Item Type „Std. Invoice Text“ Setup
If “Lump Sum Maintenance Services” are to be offered and/or invoiced, the “Standard Invoice Text Item” can be used.
Examples therefore are:
- Maintenance fee customer equipment
- Provision fee test equipment
Preparation of Setup
It is recommended to clarify in advance if a new product posting group is to be created for the items of type "Std. Invoice Text". If necessary, this article explains the possible procedure.
General Setup Information
The Std. Invoice Text item can be created in BC18 like all "normal" items, whereby the following chapters will address the special features or elementary specifications for setting it up. It is possible to create a separate number series for Std. Invoice Text items only, in order to differentiate them from inventory managed items by their item number.
A new item card can be opened by clicking on "New" in the "Item" menu at the "Master data".
Depending on the item template setup in BC18 an applicable template can now be selected.
In the following chapters, the "Miscellaneous" template was selected, and the number series defined in it was used. Clicking on "OK" creates a new item and opens it in the card view. It is recommended to set up a new "Item Template" for the external service items.
The available item tabs are shown below, but only the tabs that require external service specific elementary information are explained.
Specific Std. Invoice Text Item Features
General Info Tab
Elementary Field Details:
- “Description”
- “Base Unit of Measure”
- “Type” must be “Non-Inventory” in BC18
Note:
The “Item Category Code” field can be useful to complete the description field.
Costs & Posting Info Tab
Elementary Field Details:
- „Gen. Prod. Posting Group“
- „VAT Prod. Posting Group“
Price & Sales Info Tab
Elementary Field Detail:
- „Unit Price“
maintool Info Tab
The only elementary field specification in this tab is „Item Type”. In this case, “Std.-Invoice Text” is applicable.
Using Std. Invoice Text
Standard invoice text items can be used in quotes and invoices like sales items. Additionally, a reference to a work order can be created in the quote line.
Below a sales quotation has been created, a standard invoice text item has been inserted and a reference to a work order has been entered.
In maintool it is also possible to create a sales quotation or invoice from a work order and then add a standard invoice text item to it. The work order must be assigned at least the “Execution” status.
In the work order, a sales quote can be created by clicking on “Function”, in the “Lines” tab and “Create Sales quote”, or an invoice can be created by clicking on “Create Invoice”.
In the example, a sales quote is created. Clicking on “Create Sales Quote” opens the “Create Sales Document” input query:
The following table explains the possible field entries for creating a sales quote or an invoice.
| Field Name | Description / Information |
| Document Type |
The Options are:
|
| Create new Document |
Sliding field (on/off). „On“ is required, if no Quotation exists, that should be amended. |
| Customer No. | Selection of a customer required, unless the option “Further Job Costing” was already selected with a customer No. entered in the work order, or in the following field an existing “Document No.” will be selected. |
| Document No. | A Document No. is required. For a new document, the field can be left blank if a predefined number series is selected. |
| No. Series | Field only available or editable if a new document is to be created to select a number series or if no document number has been entered. |
| Transfer Price from Work Order Line |
Sliding field (on/off). „On“ causes sales prices to be transferred from work order lines. |
| Create Quote from marked lines |
Sliding field (on/off). Only active for „Quote“. „On“ causes only marked lines to be taken into account. |
After the Sales Quotation has been created, it can be selected from the list of sales offers and opened to add, as described before, the desired standard invoice text items and, if necessary, the reference to the work order.
The creation of an invoice from a work order is done with a slightly different input query structure according to the same scheme as the quotation creation.
Note:
- Without “Work Order Lines” no quote creation.
- Without „Work Order Ledger Entries“ no invoice creation.
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