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Billing For Final Payments

Install Jobs-Final Payments (without a Payment Application)

  1. Receive directive to bill 100% of an install job from install department/salesman/owner
  2. Grab physical green folder from active jobs filing cabinet (filed in alphabetical order)
  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 with the description “Remaining” or “Final”; double click on item to pull open Item Details page
  10. In the “Description” box, change the text to read “Final”
  11. Change the “Price” column to reflect the amount being billed for this period
  12. “Class” section should show as “Use Tax Paid”
  13. Click “OK” to save changes made
  14. Go to “Totals” tab in SME
  15. Verify 1st column and last column reflect the accurate job cost total for the project (compare it to the physical proposal in job folder)
  16. If totals are correct, select “Generate Invoice”
  17. When box opens with all items, click the “Unselect All” option to have a blank slate
  18. Click/select the box next to the “Lump Sum” item that states “Final” ONLY and click “OK”
  19. Select “Yes” when asked if you want to jump to invoice
  20. Move to “Work Requested” tab
  21. 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
  22. Add to this section the following information:
    *Contract Amount
    *Deposit Amount billed (mark if “Paid” or “Due”)
    *Amount being billed this invoice

Example:

Install new ADA door to front entry

EM35348
FDC Job #10393
PO #2000447457

$156,200 – Contract Amount
$  78,100 – Deposit Invoice #……… – PAID
$ 78,100 – Amount 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. Update “Job Payment Form” with new invoice information
  5. File Job folder back in active jobs filing cabinet in alphabetical order

 If you need to leave Job Open:

  1. Go to “Service & Install” section in SME
  2. Select “Install” section
  3. Select “Navigate” pull down bar and click “Go To”
  4. Enter Job Number listed on job folder
  5. Go to “Actions” pull down bar and click “Reopen Order”
  6. Go to “Order Items” tab
  7. Click “Material” box along top of listings to add an item to keep order open
  8. Type “Lump Sum” in “Name” section
  9. Double click the “Lump Sum” option that pulls up in the menu
  10. In “Description” box, change text to read “Keep Open”
  11. Change the “Price” column to reflect $0.01
  12. Ensure that the “Class” section reads “Use Tax Paid” and click “OK” to save changes made

When Payment is Received:

  1. Update information on “Job Payment Form” sheet

 

Install Jobs-Final Payments (with a Payment Application)

  1. Receive directive to bill 100% of an install job from install department/salesman/owner
  2. Grab physical green folder from active jobs filing cabinet (filed in alphabetical order)
  3. Create the Payment Application (see specific section regarding how to Create Payment Applications)
  4. Go to “Service & Install” section in SME
  5. Select “Install” section
  6. Select “Navigate” pull down bar and click “Go To”
  7. Enter Job Number listed on job folder
  8. Confirm all details match physical form in folder (ie, site/contact names/address/etc.) in the “Details and Settings” tab
  9. Move to the “Order Items” tab
  10. You should see a “Lump Sum” item with the description “Remaining” or “Final”; double click on item to pull open Item Details page
  11. In the “Description” box, change the text to read “Final”
  12. Change the “Price” column to reflect the amount being billed for the deposit
  13. “Class” section should show as “Use Tax Paid”
  14. Click “OK” to save changes made
  15. Go to “Totals” tab in SME
  16. Verify 1st column and last column reflect the accurate job cost total for the project (compare it to the physical proposal in job folder)
  17. If totals are correct, select “Generate Invoice”
  18. When box opens with all items, click the “Unselect All” option to have a blank slate
  19. Click/select the box next to the “Lump Sum” item that states “Final” ONLY and click “OK”
  20. Select “Yes” when asked if you want to jump to invoice
  21. Move to “Work Requested” tab
  22. 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
  23. Add to this section the following information:
    *Contract Amount
    *Deposit Amount billed (mark if “Paid” or “Due”)
    *Amount being billed this invoice

Example:

Install new ADA door to front entry

EM35348
FDC Job #10393
PO #2000447457

$156,200 – Contract Amount
$  78,100 – Deposit Invoice #………. – PAID
$ 78,100 – Amount 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 department email 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 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 department email
  6. Download attachment sent to billing department email 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. Update “Job Payment Form” with new invoice information
  10. File Job folder back in active jobs filing cabinet in alphabetical order

 

If you need to leave Job Open:

  1. Go to “Service & Install” section in SME
  2. Select “Install” section
  3. Select “Navigate” pull down bar and click “Go To”
  4. Enter Job Number listed on job folder
  5. Go to “Actions” pull down bar and click “Reopen Order”
  6. Go to “Order Items” tab
  7. Click “Material” box along top of listings to add an item to keep order open
  8. Type “Lump Sum” in “Name” section
  9. Double click the “Lump Sum” option that pulls up in the menu
  10. In “Description” box, change text to read “Keep Open”
  11. Change the “Price” column to reflect $0.01
  12. Ensure that the “Class” section reads “Use Tax Paid” and click “OK” to save changes made

 

When Payment is Received:

  1. Update information on “Job Payment Form” sheet
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