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Billing For Deposit

Install Jobs-Billing for Deposit (with a Payment Application)

 

  1. Receive Green Job Folder from installs department requesting deposit be billed
  2. Create the Payment Application (see specific section regarding how to Create Payment Applications)
  3. Go to “Service & Install” section in SME
  4. Select “Install” section
  5. Select “Navigate” pull down bar and click “Go To”
  6. Enter Job Number listed on job folder
  7. Confirm all details match physical form in folder (IE, site/contact names/address/etc.) in the “Details and Settings” tab
  8. Move to the “Order Items” tab
  9. You should see a “Lump Sum” item for the entire cost of the job; double click on that item to pull open the Item Details page
  10. In the “Description” box, change the text to read “Deposit”
  11. Change the “Price” column to reflect the amount being billed for the deposit
  12. “Class” section should show as “Use Tax Paid”
  13. Click “OK” to save changes made
  14. Click “Material” box along top of listings to add the remaining amount of total job cast to be billed in future
  15. Type “Lump Sum” in “Name” section
  16. Double click the “Lump Sum” option that pulls up in the menu
  17. In “Description” box, change text to read “Remaining” or “Final”
  18. Change the “Price” column to reflect the cost of job remaining to be billed
  19. Ensure that the “Class” section reads “Use Tax Paid” and click “OK” to save changes made
  20. Go to “Totals” tab in SME
  21. Verify 1st column and last column reflect the accurate job cost total for the project (compare it to the physical proposal in job folder)
  22. If totals are correct, select “Generate Invoice”
  23. When box opens with all items, click the “Deselect All” option to have a blank slate
  24. Click/select the box next to the “Lump Sum” item that states “Deposit” ONLY and click “OK”
  25. Select “Yes” when asked if you want to jump to invoice
  26. Move to “Work Requested” tab
  27. On left side (this is what prints on the invoice for the customer to see), make sure the following information appears:
    *Short description of work being done
    *Sales persons initials & proposal number
    *FDC job number
    *Purchase Order (PO) number if applicable
  28. Add to this section the following information:
    *Contract Amount
    *Deposit Amount being billed this invoice

Example:

Industrial Gate System

EM35348
FDC Job #10393
PO #2000447457

$156,200 – Contract Amount
$  78,100 – Deposit due this Invoice

  1. Click “Save” at top to store information added
  2. Got to “Print/Email” pull down bar and select “New Lump Sum Invoice”

Note: Once invoice populates, check the formatting!!! Never send an invoice without checking that the formatting is correct and the invoice physically looks good for the customer. If it looks funky (ie, large gaps in text, alignment off, text is different in certain sections than others, etc.) it means the text in that left side section of the “Work Requested” tab needs to be reformatted. To do so you will:
*Close out of invoice without printing
*Highlight all text on left side section and right click mouse; select “Copy”
*Open “Notepad” app on your computer and “Paste” text in a blank page by right clicking mouse and selecting “Paste”
*Highlight all text in Notepad and go to “Edit” tab
*Select “Font” option
*Font should be: Family – Times New Roman; Size – 12; Style – Regular
*Click the “Arrow” in upper left hand corner to go back to text, (make sure still highlighted, highlight again if not) and right click mouse and select “Copy” again
*Go back to SME and hit backspace a dozen times or so to completely clear all text from left side section that we previously highlighted
*Right hand click mouse at top of section and select “Paste”
*Click “Save” to store new formatted text
*Select “Print/Email” pull down bar again and select “New Lump Sum Invoice” again
*If invoice formatting looks good, move to next step. If it still does not, keep adjusting until format is looking proper

  1. Print (2) copies of the invoice
  2. Select “Print/Email” pull down bar again and this time select “Email New Lump Sum Invoice” and send to BILLING ONLY (Do Not Send to client yet-must have Payment Application with invoice)
  3. Give Payment Application to Kelly to sign as authorized agent
  4. Give to Holly, Scott or other notary on staff to notarize the payment application
  5. Scan (1) copy of the invoice created along with the Payment Application and email to BILLING
  6. Download attachment sent to BILLING and save to computer desktop
  7. Create a new email to send to the billing contact for the project, attaching the PDF that has the invoice and payment application combined
  8. Highlight amount due on both invoices, staple together with payment application, and file in correct alphabetical order in the accounts receivable bins (located next to the postage machine)
  9. Print out “Job Payment Form” sheet
  10. Update form with job information and just created deposit invoice information
  11. Tape form to front, inside of the folder
  12. File Job folder in filing cabinet for “Jobs on Hold” until deposit payment is received

 

When Deposit Payment is Received:

  1. Update information on “Job Payment Form” sheet
  2. Send email to installs, Kelly, and the job specific salesperson letting them know deposit was received
  3. Move job folder from “Jobs on Hold” cabinet up into the “Active Jobs” cabinets and file in alphabetical order

 


Install Jobs-Billing for Deposit (without a Payment Application)

 

  1. Receive Green Job Folder from installs department requesting deposit be billed
  2. Go to “Service & Install” section in SME
  3. Select “Install” section
  4. Select “Navigate” pull down bar and click “Go To”
  5. Enter Job Number listed on job folder
  6. Confirm all details match physical form in folder (ie, site/contact names/address/etc.) in the “Details and Settings” tab
  7. Move to the “Order Items” tab
  8. You should see a “Lump Sum” item for the entire cost of the job; double click on that item to pull open the Item Details page
  9. In the “Description” box, change the text to read “Deposit”
  10. Change the “Price” column to reflect the amount being billed for the deposit
  11. “Class” section should show as “Use Tax Paid”
  12. Click “OK” to save changes made
  13. Click “Material” box along top of listings to add the remaining amount of total job cast to be billed in future
  14. Type “Lump Sum” in “Name” section
  15. Double click the “Lump Sum” option that pulls up in the menu
  16. In “Description” box, change text to read “Remaining” or “Final”
  17. Change the “Price” column to reflect the cost of job remaining to be billed
  18. Ensure that the “Class” section reads “Use Tax Paid” and click “OK” to save changes made
  19. Go to “Totals” tab in SME
  20. Verify 1st column and last column reflect the accurate job cost total for the project (compare it to the physical proposal in job folder)
  21. If totals are correct, select “Generate Invoice”
  22. When box opens with all items, click the “Deselect All” option to have a blank slate
  23. Click/select the box next to the “Lump Sum” item that states “Deposit” ONLY and click “OK”
  24. Select “Yes” when asked if you want to jump to invoice
  25. Move to “Work Requested” tab
  26. On left side (this is what prints on the invoice for the customer to see), make sure the following information appears:
    *Short description of work being done
    *Sales persons initials & proposal number
    *FDC job number
    *Purchase Order (PO) number if applicable
  27. Add to this section the following information:
    *Contract Amount
    *Deposit Amount being billed this invoice

Example:

Industrial Gate System

EM35348
FDC Job #10393
PO #2000447457

$156,200 – Contract Amount
$  78,100 – Deposit due this Invoice

  1. Click “Save” at top to store information added
  2. Got to “Print/Email” pull down bar and select “New Lump Sum Invoice”

Note: Once invoice populates, check the formatting!!! Never send an invoice without checking that the formatting is correct and the invoice physically looks good for the customer. If it looks funky (ie, large gaps in text, alignment off, text is different in certain sections than others, etc.) it means the text in that left side section of the “Work Requested” tab needs to be reformatted. To do so you will:
*Close out of invoice without printing
*Highlight all text on left side section and right click mouse; select “Copy”
*Open “Notepad” app on your computer and “Paste” text in a blank page by right clicking mouse and selecting “Paste”
*Highlight all text in Notepad and go to “Edit” tab
*Select “Font” option
*Font should be: Family – Times New Roman; Size – 12; Style – Regular
*Click the “Arrow” in upper left hand corner to go back to text, (make sure still highlighted, highlight again if not) and right click mouse and select “Copy” again
*Go back to SME and hit backspace a dozen times or so to completely clear all text from left side section that we previously highlighted
*Right hand click mouse at top of section and select “Paste”
*Click “Save” to store new formatted text
*Select “Print/Email” pull down bar again and select “New Lump Sum Invoice” again
*If invoice formatting looks good, move to next step. If it still does not, keep adjusting until format is looking proper

  1. Print (2) copies of the invoice
  2. Select “Print/Email” pull down bar again and this time select “Email New Lump Sum Invoice” and send to billing contact
  3. Highlight amount due on both invoices, staple together, and file in correct alphabetical order in the accounts receivable bins (located next to the postage machine)
  4. Print out “Job Payment Form” sheet
  5. Update form with job information and just created deposit invoice information
  6. Tape form to front, inside of the folder
  7. File Job folder in filing cabinet for “Jobs on Hold” until deposit payment is received

 

When Deposit Payment is Received:

  1. Update information on “Job Payment Form” sheet
  2. Send email to installs, Kelly, and the job specific sales person letting them know deposit was received
  3. Move job folder from “Jobs on Hold” cabinet up into the “Active Jobs” cabinets and file in alphabetical order

 

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