Installation Billing

PostedAugust 23, 2021

UpdatedAugust 23, 2021

ByMike

There are (3) Types of Billings:

Direct Billing- Customer has Net Terms (i.e. Net 30, Net 60)
Deposit Billing- Requires a Deposit Prior to Beginning Work
Contract/ Progressive Billing- Billing for portions of the project throughout the duration of the job until completion)

Below are the steps required to perform the Billings.

1) Direct Billing

a)Receive “Green Folder” with Job Number and Customer Name/Site Location from the Installation Department
b)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.

c)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.

d)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

e)Once all information is verified and determined to be correct, highlight the Billing Name/Address, Billing Contact Information, Job#, Special Instructions, Work Instructions on Project Information Sheet

f)Open Excel- Example Proposal Breakdown Sheet File on desktop

g)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 save a copy with Job# in Proposal Breakdown folder on desktop
•Tape the Proposal Breakdown sheet to the inside left side of green job folder

2)Deposit Billing

a)Receive “Green Folder” with Job Number and Customer Name/Site Location from the Installation Department
b)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.

e)Go to “Details and Settings” Tab and review for accuracy
•Site Address and Billing Address matches Project Information
•Order Number matches the Service Ticket Order Number
•Reference# Field – contains the Job Number and Job Name (Example- 9740 – FPL Chipley)
•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

f)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.
•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

g)Go to “Order Items” Tab
•Click “Material” Tab to create a second item line for deposit
•Example- Lump Sum $__________ 50% Deposit
(enter the % is per the instructions given by Kelly or Salesman)
•Ensure Non-Taxable is Checked
•Class Field- Ensure it shows as “Use Tax Paid”
•Click OK
•Go to Original Line Item and Double Click
•Remove Price & Enter the Remaining Balance of Contract Owed
(Example- Contract is $15,000, Deposit was 50% which would be $7,500, remaining balance for this line item would be $7,500)
•Class Field- Ensure it shows as “Use Tax Paid”
•Verify Order Items Under Price Column to Ensure it is Accurate

h)Click “Totals” Tab
•Verify “Charges” Column matches Proposal Breakdown Totals
•Click Generate Invoice
•Invoice Order Screen will open with all line items
•Click Clear All Tab
•Select Line Item that you just created for Deposit
•Click OK

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

j)Go back to “Order Tab”
•In the Internal Use Column click the box to mark with a check any parts so they do not display on Invoice

k)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 Black Boxes by filing cabinets

l)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)
•Subject Line- Type the % of billing due after customer name

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

n)File “Green” Folder in the Filing Cabinet for “Jobs on Hold” waiting for deposit

o)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

p)Complete the Proposal Breakdown Sheet inside of “Green” Folder with the Date Paid, Amt. Paid and Balance Due

q)Email the Saleperson for the Job, Install Department, Glen Dunman, Shawn Taylor, Billing and Cc: Kelly Harpold
•Subject Line: Job# ________ – Bayview Healthcare – rec’d ____% deposit
•Body of Email- Copy the Subject Line and Past into the Body of the email
•See Example Email Below

r)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

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

3)Contract / Progressive Billing

a)Receive email or list from Kelly or Shawn to close job with final billing invoice or bill a progressive invoice with % stated by either Kelly or Shawn
b)Retrieve “Green Folder” with Job Number and Customer Name/Site Location from filing cabinet next to Supply Closet
c)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)

e)Go to “Details and Settings” Tab and review for accuracy against Project Information Sheet
•Reference# Field – contains the Job Number and Job Name (Example- 9740 – FPL Chipley)
•Service Code Field- Proposed Work
•Invoice Type Field- Select $- Dollar Amount (used if billing in full
• Select Partial (used for partial billing)
•Order Status Field- Select C- Complete (used if billing in full)
Select BFD- Billing for Deposit (used if billing for deposit)

t)Go to “Work Requested” Tab
•Under Job# Enter as follows: – (please note, it will all depend on the process of where you are in the stage of the contract/progressive billing what information is typed in this section
$____________ Contract Amount
$____________ % Deposit Due this Invoice
$ ____________ Amount Due this Invoice

•See Example Billing Invoices in ANNEX A of this work instructions

Go to “Order Items” Tab
•Click “Material” Tab to create a second item line for new Lump Sum or Lump Sum Due depending on if there are taxes to be paid on this billing. (Note- Lump Sum = Non-Taxable)
(Note- Lump Sum Due= Taxes are due
•Example- Lump Sum $__________ – Paid Application #2
•Example- Lump Sum Due $ __________- Amount Due This Invoice
(Instructions given by Kelly or Salesman)

•Class Field- Ensure it shows as “Use Tax Paid” for line item just created
•Look at “Class” column if there are blank fields click the line item/s and update with the County Tax Rate for the Job

f)Go to “Taxes” Tab
•In the Tax Tab if blank verify tax rate for that county and select the correct Tax Group/Code and Click Update Tax Rates Tab

g)Go to “Materials” Tab
•Verify parts on Project Material List from “Green” folder match against each line item in Materials Tab
•Use your “Red” pen and make a check mark each part on the Project Material List from “Green” folder once identified