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What do the columns mean on the Service Order screen?
Below is an explanation of what you see on the service order screen:
This is the date of the first service that appears on any service order.
This is the date of the last service that appears on any service order.
This column contains either a "Quote" or "Invoice No." followed by an invoice number (such as "Invoice No. 188").
Services on any Service Order showing a "Quote" have yet to be invoiced. Click the word "Quote" for options to raise an invoice.
If the invoice column contains an invoice number, these services have been invoiced. Click the invoice number for more options.
The total can represent different values:
If the Invoice column contains the word "Quote", the Total column contains the value of all services that have yet to be invoiced on the service order.
If the Invoice column contains a number, the Total column contains the Invoice total whether paid or unpaid.
The Paid column contains the total amount of money that has been receipted against an invoice.
If the Invoice column contains the word "Quote", the value in the Paid column is always Zero. This is because it is not possible to receipt money against a Quote.
If services have been invoiced, any money in the Paid column represents money receipted against that invoice.
OS stands for Outstanding and represents the amount of money still owed by a client in respect of any given invoice. OS is calculated as the value of the Total column less any value in the Paid column.
If the Invoice column contains the word Quote, the value in the OS column is always Zero. This is because services have not yet been invoiced and so the client does not yet owe anything.
If services have been invoiced, then the OS column is calculated as the value of the Total column less the value of the Paid column.
Due contains the due date of each invoice or Quote. The due date is calculated automatically according to the Payment Type associated with the Invoice or the Quote. The due date will be blank if the quotation has not yet been sent to the client or if no invoice has been raised.
Age works in conjunction with the due date to show when an invoice is / has or will become due. It is a number that can be negative, zero or positive and:
when negative it shows the number of days until an invoice becomes due, or
when zero it indicates that a Quote or an invoice is due today, or
when positive it shows the number of days since an invoice became due.
Status will display one of the following:
QUOTE When services have been scheduled, but not yet been invoiced, the job is said to be at the Quote stage. Quotes can be sent to clients as and when required and they act as a confirmation of price and also as a confirmation that the service has been booked correctly. Quotes are not invoices and you cannot receipt money to a quote.
OUTSTANDING When one or more services have been invoiced and the client has not yet paid or when one or more services have been invoiced and the client has paid some, but not all, of the amount due.
PAID When one or more services have been invoiced and the client has paid all of the amount due.
VOID When one or more services have been invoiced and the invoice is no longer valid (for example because it was found to be incorrect or perhaps the client no longer requires the service) the invoice can be made Void.
How do I find a Service Order?
From the orders screen, identify the order you wish to view by its name, or the service dates.
Click the blue link to access the order.