”
• Invoice Order Screen will open with all line items
• Click “Clear All” Tab
• Select Line Item that you just created for Deposit
• Click “OK”

Go to “Work Requested” Tab
• Under Job# Enter as follows:
$____________ – Contract Amount
$____________ – % Deposit Due this Invoice

Go back to “Order Tab”
• In the Internal Use Column click the box to make a check mark for all the part items so they do not display on Invoice
• Click “Print/Email” Button
• Select from drop down New Lump Sum Invoice
• Print Preview Screen will open
• Click the Printer and make two copies, paperclip them together and put in pile to file into A/R Black Boxes by filing cabinets

• Click “Print/Email” Button
• Select from drop down Email New Lump Sum Invoice

• Template Email Report will open with invoice attached
• Verify email address matches the billing email information on Project Information Sheet and Purchase Order (if applicable) see screen shots below for emailing via SME.
• If Instructed to email billing through Customer Portal, follow the steps per the instructions from the Portal Binder in Billing Office. All Portals are filed in Alphabetical Order per the Portal Name.
• Email yourself a copy of the Invoice from SME for records and to upload the invoice to Customers Portal

• Subject Line- Type the % of billing due after customer name – IMPORTANT – REMOVE ANY INSTALL NOTES IF THEY SHOW UP HERE

• Complete Proposal Breakdown Sheet inside of “Green Folder” with the Invoice Number, Invoice Date, Amount Billed and Comments, see example below.

• Call the Billing Contact right after sending the deposit invoice to ensure they received your email
• File “Green” Folder in the Filing Cabinet for “Jobs on Hold” waiting for deposit
• Once you receive the Deposit payment either through Credit Card or Check, pull the Green Folder out of the Filing Cabinet for “Jobs on Hold” waiting for deposit
• Complete the Proposal Breakdown Sheet inside of “Green” Folder with the Date Paid, Amt. Paid and Balance Due

• Email the Salesperson for the Job, Install Dept, Billing Dept & Kelly
• Subject line will depend on if it is a Deposit for the Job or Deposit for a Change Order See Examples Below
• Subject Line: Job# ________ – Bayview Healthcare – rec’d ____% deposit
• Subject Line: Job# ¬¬¬¬¬¬¬¬¬¬¬¬________- Renaissance Sr. Living – rec’d ____ deposit for Change Order# ____
• Body of Email- Copy the Subject Line and Past into the Body of the email

• File “Green” folder in alphabetical order in the top two filing drawers of the filing cabinet next to Supply Closet in the Billing Office

4.1.2 Contract / Progressive Payment/ Change Order Complete Billing

• Receive email or list from Kelly, Shawn or Salesman to create a billing for a Change Order by either Kelly or Shawn
• Retrieve “Green Folder” with Job Number and Customer Name/Site Location from filing cabinet next to Supply Closet
• Open the Folder and ensure the following documents are included:
• Project Information Sheet
• Proposal – verify it is signed by Salesman. If it is not, email salesman and request a signed proposal to include in the folder.
• Figure Sheet of Proposal
• Purchase Order/Signed Contract or Email approval from customer is applicable
• Drawings, Specifications, Quotes
• Miscellaneous Forms- Order Forms, Pictures, Etc.
• Change Orders (If Applicable)

• Open “SME” to verify the information on the documents match the information in SME

• Click Service & Install Menu
• Click Install Icon
• Click Navigate Tab
• Click Go To Icon
• Enter Job# (i.e. 9640) and press OK

Go to “Details and Settings” Tab and review for accuracy
• Click “Site” Tab- Verify Site Address matches Project Information Sheet
• Click “Billing” Tab- Verify Billing Address matches Project Information Sheet
• Order # Field- matches the Install Order Number on Project Information Sheet
• Reference# Field – contains the Job Number and Job Name (Example: 1234 – FDC Melbounrne)
• Service Code Field- Proposed Work
• Invoice Type Field- Select Partial (used for partial billing)
• Order Status Field- Only Change if Billing In Full
• Select C- Complete (used if billing in full)
• Select Final Invoice Sent (used if billing in full)
• PO Field- PO needs to be entered in this field if a PO was issued, if not field needs to be blanked out
• Click “Save” Tab

Go to “Work Requested” Tab
• Services Requested Field- on left side of page verify details entered by Installation for Accuracy against Project Information Sheet, Proposal and Customer Purchase Order form, should already be completed by the Install Department.
Example Below:
• Description: FDC to install the following:
New Loops
Test System & Train Client
• Salesman Initials with Proposal Number: TH3385
• Work Order, Sales Order or Purchase Order Number depending on customers preference of ordering
• Job Number- You will need to type this information under the Work Order# so it shows up later once you generate the Invoice billing to the customer
• Proofread the spelling, accuracy of details against Project Information Sheet and Proposal Sheet.
• Type Job# if it is not already entered under the information already entered by the Install Department
• Click Save

Go to “Tax” Tab
• Look for Tax Group/Code, if blank verify tax for the county from Site Address and select the correct Tax Rate
• (Example- Washington County Sales Tax , Order Rate 7.5%)
• Click Update Tax Rate

Go to “Materials” Tab
• Click on “Class” Column header to sort by the Sales Tax Type. “Sales Tax % Rate” or “Use Tax Paid”
• Look at all blank cells and determine if they are actual materials or not
• If there are NO blank cells for material items, then you would move onto the next step outlined below in Order Items
• If there are actual materials and the Class is blank, then you will need to
update with the correct Sales Tax Rate for the County of the site work. This will determine if the Lump Sum line item needs to be updated to “Lump Sum Due”
• Double Click the lines that are blank

• Add Items to Order window will open
• Deselect “Non-Taxable” Box if it checked
• Class Field- Update to the County Tax rate of the Site Location of the Job
• Click OK tab

Go to “Order Items” Tab
• Click the black “Material” Tab to create a second line item for any Change Orders or Pay Applications. Type in the name Lump Sum or Lump Sum Due depending if there are taxes to be paid on this billing based on the “Class” column in previous step
• (Example- Lump Sum = Non-Taxable)
• (Example- Lump Sum- Due= Taxes are due)

• Add Items to Order window will open
• Change Description to the amount of the billing, accordingly
• Example Lump Sum– Change Order# 1
• Example Lump Sum -Payment Application# 1

• Creation of Lump Sum line item
• Non-Taxable Box – Select with a check mark
• Class Field- Ensure it shows “Use Tax Paid” if the line item is Lump Sum Due
• Price Field- Enter the amount of the Change Order, Pay Application or Retainage per instructions given by Kelly or Salesman
• Click OK

• Creation of Lump Sum-Due line item
• Non-Taxable Box – Uncheck the Box if checked
• Class Field- Update with the Sales Tax Rate of the County of the Site Location (I.E. 7% FL Use Tax)
• Price Field- Enter the amount of the Change Order, Pay Application or Retainage per instructions given by Kelly or Salesman
• Click OK

• Go to Original Line Item and Double Click and erase the price and update with the remaining balance
• Click OK

• Verify Order Items Under Price Column to Ensure it is Accurate
• Complete Subcontractor Pay Requisition Sheet if new line item is a Pay Application

• Verify parts on Project Material List from the “Green” folder match against each line item in the orders items tab
• Check Mark each part on the Project Material List with “Red” once identified
• If Part# is different than Material List but the description is similar or the same update with the correct Item used per screen shot below. If you are unsure, speak with the Parts Supervisor to ensure parts match.
• Once all line items are verified and accurate go onto the next step

• Go to “Totals” Tab
• Verify “Charges” Column Total matches the Price of the Contract
• Click Generate Invoice or you can also Click on “Actions” Tab drop down to Select Generate Invoice
• Click “Yes” to Close Order
• Click “Yes” Complete. Jump to the new invoice now
• If asked to Stop the Time Clock during final billing, Click “No”

• Invoice Order Screen will open with all line items
• Click “Clear All” Tab
• Select Line Item that you just created for the Change Order or Pay Application
• If this is a final billing Select the Line Item that is Open with All Items, ensure the items are zeroed out
• Click “OK” Tab

Go to “Work Requested” Tab
• Under Job# Enter as follows according to the type of billing you are creating
• See Example below of verbiage to utilize on invoice and a complete Deposit Billing Invoice in “ANNEX C” of this SOP
• Go back to “Order Tab”
• In the Internal Use Column click the box to make a check mark for all the part items so they do not display on Invoice
• Click “Print/Email” button
• Select from drop down New Lump Sum Invoice
• Print Preview Screen will open
• Click the Printer and make two copies, paperclip them together and put in pile to file into A/R Black Boxes by filing cabinets

• Click “Print/Email” button
• Select from drop down Email New Lump Sum Invoice
• Template Email Report will open with invoice attached
• Verify email address matches the billing email information on Project Information Sheet and Purchase Order (if applicable)
• If instructed to email billing through Customer Portal, follow the instructions per the instructions from Portal Binder in Billing Office.
• Email yourself a copy of the Invoice from SME for records and to upload the invoice to the Portal
• Click “Print/Email” tab
• Select from drop down Email New Lump Sum Invoice

Body of Email- Erase the body of invoice and type as follows:
• Complete Proposal Breakdown Sheet inside of “Green Folder” with the Invoice Number, Invoice Date, Amount Billed and Comments, see example below.
• File “Green” Folder in the Filing Cabinet for “Open Jobs” waiting for payment
• Once you receive the Deposit payment either through Credit Card or Check, pull the “Green” Folder out of the Filing Cabinet for “Jobs on Hold” waiting for deposit
• Complete the Proposal Breakdown Sheet inside of “Green” Folder with the Date Paid, Amt. Paid and Balance Due
• File “Green” Folder back in the Filing Cabinet for “Open Jobs”