Work Order Unbilled Cost Process

1.    All POs and Labor are considered Committed Cost until they are paid.  

• Once Paid they move from Committed Cost to Actual Cost.  
• The actual Cost will be considered unbilled cost until first invoice is created.

2.    When the first invoice is created for a WO, the unbilled cost is reduced back to $0.00 and becomes billed cost.  

• Any future cost will be added the actual cost and only that portion of the actual cost will be considered unbilled and will show in the unbilled cost widget on the WO and will not show on the global unbilled cost widget on the WO home page.  
• If a second invoice is created this new unbilled cost will be cleared from the WO unbilled cost widget.  
• If no additional invoices are created, then the new cost will remain unbilled on the archived WO and will also display on the Archived WO list.  
• All WOs on the Archived list will have 2 actions available.  View only or unarchive.  
• If you need to redispatch or create a second invoice you must unarchive first.

3.    When the first invoice is created the WO status is automatically moved to billed and automatically archived.  

• WO statuses that auto archive a WO are Billed, No Bill, and Canceled.
  • When a WO is in any of these statuses it will not be available for redispatch on the dispatch board. 
• If additional billing is needed, unarchive the WO by clicking the 'View Archive' button, locate the WO, using the Actions menu click 'Un-archive'.
  • Add the second invoice, the WO will auto archive again.
• If additional dispatching is needed, unarchive the WO and change the status to either Unassigned or To Be Rescheduled, then go to dispatch board and redispatch the WO.
  • Once assigned the status will change to Scheduled. 
• If you unarchive for warranty dispatch with no billing, you must re-archive manually by changing the status back to Billed, No Bill, or Canceled which will auto archive the WO.

4.     All archived WOs will not show up on the UNBILLED WO Cost report to be used by accounting to push unbilled cost forward each month.  

• Once a WO is Archived it will never appear on the unbilled WO cost report even if unarchived.

5.    Any time a WO status is set to Billed (Automatically when invoice is created), No Bill or Cancelled, the system will auto archive and remove all cost off the unbilled WO Cost report.