Work Order Invoicing Updates

Modified on Tue, 3 Mar at 1:19 AM

Introduction

Invoicing for work done is a foundational function in the Tango Maintenance process. In an effort to streamline and simplify the process we are rolling out a number of enhancements that make the Invoicing process easier to use while also supporting various business needs.

For example we recently added functionality to support the submission of the Work Order Invoice from Edge into the Core Project Approval Workflow (/support/solutions/articles/159000428013).

This article will cover additional features and updates as they become available.

Default Invoice Embedded Section

Starting February, all Work Orders will be created with a default Invoice. The option to configure this will be made read only on the Work Order Configuration.

The default Invoice will now be embedded in a new "Work Order Invoice" section on the Invoice step on the Work Order screen, which has also been rearranged for an easier user experience.

This means users no longer have to scroll down to the Invoices report section and pop up the Invoice to work on it, saving multiple clicks.

The legacy "Invoices" report section is still available directly under the Work Order Invoice section. The label has been updated to "Other Invoices" and the default Invoice is filtered out from the results. This allows users to add more Invoices to the Work Order if they ever need to.

The Work Order related details that were previously toward the top of the screen are now moved to the bottom as well.

Notes:

This is currently available for External Vendor Demand Maintenance Work Orders only
- This will be added for Scheduled and Internal Maintenance in a future sprint.
For existing Work Orders, the Invoice(s) will all be displayed in the Other Invoices section and the embedded section will be hidden.

Invoice Resolution

In January, enhancements were introduced to simplify the manual approval/Invoice Resolution process in Edge. If an Invoice is auto approved, the Resolution Code is hard coded to "Auto-Submitted" (this is legacy behavior).

You now have the option to define a default Invoice Resolution Code which will pre-populate into each Submitted Work Order Invoice.

"Default Invoice Resolution Code" field added to the Invoicing/Financial section on the Work Order Configuration record:

Note: The Work Order Configuration record can be configured by users with the Facilities Admin role.

Note: Invoice Resolution Codes (and other LOVs) can be configured by users with the Facilities Admin role.

In addition, the Resolution Code and Resolution Description are no longer displayed in a popup after clicking Submit Invoice, and instead are embedded on the WO Invoice record directly.

The Facility Manager will see these fields on the Facility Manager Invoice screen. Open the Invoice Approval screen and then click through to open the actual Invoice:

Facility Manager Invoice screen:

Resolution Code and Resolution Description will be defaulted in based on the Work Order Configuration setting, and can be edited. When the Resolution Code is selected, the Description will also map in.

Invoice Comment

A new Comment field was added to the Work Order Invoice which will map to the Invoice in the Core Project.

This field is initially available to the user entering the Invoice (typically the Vendor or Internal Maintenance team). It is also available to the Facility Manager to edit or populate during the manual approval step.

The Describe Work Completed field is also displayed (the same field from the Visit/Repair tab), since this data can be referenced in the Comment field. By default, the data from the Describe Work Complete field is mapped to the Comment field. Users can edit this but it saves time and effort of copying and pasting, etc.