You bill a service order from its record page: Invoice bills every pending quantity on the order, and Selective Invoice bills only the lines and quantities you pick. This is the step between finishing the work (time sheets ended, parts allocated) and handing the asset back with Delivery. Each line's Posting Type decides where its value goes — a customer invoice, an invoice to the servicing partner, or a claim on the party that pays for covered work.
Quotes from a service order: the order's Quote action creates a new quote for each press. It copies only the lines whose Item Service Contract matches the order's Service Contract. As shipped, the record page hides the button; see Troubleshooting. This page covers invoicing.
Overview
An invoice run reads each service order line's Pending Invoice Quantity (Quantity less Cancelled Quantity less the quantity already invoiced) and processes it by posting type:
| Posting Type | What the run does with the line |
|---|---|
| Generate Invoices, or blank | Adds it to a Draft invoice billed to the customer, or to the contract's payer (see Business rules) |
| Expense | Adds it to a separate Draft invoice billed to the order's Partner Account |
| Generate Claims | Raises no invoice line. The line is claimed later from a service claim |
| Auto Generate Claims | Raises no invoice line. A claim is created straight away from the order |
| Accidental Repairs | Raises no invoice line and no claim |
Every line the run reaches is marked Invoiced, whatever its posting type. After the run the order is marked Invoice Generated and its Status becomes Invoiced.
When to use it
- Use Invoice when the job is finished: every time sheet has ended and every part has been allocated.
- Use Selective Invoice for staged billing — this visit's lines now, the rest later — or when some lines are ready and others are not.
- Run either action again later for what is still pending. Each run bills only the remaining pending quantity.
Prerequisites
- A saved service order with lines. An order with no lines has nothing to bill.
- Prices on the lines, from price lists and discount groups or typed by hand.
- For full Invoice: every time sheet on the order at Work Ended, and no Part line with quantity still pending allocation. See time sheets.
- For work covered by a contract: the line's Item Service Contract and asset service contract resolved, because they supply the posting type and the payer.
- On a Goodwill order: the OEM, customer and dealer split set up on every line (see Common problems).
- A security profile that allows Invoice and Selective Invoice on Service Order (see Permissions).
Procedure
Step 1 — Review what is pending
Open the service order and look at its lines. For each line, check Pending Invoice Quantity, Posting Type, Invoice Group (Parts or Service) and Item Service Contract. Correct a wrong posting type or contract now: once a run has reached a line, it is marked Invoiced and its rates and hours are frozen.
If a quantity will never be supplied or performed, enter it as Cancelled Quantity on the line. Cancelled quantity is never billed, and it also counts as settled for the part-allocation check.
Step 2 — Bill everything pending with Invoice
Choose Invoice in the page header. The button is shown at every status. xMatix checks, in this order, that:
- at least one line has a Pending Invoice Quantity above zero;
- every time sheet on the order is at Work Ended;
- no Part line still has quantity pending allocation;
- on a Goodwill order, every line's split is valid.
If a check fails you see its message and nothing is created. If all pass, the run processes every line's full pending quantity.
Step 3 — Or bill chosen lines with Selective Invoice
Choose Selective Invoice. A dialog lists the order's lines with a checkbox on each.
- Tick the lines to bill.
- On every ticked line, type the quantity to bill in Requested Quantity. It must be above zero and no more than the line's pending invoice quantity.
- Confirm.
A ticked line with no quantity is refused with Requested quantity must be greater than zero. — always enter a quantity, even when you want the whole pending amount. Selective Invoice does not run the time-sheet and part-allocation checks. It checks only that the ticked lines have something pending, the quantities, and the Goodwill split.
Step 4 — Check the documents that were created
One run can create several documents, because lines are grouped before anything is created:
- Customer invoices — one per Invoice Group and Item Service Contract. Parts and labour land on separate invoices, and so do lines under different contracts. Lines with no invoice group go on their own invoice.
- Partner invoices — Expense lines go on their own invoice to the order's partner account, grouped the same way.
- Contract share charges — when a line splits its value with Item Service Contract 2 or 3, each share is billed as a one-quantity charge line, using that contract's Weightage Invoice Charge Item, on that contract's own invoice. The main line is discounted by the shares.
- Claims — Auto Generate Claims lines raise a claim (claim type Service) per invoice group and contract.
Each invoice is created as Draft, dated the day of the run, and linked to the order in its Repair Order field. It carries the order's branch, partner account, asset, service advisor, price list, discount group and tax supply type. Find them in the Invoice list, filtered on Repair Order, and on each line's Related tab.
The order's Status becomes Invoiced. Time Sheet disappears from the header and Delivery appears.
Step 5 — Post and collect
Work each invoice on through the normal sales process: post it, then record payment. Use Payment on the order's Amounts panel, or see Invoicing and payments. Claims are worked from the service claims page.
Step 6 — Bill the rest later
For staged billing, return to the order and run Invoice or Selective Invoice again. Only the remaining Pending Invoice Quantity is billed. When the customer collects the asset, choose Delivery (see the service order lifecycle).
Fields
The line fields that drive invoicing, in the order you meet them:
| Field | What it means | Notes |
|---|---|---|
| Quantity | The quantity of the part or labour on the line | Starting point for every pending counter |
| Cancelled Quantity | Quantity you will not supply or perform | Never billed. Also settles the part-allocation check |
| Invoice Quantity | Quantity already billed on service invoices | Read-only. Rolled up from invoice lines for the line's own item; contract share charge lines are not counted |
| Pending Invoice Quantity | What is still to bill: Quantity − Cancelled Quantity − Invoice Quantity | Calculated. Both actions are refused when nothing selected has a value above zero |
| Requested Quantity | The quantity you type in Selective Invoice | Not stored on the line. Must be above zero and no more than the pending invoice quantity |
| Invoice Group | Splits lines onto separate documents | Parts, Service. No default; blank lines are grouped together |
| Posting Type | Where the line's value goes | Generate Invoices, Generate Claims, Expense, Accidental Repairs. Auto Generate Claims is an inactive picklist value but can still be filled in from a contract. See Overview |
| Item Service Contract | The contract the line is charged to | Decides the posting type and payer, and splits invoices |
| Item Service Contract 2, Item Service Contract 3 | Contracts that share the line's value | Each needs its Service Contract Weightage share above zero |
| Service Contract Weightage 2, Service Contract Weightage 3 | The share each extra contract carries | A percentage of the line |
| Invoiced | Ticked when a run reaches the line | Set for claim and expense lines too. Freezes the line's rate and hours |
| Claimable Quantity | Quantity still to claim | Calculated, only for Generate Claims and Auto Generate Claims lines |
On the order: Invoice Generated is ticked by the first run, and Status becomes Invoiced.
Business rules
- Who the customer invoice is billed to. For a line with an Item Service Contract, the contract decides: Bill To Partner Account on → the order's partner account; otherwise its BillingAccount if one is set; otherwise the order's customer Account. Lines without a contract bill the customer.
- Who a claim is filed against. The asset service contract's billing account for that asset and contract wins; then the Item Service Contract's BillingAccount; otherwise the order's customer. Bill To Partner Account is ignored for claims.
- How Posting Type gets its value. A line without an Item Service Contract is set to Generate Invoices when it is saved. A line with a contract and no posting type takes the asset service contract's posting type, or else the contract's Contract Posting Treatment. Lines copied from an estimate or opportunity keep the source line's posting type, and lines filled from an asset service contract's scope take that contract's posting type.
- Claim lines keep their pending invoice quantity. Generate Claims, Auto Generate Claims and Accidental Repairs lines never get an invoice line, so their Pending Invoice Quantity does not fall. Contract share charges and entitlement use for such a line are booked only on the first run that reaches it, never again.
- **Generate Claims lines are claimed later. They are picked up by Perform Populate Lines on a claim, for the named order or as an as-on-date sweep of a branch. Only orders that are Invoice Generated* or delivered qualify. Auto Generate Claims* lines get their claim from the invoice run itself. See service claims.
- Allocation-aware billing. For a line with allocation lines, the invoice lines draw on the allocated quantity still to invoice. Each carries the allocation's lot, SKU, storage location and cost. Any quantity left over is billed on a line without an allocation.
- Packages. Lines classified as Packaged Item are never billed or claimed on their own. The package line carries the price.
- Contract entitlement. Each run adds the quantity it processed to the Utilized Quantity of the asset service contract scope line behind each line. See asset service contracts.
- Recommendations. Every service recommendation behind any line of the order is marked Is Utilized — including lines a selective run left for later.
- Asset updates. Every run sets the asset's Last Service Date (the order's document date), last service Branch and Last Service Partner. It also copies the order's Usage Reading and Usage Reading (Hours) into Last Usage Reading and Last Usage Reading (Hours), or sets them to zero when Reset Usage Reading / Reset Usage Hours is ticked. Planned asset maintenance linked to the order is marked Is Executed.
- Status. The business rule Set Service Order Status To Invoiced keeps Status at Invoiced while Invoice Generated is ticked and the order is not delivered. A later save cannot take the order back to a work status.
- Cancelling an invoice. Cancel Invoice on a service invoice cancels all its lines, reverses its stock and journal postings and gives back the contract entitlement. It does not return the quantity to the order line's Pending Invoice Quantity, so the work cannot be billed again from the order.
Example
A workshop services a customer's tractor under a parts warranty. The order has three lines:
- an oil filter, quantity 1, Invoice Group Parts, Posting Type Generate Invoices, no contract;
- a hydraulic pump, quantity 1, Parts, Item Service Contract Standard Warranty, Posting Type Generate Claims;
- labour, 2.5 hours, Service, Generate Invoices, no contract.
The technician ends the time sheet and both parts are allocated. The service advisor chooses Invoice. xMatix creates two Draft invoices to the customer: one for the oil filter (Parts) and one for the labour (Service). The pump line gets no invoice line. It is marked Invoiced, and its Pending Invoice Quantity stays at 1. The order's status becomes Invoiced, and the tractor's Last Service Date is set to the order's date.
Later the warranty administrator opens a service claim for the warranty provider, names the order and runs Perform Populate Lines (an administrator has to add that action to the claim page first). The pump becomes a claim line, and its Claimable Quantity drops to 0.
Training
Practice exercise
In a sandbox, create a service order with one Part line (quantity 2) and one labour line, both with Posting Type Generate Invoices. Create a time sheet but do not start it.
- Choose Invoice. Expected result: refused with Invoice cannot be generated until all time sheets have work ended.
- Choose Selective Invoice, tick the labour line and enter Requested Quantity 1. Expected result: one Draft invoice for one unit of labour; the order's status is Invoiced.
- Choose Selective Invoice again, tick the part line and leave the quantity empty. Expected result: refused with Requested quantity must be greater than zero.
- Enter 3 instead. Expected result: refused because 3 exceeds the pending quantity of 2.
Quick reference
- Invoice = everything pending; Selective Invoice = ticked lines at the quantity you type.
- Full Invoice needs all time sheets at Work Ended and all part quantity allocated or cancelled.
- Always type a Requested Quantity on every ticked line.
- One run can make several invoices: per invoice group, per contract, and a separate one for Expense lines.
- Claim and Accidental Repairs lines never get an invoice line, and their pending quantity stays.
- Status becomes Invoiced after the first run, even a partial one.
- A cancelled service invoice does not put the quantity back on the order.
Permissions
Invoice and Selective Invoice are server actions on Service Order. Each needs its own grant on the security profile's Actions tab. As shipped, both are granted to System Admin, Sales Manager, Sales Executive and Standard User. The shipped Service profile does not grant them. A user without the grant sees The current user is not allowed to execute server action '…' on entity 'ServiceOrder'. Working the invoices afterwards (posting, Cancel Invoice, payment) uses the Invoice entity's own grants. See security profiles.
Configuration
- Posting types and payers — set on the service contract definition (Contract Posting Treatment, BillingAccount, Bill To Partner Account, Weightage Invoice Charge Item) and on each asset service contract. Changing them affects lines saved afterwards; lines already reached by a run keep their values.
- Picklists — Posting Type and Invoice Group are entity picklists on Service Order Line. Auto Generate Claims ships inactive on the line.
- Header buttons — Invoice and Selective Invoice are in the page header of the Service Order View record layout, with no visibility condition. Change them with the layout tools.
- Status rule — Set Service Order Status To Invoiced is a shipped business rule on Service Order.
- Invoice numbering and posting — the created invoices follow the Invoice entity's numbering and posting setup. See Invoicing and payments.
Common problems
"No pending invoice quantities found in service order lines."
Nothing selected has a Pending Invoice Quantity above zero. Everything is already billed or cancelled. With Selective Invoice, tick lines that still have something pending.
"Invoice cannot be generated until all time sheets have work ended."
The message also says how many time sheets are not at Work Ended. End the work on those time sheets, then choose Invoice again. Selective Invoice does not apply this check.
"Invoice cannot be generated until all part lines are allocated."
A Part line still has quantity pending allocation. Allocate it, or enter the quantity you will not supply as Cancelled Quantity. Selective Invoice does not apply this check.
"Requested quantity must be greater than zero." or "Requested quantity (…) cannot exceed the pending quantity (…)."
In Selective Invoice, a ticked line has no quantity, zero, or more than is pending. Type a quantity above zero and no more than the line's pending invoice quantity.
"Goodwill service order cannot be processed until its OEM, customer and dealer split is set up."
On a Goodwill order, every line needs a valid OEM / customer / dealer split. The detailed messages name the line. See Troubleshooting.
A line I expected to bill the customer became a claim, or got no document at all
The line's Posting Type routed it. Generate Claims waits for a claim; Accidental Repairs creates nothing. The posting type was filled in from the line's contract. Check the line's Item Service Contract and Asset Service Contract before the next run. A line that a run has already reached keeps its routing.
The invoice went to the manufacturer or our partner, not the customer
The line's Item Service Contract has Bill To Partner Account ticked or a BillingAccount set, or the line's posting type is Expense. See Business rules.
The order still shows pending invoice quantity after invoicing
Claim and Accidental Repairs lines keep their pending invoice quantity by design. Check their Claimable Quantity and claim status instead.
Common questions
Can I invoice parts and labour separately?
They separate automatically. Each line's Invoice Group (Parts or Service) puts it on its own invoice within one run. For finer control — this visit's lines now and the rest later — use Selective Invoice and enter the quantity for each line you tick. Lines under different service contracts are split onto separate invoices as well, and Expense lines always go on their own invoice to the partner account.
Can I invoice the same order twice?
Yes, and that is the normal pattern for staged billing. Each run bills only what is still pending, so invoicing half a quantity today leaves the rest for a later run. The order's status moves to Invoiced after the first run and stays there until delivery. What is refused is a run when nothing selected is pending. Full Invoice also requires all time sheets ended and all parts allocated every time.
Does the customer pay for warranty work?
Not when the line is routed to claims. Work under a contract whose posting type is Generate Claims or Auto Generate Claims is claimed from the payer, not invoiced to the customer. The customer invoice carries only the Generate Invoices lines. When a contract shares a line with Item Service Contract 2 or 3, the customer can still be billed a share as a separate charge line.
I cancelled a service invoice. How do I bill the work again?
Not from the service order. Cancel Invoice cancels every line of the invoice and reverses its stock and journal postings. It also gives the contract entitlement back to the asset service contract. It does not return the quantity to the order line's Pending Invoice Quantity, though, so Invoice and Selective Invoice treat that work as already billed. Before you cancel a service invoice, decide how the replacement will be billed. The order cannot raise it again.