cn77_releasenotes

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CorrigoNet Release NotesFor clients moving from Release 7.6a to Release 7.7

Copyright 2012 Corrigo, Inc. All Rights Reserved.

This document may not be copied, disclosed, transferred, or modified without the prior written consent of Corrigo,

Inc. Corrigo, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual.

The software described in this document is provided under written license only, contains valuable trade secrets and

proprietary information, and is protected by the copyright law. Unauthorized use of the technology or its doc-

umentation can result in civil damages and criminal prosecution.

Trademarks

The trademarks, logos, and service marks displayed in this manual are the property of Corrigo, Inc. Users are not

permitted to use these marks without the prior written consent of Corrigo, Inc.


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CONTENTS

Release Overview 1

Migration of Contracts to Release 7.7 1

Release Highlights 3New Features 3

Improvements 3

Customer Invoice Basics 4

Assumptions 4

Invoice Creation Methods 4

Customer Invoice Terms & Dependencies 4

Key Terms 5

Billing Rule Completion Criteria 7

Dependencies 8

Customer Invoice Creation Process 10

Step I: Create Invoice Item or Items 10

Step I I: Create a New Customer P rice List or A dd I tems to an E xisting One 10

Step III: Create a Contract 11

Step IV: Create a Billing Account 12

Step V: Associate a Customer withthe New Billing Account and Customer Price List 12

Step VI: Create a New Work Order 12

Step VII: Add Work Order Line Items to a Customer Invoice 13

Add a Single Work Order's Line Items to a Customer Invoice 13

Add MultipleWork Order's Line Items to a Customer Invoice 13

Main CustomerInvoicing Screens 14

Invoice List Screen 14

Customer Invoice Screen 15

Billing Scenarios 17

Scenario 1: Vendor Invoice Based Billing 17

Scenario 2: Service Fee Billing 18

Scenario 3: Under Contract Billing 19

Scenario 4: Ad Hoc Billing 21

Adding a Credit Memo to a Customer Invoice Without Using the Add Line Item Button 23

Scenario 5: Not Billed 25

Invoice Presentation Through the Customer Portal 26

New Invoices View 26

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Invoice Printing and Downloading Option 29

Back Office Portal Enhancements 31

Renaming and Modification of the Former "Invoicing" Module 33

Functionality Removed from Charges Module 33Moved to Customer Invoicing 33

Moved to Vendor Invoice 34

Added to Core Application 34

Functionality Retained in the Charges Module 34

Financial Tab 34

Work Order Details 34

Customer Details 35

Employee Details/Wizard 35

Work Zone Details 35

Functionality Moved to the Charges Module 35

Report Wizards 35

Manage Terminology Screen Updated 35

Occurrences of the New "Charges" Terminology in the System 35

Changes to Reports 37

Work Order Details Report Wizard Changes 38

Vendor Invoices Template Changes 39

Actual Costs Changes 39Work Order Creation Enhancements 41

Hiding ofthe Update W orkflow Settings Button for New Work Orders 41

Creation of Read-Only Rule Set View for Visit Work Orders 41

Work Order Settings Changes 42

Addition ofan Auto-Assignment Option on the Assign the Work OrderScreen 43

Changes to the User Search Option Fields on the Assign the Work OrderScreen 45

Changes tothe Vendor SearchOption Fields on the Assign the Work Order Screen 45

Ability to Add Check Lists Without Exception Notes from the Back Office Portal 46

Ability to View Work Orders via the Customer Details Screen 47

Changes to Work Order Print Templates 48

Expanded G/LCodes & New "Chart of Accounts" Features 53

New Chart ofAccounts Screen 53

Account Type Field on Add/Edit Account Screen 53

Display Expense Types in Selector Controls 54

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Designate One Expense Account and One Income Account Per Invoice Item 55

Reporting Capabilities 55

Handling of Orphaned Contacts 56

New Scope Option: Orphaned 56Set the Default Customer to "Undefined" 56

Remove All Customer Groups from a Contact 57

Add New Contact from Any Contact - Details Scope Option 58

Additional Customer Portal Configuration Settings 59

Scope Selector 59

Supported Work Flows 59

Custom Fields 59

Additional Features of the 7.7 Release 61

Integration with AvaTax Tax Calculation Tool 61

Deprecation of the CSR Service Request Wizard 62

Individual Invoice Report 63

Reject Button on Corporate Portal Work Order Details Screen 64

Shortcut on Work Order Details Screen to Display IVR Work Code 64

Add Documents & Custom Fields to Vendor Accounts 65

Controlled Access to the General Settings Screen 67

Add Contacts to Customer Groups Without Attaching Them to Customers 67

Addition of Default Price List Column to the Customer Contracts List Screen 68Yellow Pages Services List Replaced by Specialties on the Work Order Assignment Screen 68

Switch to the Use ofWON VendorLocal Names 69

Removal of Vertical Scrolling in the Financial Sub-Tab on the Work Order Screen 73

Additional Charge Type of Tax No Longer Supported 73

Changes to Invoice Date Display 74

Auto-Routing for Work Orders Assigned an On-Hold Status on Creation 75

Display Customer Group Contacts In The Contact Select Box 75

Background 75

Solution 76

Addition of a Module Dependent Note on the Organization Details Screen 76

Creation of a Financial Import/Export Group 77

Changes to the General Settings Options 78

Changes to Privileges 78

New Charges Module Privileges 79

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Change to Behavior of Customer Group Documents 79

Customer-Specific Changes and Feature Requests 80

Auto-Routing Based on Franchisee License Information 80

Download Data Changes 80Changes to Support a Customer's Preferred "Charges" Model 81

Background 81

Addition of a New "Combined Invoices" Line to the Work Order Fields Table 82

Creation of a "Show Combined Invoices" Option for F inancial Display 83

Change Requests & Defect Fixes 85

Change Requests 85

Defect Fixes 86

Glossary 89

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Release Overview

RELEASE OVERVIEW

Release 7.7 of CorrigoNet is specifically aimed at facility services companies, third-party facilitymanagers, and business service companies who have customers that they contract with to per-form services for on an ongoing basis.

Typically these companies have a contract with a customer that has locations spread out across aregion. The customer places a request through the Corrigo Customer Portal whenever they havean issue and the facility services company either performs the work itself or sub-contracts it to avendor who is a Corrigo Work Order Network Provider.

Note: The system does not yet support the addition of self-performed work to customer invoices;that feature is scheduled to be part of a future release.

Release 7.7 allows for the creation of a billing account for customers. These billing accounts ena-ble multiple customer locations to be consolidated under a single billing entity so that it becomespossible to create a consolidated invoice containing line items from multiple work orders performedacross multiple customer locations. The billing account for Gabellas Coffee, for example, can be

used to create a single invoice containing items from work orders completed at multiple GabellasCoffee locations, as shown below.

This new Customer Invoice module and the legacy Charges module are designed to be mutuallyexclusive. The Customer Invoice module is appropriate for companies who handle third-party bill-ing, while the Charges module is appropriate for companies who do not deal with third-party billingor whose billing system requires that they maintain the legacy billing method.

Migration of Contracts to Release 7.7

When upgrading/migrating clients to Release 7.7, ensure that on the Contract Details screen forallcontracts the "Vendor pricing and invoice behavior settings" fields get set to the following values:

l Allow Vendor Price List = enabledl Allow free text = enabled

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Because both Vendor Price List and Free Text options were independent of Customer Contractsprior to 7.7 and are the allowed behavior depending on an organization's settings, it is necessarythat all contracts get updated with both of these options enabled, particularly those contracts wherethe new Customer Invoicing feature isnotturned on. Otherwise Vendor Price Lists will not work

and it will be impossible to get them to work from either the WorkTrack Service Provider portal orthe CorrigoNet Back Office interface.

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Corrigo, Inc. Release Notes 7.7


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Release Highlights

RELEASE HIGHLIGHTS

New Featuresl Customer Invoices are a new object independent from Work Orders. Customer Invoices are

composed of invoice line items, which can be copied over from work orders or added directlyto the invoice itself. Regardless, every line item is created from a pre-defined Invoice Item.

l Consolidated billing through billing accounts, which involves rolling up a number of workorders across a number of different locations and presenting them to the customer as a con-solidated invoice. The invoices have a simplified workflow with just four possible statuses:Draft, Posted, Partial Payment, Paid in Full.

l The presentation of customer invoices to customers via the Customer Portal, which providesoverview, detail, and statement-like screens, along with print and export capabilities.

l Extension of Work Order functionality to include the following features: Billing Rules, BillingStatuses, Billing Contracts, Invoice Links, and Optional Service Fees.

l Integration of CorrigoNet with the Avalara AvaTax sales tax calculator, making it possible toassign tax codes to products and services and then apply the correct tax rates to work orderitems on the customer invoice.

l A new premium report, called the Individual Invoice Report, which is available through theBack Office and allows authorized users to generate a hard copy of single customer report.

l In the Customer portal, full access for authorized users to customer invoices, with the ability toswitch between viewing invoice details based on line items, work orders, or work locations.

l A new ad hoc report generation option within the Financial Reports category. Authorizedusers can now create and customize a Customer Invoices report using the template thatexists within the system.

Improvementsl Updates to the Back Office Portal, including a more reliable method of editing, deleting, and

updating data. Most changes are now made on popup screens that cannot be closed withoutmanually clicking a Save or Cancel button. This ensures that all intended changes are savedin the system and that all data that appears on the main screen is current.

l Auto-resizing of tables in the Back Office Portal during browser resizing. This change is cur-rently limited to the Customer Invoice-related screens in the application.

l The inclusion of line item action buttons within tables to reduce the number of actions a userneeds to take in order to change or delete information. This change is currently limited to theCustomer Invoice-related screens in the application.

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CUSTOMER INVOICE BASICS

Assumptionsl Corrigo is the system of record for customer information.

l Because payments are posted to a different systemtypically an ERP finance/accounting sys-tem operated by Corrigos client independent of CorrigoNetCorrigoNet can be used tomark invoices as paid, but does not currently have the ability to track payments as trans-actions, although this is a feature that will be added to a future release. In the meantime, thecustomer's finance/accounting system is the source for the following:

o Payment tracking and cash accountingo Providing either manual or automatic updates to each invoice's status: for example,

updating it to "Paid in Full."l CorrigoNet generates the Invoice Number and assigns the Invoice Date. This involves two

key billing fields:o Invoice Number is a serialized number that cannot be changed after it is assigned. If a

Corrigo customer has a specific invoice number they want to start their invoice number

sequence with, they can contact their Account Manager, who can arrange for the initialnumber to be used.Note: This number cannot be added through the user interface directly and the num-bering sequence cannot be changed after it has been initiated.

o Invoice Date defaults to the date of the post action, but a user performing a manual postcan modify the invoice date

l After a customer invoice has been posted, the content of the invoice cannot be modified.Another invoice can be generated containing a correction (for example, a credit) and a state-ment can be generated showing up-to-date net amounts that are outstanding.

Invoice Creation Methods

Customer invoices can be created using any of the following methods:

l From scratch, by adding line items from a Customer Price List.l By copying line items from a vendor invoice on to the customer invoice. In the process, vendor

pricing is converted to customer pricing according to the relevant Customer Price List.l By copying line items from a work orders list of service fees, which are added directly to a

work order or populated from a PMRM schedule.l By a combination of the methods above.

Customer Invoice Terms & Dependencies

Before logging in and starting to use the new Customer Invoice feature and its functionality, makesure you understand the following definitions and dependencies.

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Customer Invoice Basics

Key Terms

Term Definition

BillingAccount

A special type of Customer Account (group) that serves as the key object fororganizing third-party work order content into Customer Invoices and contains the

information necessary to process billing. Billing accounts are set up through theBilling Accounts Admin option under the Customer tab.

In order to see Billing Account information, a user must have been granted theCustomer Billing AccountsAdminprivilege within the system. When an author-ized user clicks the Add New button on the Billing Account screen, a Billing

Account Details screen appears, allowing the user to designate the following:

l The name of the billing accountl The users who will be able to view the accountl The customer portal theme and logo that authorized contacts will see when

they log in to the Customer Portall The contact for the accountl The customers (locations) that are included in the accountl Documents associated with the accountl Any custom fields defined for the account

Clients use billing accounts to do the following:

l Create Customer Invoices that include lines items for all completed workorders that have yet to be billed

l View and report on invoices by Billing Accountl Quickly view the outstanding balance for a Billing accountl Analyze performance/profitability per Billing Accountl View a list of upcoming work orders (PMRM Schedules) and/or outstanding

work orders for a Billing Account

BillingRules

The method by which a customer will be billed for a work order. Although workorders have a default billing rule, the rule can be changed by authorized users byselecting a different option from the Billing Rule drop down list within the Financialsection of the work order screen. Release 7.7 supports the following five types ofbilling rules:

l Vendor Invoice Only In this case, the vendor invoice drives the customerbilling as line items present on the vendor invoice are copied over to the Cus-tomer Invoice. The Vendor Invoice prices are determined by the Vendor pric-ing and invoice behavior settings within the related Billing Contract. The threeoptions that can be set are:

o Use Customer Price List: Customer invoice prices are determined bythe replacement value taken from the customer invoice and, optionally,a percentage or flat rate mark-up value.

o Allow Vendor Price List: Customer invoice prices are determined bythe prices set in the Vendor Price List.

o Allow free text: The Vendor can bill for items that have not been pre-defined in the system.

l Service Fee(s) Regardless what goes into the vendor invoice, pre-definedService Fee line items are copied over to the Customer Invoice at a des-

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Term Definition

ignated price. Service Fees are commonly used to assess flat rate fees for aservice, administrative fees, and credits to an account.

l Vendor and Service Fees This combines both of the above methods sothat both what is present on the Vendor Invoice and what is listed as the Serv-

ice Fees get copied over to the Customer Invoice.l Under Contract In this scenario, the work order is covered by a flat rate,

usually one that is billed according to a schedule. Charges from individualwork orders do not drive the billing. In this scenario the billed for item isusually a variable service such as snow removal services. The Customerpays a set amount for a given timeframe (e.g.: $200/month) and a variablenumber of services, all covered under the monthly charge get performed.

Billing Sta-tuses

The initial billing status of a work order is Unbilled.

A work order is Ready to be Billed when the conditions of its billing rule have beensatisfied.

After a work order has been copied over to an invoice, the status is updated toBilled.

After the status has been set to Billed, if a change is made to the vendor invoice,actual costs, or service fees, the status is updated to Billed, Modified.

Note: If a Customer Invoice contains work order items that are later modified, theCustomer Invoice does not change, but the work order is flagged and added to theModified Billings List. A Billed, Modified status can be reset to Billed by manuallypressing the reset link that appears beside the Billing Status field in the Financialsection of the work order.

InvoiceItems

The global dictionary of things that can go on an invoice. Items can be viewed,added, edited, and deleted from the invoice items list by using the Invoice Items

screen that is accessed through the Settings option under the Financial tab in theBack Office Portal. After an item is added to the global invoice items list, users canview the item when they are creating or updating Customer Price Lists and Ven-dor Price Lists in the system.

CustomerPrice List

The prices customers are charged for work order items. Customer Price Lists aredefined by adding invoice items and assigning a rate to each one.Customer PriceLists can be added, viewed, edited, and deleted by selecting the Customer PriceLists option under the Financial tab in the Back Office Portal.

VendorPrice List

The prices a vendor charges for work order items. Vendor Price Lists can beadded, viewed, edited, and deleted through the Vendor Price Lists option under

the Financial tab in the Back Office Portal. This feature appears in both theCharges and the Customer Invoicing modules.

Vendor Price Lists existed in previous releases, but for 7.7, they have beenextended to better support pricing that is based on a specific customer or cus-tomer location. Before 7.7, there was no real relation between a customer and aVendor Price List. Now it is possible to override vendor pricing by designating thatcustomer or location specific customer pricing be used instead.

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Term Definition

One side effect of the more robust Vendor Price Lists feature is that it haschanged the way that vendor price list gets read in Work Track. Before 7.7, Ven-dor Price Lists in the vendor database were synchronized with the CorrigoNetdatabase, so a change to a Vendor Price List would take a few hours to appear.

Now that there is no more synchronization, vendor prices that appear in customerinvoices are being read directly out of the customer database, so any changesmade to prices are immediately evident.

Contracts Within the Customer Invoice functionality, contracts are used to define the rela-tionship between a customer and a vendor price list or lists if specialty price listsare used. Contracts define the billing rules for work orders associated with the cus-tomer and define the vendor pricing rules for when a vendor invoices for work thatwas performed as part of the contract. They also allow users to define a single bill-ing item that is used when work is covered under a contract

Customer contracts can be added, viewed, edited, and deleted by selecting theCustomer Contracts option under the Financial tab in the Back Office Portal.

ServiceFees

Invoicing line items that are associated with a Work Order, but are not part of Ven-dor Invoice or Costs.

Billing Rule Completion Criteria

The objective of a Billing Rule is to define what is needed in order for a Work Order to reach a"ready to be billed" state. The following schematic explains how the key concepts within Billing

Accounts fit together.

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The table below outlines the billing rule criteria that must be met for each kind of billing rule. Thesecriteria are set on the Contract Details screen, which is accessed through the Customer Contractsoption on the Financial tab.

Billing

RuleReady When

VendorInvoiceOnly

The AP Status field on the work order is set to Authorized, Exported, or Paid.The AP Status field is located in the Financial section, Vendor Invoice subtab ofthe Work Order screen.

ServiceFee(s)

Depends on which of the following Contract settings was selected on the Con-tract Details screen:

l Any Non-Cancelled Statusl Completedl Completed and Verified (with a verification rating that is not N/C

In addition, at least one service fee item must be present.

Vendorand Serv-ice Fees

The criteria for Vendor Invoice Only and Service Fee(s) billing rules are met,except that there need not be a service fee item.

Per Con-tractSchedule

The work order is marked as Completed.

Dependencies

l Each Customer Location also referred to as a Customer or a Name is associated with asingle Contract and a single Billing Account.

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l Each Contract is associated with a single Customer Price List.

l A single Billing Account can be associated with multiple Customer Locations, so Gabella Cof-fee's billing account can be tied to all 15 Gabellas Coffee locations. It is also possible to set upa single billing account for a single location, although that would not be the most common use.Ultimately, the relationship that is set up between accounts and locations depends on how thebilling account customer wants to be billed: per individual site, per region, per country, com-pany-wide, and so on.

l A Contract can be associated with multiple Customer Locations, so the same contract that

defines the billing rules and vendor pricing and invoice behaviors for Gabellas Coffee location#1 can be used to define the rules and behaviors for any or all of the other Gabellas Coffeelocations, too.

l A Customer Price List can be associated with multiple contracts, so even if half of GabellasCoffee locations are associated with Contract #1 and the other half are associated with Con-tract #2, all locations can be assigned the same Customer Price List if necessary.

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CUSTOMER INVOICE CREATION PROCESS

Although the process of setting up a billing account, billing rules, customer and vendor price lists,and contracts requires users to complete a number of complex, multi-part tasks in sequence inorder to function correctly, ultimately the benefits of configuring this functionality far outweigh theinconvenience.

Automating the billing process makes it possible to receive hundreds of invoices from sub-contractors and quickly and easy transform all of that information into a single bill that lists theproper rates for all vendors. Billing departments no longer need to review each subcontractor'sinvoice and then manually go through and determine which rates should be applied to the work per-formed. Automated billing also makes it possible to customize the way invoices are created, mak-ing it possible for billing departments to send invoices containing work items performed at a specificcustomer location, within a specific customer region, within a specific country (for multi-national cus-tomers), and so on. They can also bill based on invoices, service fees, contract work, ad hoc work,or a combination of any of those.

PREREQUISITE: To access most of the features described in this section, the new CustomerInvoicing module must be enabled and you must have been assigned the Financial Invoices priv-ilege within the system.

Step I: Create Invoice Item or Items

The first step in setting up customer invoicing and billing accounts is to create a master list ofinvoice items that can be referred to when putting together an invoice. To do this, complete the fol-lowing steps:

1. Go to Financial > Settings Invoice Items.2. On the Invoice Items screen that appears, click the Add Item button in the top right corner of

the Items table.

3. On the Add New Item screen that pops up, enter a name and description of the new item.4. Select the category to which the new item belongs.5. Optional) Select a tax code, expense account, and income account for the new item.6. Click the Add button in the bottom right corner of the screen.7. Repeat steps 2 through 6 for each additional item you want to add to the Invoice Items list.

Step II: Create a New Customer Price List or Add Items to an

Existing One

The next step in the process is to create a Customer Price List or modify an existing one to includeall items the customer might be invoiced for. The Customer Price List also contains details aboutthe cost of each item, which allows you to define different prices for different customers. To create

or add items to a Customer Price List, do the following:1. Go to Financial > Customer Price Lists.2. On the Customer Price List Administration screen that appears, either click the Edit button in

the row of an existing Customer Price List or click the Add New button in the top right corner ofthe Customer Price Lists table.

3. If you clicked the edit button for an existing Customer Price List in Step 2, go to Step 4.If you clicked the Add New button, enter a name for the new Customer Price List, then clickthe Add button.

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Customer Invoice Creation Process

4. Click the Add Item(s) button in the top right corner of the Price List Items table.5. On the Invoice Items screen that pops up, use the First, Previous, Next, and Last buttons at

the bottom of the table to locate the items you created in Step I.6. Click the Add button beside each new invoice item you want to add to the Customer Price List.7. On the Add New Item screen that popsup, enter the Rate you want to charge for the item

within this Customer Price List.

Note: Rates can contain up to four decimal places and can be negative values if they areintended to be used as credits on invoices.

8. (Optional) Set the rate type if you want to add an automatic mark up amount or mark up per-centage to a Customer Price List rate.

9. (Optional) Set the Vendor Rate you want to charge in cases where a Vendor Price List is usedinstead of the Customer Price List to determine what a customer will be charged.

Note: As with Customer Price List rates, Vendor Price List rates can contain up to four dec-imal places and can be negative values if they are intended to be used as credits on invoices.

10. Click Add to add the item to the Customer Price List.11. Repeat steps 5 through 10 for each additional item you want to add to the Customer Price

List.12. When you are done adding items, click the X icon in the top right corner of the Invoice Items

screen to close it and have the items automatically added to the Customer Price List.

Step III: Create a Contract

After creating or modifying the Customer Price List, you must create a Contract that designates thespecific billing rule that governs the way in which invoicing will be carried out.

Although Contracts existed prior to the implementation of the Customer Invoicing module, inRelease 7.7 they have been extended to support billing rules and to define the relationshipbetween a customer and a price list (or price lists, if specialty price lists are used). They also nowallow the definition of a single billing item that will be used when work is covered under a contract.

To create a contract, do the following:

1. Go to Financial > Customer Contracts.2. On the Customer Contracts screen that appears, click the Add New button in the top right

corner of the table.3. On the Contract Details screen that appears, enter a name for the contract.4. Select the Customer Price List that you configured in Step II above.5. Designate the kind of Billing Rule you want to use to govern the way that customer accounts

associated with this contract will be billed.6. Designate the vendor pricing and invoice behavior that you want to set up for the new con-

tract.7. (Optional) Select the item that will be included on invoices for Work Orders billed under con-

tract.8. (Optional) Click the Specialty Price Lists tab and designate specialty price lists for individual

specialties.9. When you are done configuring the new contract, click the OK button at the top of the screen

to save it.

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Step IV: Create a Billing Account

After the Customer Price List and Contract are created, you must create a Billing Account, whichserves as the key object for organizing third-party work order content into Customer Invoices andcontains the information necessary to process billing. To create a Billing Account, do the following:

1. Go to Customer > Billing Accounts Admin.2. On the Billing Account screen that appears, click the Add New button in the top right corner of

the table.3. On the Billing Account Details screen that appears, enter a name for the billing account.4. Enter an account number for it.5. (Optional) Enter values in whichever of the other account details fields you want to use:

o Payment termso Number of days after invoice creation when invoice is dueo Payment instructionso Credit holdo Accrual margino Account Sale Repo Tax Exempt

6. Enter the full address for the Billing Account, including city, state, zip code (where applicable)and country. This Billing Address is the location where the customer invoice will be sent.

7. (Optional) Designate a Billing Contact for the account.8. When you are done configuring the account, click the Ok button in the top right corner of the

screen.

Step V: Associate a Customer with the New Billing Account and

Customer Price List

After you create a Billing Account and Customer Price List, you must associate them with a new orexisting customer in the system in order to include that customer's work order activity on the

invoice. To create or select a customer and then associate it with the Billing Account and CustomerPrice List, do the following:

1. Go to Customer > Search2. Do one of the following in order to identify the customer or create a new one:

o Click the Show All Customers link to locate and select the customer.o Select a value in the drop-down list and then enter search criteria and click Search.o Click the Add New button in the top row of the Customers table.

3. If you selected the first or second option above, go to Step 4.If you selected the third option above, enter the customer details on the Quick Add screen, andthen click Add Additional Info button in the top menu bar.

4. On the Customer Details screen, select the Billing Account that you created in Step IV above.

5. Select the Contract that you created in Step III above.6. Click the Save button in the top menu bar.

Step VI: Create a New Work Order

The next step is to create a new work order for a customer that is associated with the BillingAccount and Customer Price List created in the steps above.

1. Beginning from the Customer Details screen discussed in Step V above, click the ServiceRequest button in the top menu bar.

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Customer Invoice Creation Process

A New Work Order screen appears, with the customer details pre-populated into the relevantfields.

2. In the Work Description section, select the Item Asset and Task you want to include in thework order.

3. (Optional) In the Assignment and Scheduling section, change the priority of the work order if

the default priority is not acceptable.4. (Optional) In the same section, change the Assigned To field if the default person is not who

you want to use.5. (Optional) Enter a scheduled start date, duration, and due by date.6. Click the Save button in the top menu bar and select Save from the drop-down menu that

appears.7. When the screen refreshes, in the Financial section, set the Billing Rule that you want to asso-

ciate with the work order.8. Click the Save button in the top menu bar again and select Save from the drop-down menu

again.9. After the Assigned To person marks the Work Order as Complete, review the details of the

work performed and click Complete in the top menu bar.10. Click the "Link/Copy to Invoice" button in the Financial section of the work order.

Step VII: Add Work Order Line Items to a Customer Invoice

At this stage there are two ways you can invoice for the work order you created in Step VI, each ofwhich is explained below.

Add a Single Work Order's Line Items to a Customer Invoice

To create a customer invoice containing only the work order line items for the current work order,click the Create New Invoice button on the Select an Invoice screen that pops up. A new CustomerInvoice will appear on the screen, containing the line items from the invoice along with the Billing

Account, Location, Invoice Status, and Invoice Date associated with the invoice.

To add the current work order line items to anexistingCustomer Invoice, click the Select buttonbeside one of the Customer Invoices listed in the Draft Invoices table on the Select an Invoicescreen. The Customer Invoice you selected then appears on the screen with the line items from thework order appearing at the bottom of the Line Items table.

Add Multiple Work Order's Line Items to a Customer Invoice

To add multiplework orders at once to a Customer Invoice, do the following:

1. Go to the Financial tab and click the Customer Invoices option.2. On the Invoice List screen that appears, click the View/Edit link for the invoice to which you

want to add the work order items.

3. On the Customer Invoice screen that opens, click the Add Work Ready to be Billed button atthe top of the Line Items table.4. On the Work Orders Ready to be Billed screen that pops up, select the checkboxes beside

each of the work orders that you want to add to the Customer Invoice.5. Click the Copy to Invoice button in the bottom right corner of the screen.6. Click the X button at the top right corner of the Work Orders Ready to be Billed screen in order

to close it.7. The Customer Invoice screen then refreshes and displays all of the line items from all of the

work orders you selected.

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MAIN CUSTOMER INVOICING SCREENS

Invoice List Screen

PREREQUISITE: The new Customer Invoicing Model must be enabled and the role privilege

Financial Invoices is required to access most of the features described below.The Invoice List screen is used to view and manage customer invoices. It can be accessed select-ing the Customer Invoices option under the Financial tab.

l The Number column in the Invoices table (#1) lists the invoice number for all invoices that arebeyond the Draft stage. Invoices designated as drafts appear in the Invoice list without anumber, as is the case with the second and third invoices in the list above.

l The Status button in the Invoices table heading row (#2) opens the Invoice Status Filterscreen, which allows you to filter the table rows based on the status of each invoice.

In the initial release of the Customer Invoice module, there are four possible customerinvoice statuses:

o Draft This is an invoice that has been created and saved, but has yet to bemade official and committed to and can therefore still be changed or even

deleted. This is the default state after an invoice has first been saved.o PostedThis is an invoice that has been sent. Posting the invoice does severalthings:

n It locks the invoice content and makes much of it "read only." Only a limitednumber of fields, such as the comments field and payment fields, can stillbe edited.

n It assigns an invoice number and invoice date. The invoice date can bemanually post-dated, meaning the date is set to a future date.

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Main Customer Invoicing Screens

n It makes the invoice visible to the customer through the Customer Portaland (optionally) generates a notification to the customer that the invoice isnow available.

o Partial Payment This is an invoice for which a partial payment has beenposted in a different system and that payment data is communicated to the Cor-

rigoNet system via a manual process or through integration.o Paid in Full This status is used when an Invoice payment has been fully met in

a different system and has been communicated to CorrigoNet. When a paymentis received against an invoice, if the total value of the payment matches the totalinvoice amount, then the status is automatically marked as "Paid in Full."

Note: The only filter that is not set by default is Paid in Full because there is usually littleneed to review the details of a fully paid invoice.

l The Create New Invoice button (#3) opens a blank invoice screen.l Each link in the Actions column (#4) opens up an invoice details screen for the corresponding

invoice.

Customer Invoice Screen

The Customer Invoice details screen is used to view, edit, and update customer invoice details. Itcan be access by going to Financials > Customer Invoices and then clicking the View/Edit link inthe Actions column for the corresponding invoice.

l Invoices are always created from a Billing Account, in this case Gabellas Coffee (see #1 in

the image above). The billing account is simply the party responsible for paying the invoiceand serves as a means of grouping all customer accounts that are eligible to be included in theinvoice.

l Invoices have a simple workflow which is defined by a set of statuses: Draft, Posted, PartialPayment, Paid in Full. In the image above, the invoice has a status of Draft (#2). After aninvoice moves beyond the Draft stage, it becomes visible to the customer and for bookkeepingand auditing reasons, it cannot be deleted or modified.

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l Invoices that have a status of draft do not have an invoice date or an invoice number assignedto them(#3). After their status changes from Draft to Posted, they are automatically assignedan invoice number and the date the status changed to Posted becomes the Invoice Date.

l The last line item in the WO# column (#4) lacks a work order number because it was addedmanually to the customer invoice using the Add Line Item button (#6), rather than beingextracted from a work order. For specific details on how items are added manually, refer to theScenario 4: Ad Hoc Billing section of these release notes.

l The Add Unbilled Work button (#5) opens the Work Orders Ready to be Billed screen, whichis used to view work orders in the system that can be added to the current customer invoice.

l The Tax column (#7) displays hyperlinked tax values for each item in the invoice. Clicking thehyperlink for a tax value opens a Tax Detail screen that lists the address associated with the

line item along with its internal and external tax code and tax rate percentage.

Note: In order for tax to be calculated, the system must be linked to an external, third-party taxengine. Corrigo has officially partnered with Avalara, Inc. to integrate the Avalara AvaTaxsales tax automation system into CorrigoNet. Because this is an optional service, it requiresthe payment of an additional fee, which your Account Manager can tell you more about. For acomplete description of the new tax calculation functionality in Release 7.7, refer to the Inte-gration with AvaTax Tax Calculation Tool section of these release notes.

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Billing Scenarios

BILLING SCENARIOS

The following are four ways in which users might use the new CorrigoNet Customer Invoicing func-tionality to bill their customers.

Scenario 1: Vendor Invoice Based BillingThis scenario is useful when you want to base your invoice on the actual work that was performedand your actual cost basis as opposed to billing a customer based on a flat rate. You would use themarkup component of vendor billing if you did not have pre-defined prices with your customer.

In Vendor Invoice Based Billing the actual costs submitted by a vendor are used to create the Cus-tomer Invoice line items. In a simple example, a vendor submits an invoice for Janitorial Services,cleaning 6,000 square feet of space at $0.03 per sq. ft., as shown in the image below.

Note: As can be seen from the image above, authorized users of the system can define labor ratesand pricing values using up to four decimal places, so, for example, a company could set up a Cus-tomer Price List item for cleaning and assign it a rate of $0.0375 per square foot.

When this work order is added to the Customer Invoice, the Janitorial Services line item gets cop-ied over and appears as a line item in the Customer Invoice, as shown below.

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Even though the vendor charges $0.03, the customer is automatically re-billed for the same serviceat $0.04 based on the rate defined in the Customer Price List. The rate charged to the customermay be a direct rate substitution ($.04 in place of $.03) or it may be a mark-up percentage (forexample, 25%).

Scenario 2: Service Fee Billing

The second scenario is Service Fee Billing, where a fee (or fees) is charged for a work order, butthat fee is independent of the costs. Vendors submit work orders with service fees listed in the Serv-ice Fee section of the Financial tab, as shown in the image below where the vendor has added aservice described as "Bundled Service #1."

The customer gets charged $47.00 for Bundled Service #1 regardless of what the service actu-ally costs or what was done. Service Fees appear as separate line items in the Customer Invoice,

as shown in the image below.

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Billing Scenarios

Scenario 3: Under Contract Billing

The third billing scenario is one where the work order might refer to an invoice line item, but theCustomer Invoice line item is not influenced by specific content in the work order. Contract Billingitems are listed in the Contract associated with the Billing Account, as shown in the image belowwhere monthly snow removal services are to be billed as a single contract item regardless of howoften the work is performed each month during the winter.

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When the work order is created, the Billing Rule field must be set to "Per Contract Schedule" inorder for the item to be added correctly to the Customer Invoice.

A monthly service fee of $200 is charged to cover all of the snow removal services performed dur-ing the month. Although three work order numbers appear in the Customer Invoice sent to the cus-tomerrepresenting work that was completed on December 4, 14, and 20there is only onecharge for the job because the work is all part of the same contracted monthly service.

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Billing Scenarios

Scenario 4: Ad Hoc Billing

The fourth billing scenario is simply adding a line item directly to a Customer Invoice by clicking the

Add Line Item button on the screen. Note that after a customer invoice moves beyond the Draftstatus, the Add Line Item button is disabled because the invoice has already been posted, making itvisible to the customer and non-editable.

There are a number of reasons why a user might want to add an item manually to a customerinvoice, but the two most common are:

l To add processing fees or anything not directly associated with a work order to a customerinvoice

l To issue a credit memo

To add a line item to a customer invoice, a user clicks the Add Line Item button in the top rightcorner of the Line Items field.

. . . then selects a service location for the item . . .

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. . . and then clicks the Add link beside the item in the Customer Price List that the users wants toadd to the customer invoice.

If the user is adding a creditto the invoice, on the Add Line screen that pops up, the value of thecredit should be listed as a negative number, as shown in the image below.

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Billing Scenarios

Note: If the line item being added has a designated mark up amount or mark up percentage in theCustomer Price List, the unit price will display as $0.00, allowing the user to designate the pricemanually.

Each new line item that is added appears below the previous ones on the Customer Invoice screenand the SubTotal and Total values are updated to reflect the cost of the newly added items.

Note that the WO# column entry for manually added items contains the value N/A because theitem is not associated with any work order in the system.

Adding a Credit Memo to a Customer Invoice Without Using the Add

Line Item ButtonThe system also allows authorized users to add a credit to a customer account without adding it toan existing Customer Invoice. To do this, a user would create a new Administrative work order inthe system and then set the billing rule to Service Fees. The credit would then be added as a neg-ative value service fee, as shown in the image below.

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When the work order is complete, the user clicks the Link/Copy to Invoice button and then clicksthe Create New Invoice button on the screen that pops up.

Note: In order for the Link/Copy to Invoice button to be active, the user must have been assigned

theFinancial - Invoices privilege within the system.

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Billing Scenarios

The work order containing the customer credit then appears as a line item in the new CustomerInvoice. Unlike a credit added through the Add Line Item button, which exists independently of anywork order, this credit line tem has a value assigned to it in the WO# column because it isasso-ciated with a work order in the system.

Scenario 5: Not Billed

The fifth billing scenario is used when administrative or other work is performed for a customer andthere is a need to associate the work order with the client but no fees or rates will be charged forthe work. For example, a company performing work gratis as a promotional tool or fixing a mistakefor the client. In these scenarios, the work order Billing Rule would be set to Not Billed.

Note: When a work order is set to Not Billed, the Service Fees tab under the Financial tab is read-only, which prevents users from adding charges to the work order.

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INVOICE PRESENTATION THROUGH THE CUSTOMER PORTAL

Release 7.7 allows authorized users to access their invoices directly through the Customer Portaland to view the details of the invoices based on line items, locations, or work orders. Each of thesenew features is discussed below.

New Invoices Viewl The home screen of the Customer Portal now contains a drop-down list visible to authorized

users that allows them to view their service requests, customer invoices, or documents.Prior to the 7.7 release, this menu only contained the Service Requests and Documentsoptions.

When users select the Invoices option, they are taken to an invoices screen that, by default,lists all of their open invoices. The drop-down list on the screen allows them to choose to viewtheir fully paid invoices, too.

l Clicking an invoice number opens an invoice overview screen that provides general infor-mation about the invoice, including the total charges and payment details.

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Invoice Presentation Through the Customer Portal

l Clicking the Details button on the overview screen opens the invoice details screen, which bydefault groups the invoice data based on line items, as shown below.

l Using the Group by drop-down menu, users can choose to see the data grouped by locationor by work order, as shown in the following two images.

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Invoice Presentation Through the Customer Portal

Note: Clicking any link in the WO# column opens a new screen displaying the work order fromwhich the line item originated.

Invoice Printing and Downloading Option

One of the key new features of the Customer Portal is the ability for customers to print userinvoices directly or download the raw data as a Microsoft Excel file and then manipulate the rawdata in-house to suit their particular business needs. Both of these functions are available throughbuttons at the top of the invoice screens.

Note: The ability to access these buttons and view invoice items is dependent on the user havingbeen granted theFinancial - Setup privilege in the system.

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The print-friendly version of the Customer Invoice looks like the sample below:

The downloadable Excel spreadsheet version of the Customer Invoice appears as a normal Excelfile, as shown in the example below.

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Back Office Portal Enhancements

BACK OFFICE PORTAL ENHANCEMENTS

The following functional enhancements apply only to the new or updated screens within the BackOffice Portal.

l

Tables now automatically resize as the browser width changes. Prior to the 7.7 release, thetable would remain the same size and information on the left side of the table would only be vis-ible by using the scrolling bar that would appear at the bottom of the screen.

l Delete and Edit functionality has been streamlined for table items with the addition of actionlinks within each table row. Prior to the 7.7 release, there was a single set of links under thetable and users had to first double-click a table row and then click an action button.

l Most changes made to data on screens are handled through popup dialog boxes that require

you to actively select a Save or Cancel button in order to return to the main screen. Thisensures that all intended changes are retained when a user leaves the screen.l When tables span multiple pages, sorting now includes all values on all pages within the table.

Prior to the 7.7 release, sorting was limited to only the values that appeared on the currentpage.

l When you enter search criteria, the search engine now usually includes all matching valuesfrom all fields within the table in the search results. Prior to the 7.7 release, users had to selectthe specific field they wanted to use in their search.

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Renaming and Modification of the Former "Invoicing" Module

RENAMING AND MODIFICATION OF THE FORMER "INVOICING"

MODULE

With the introduction of the new Customer Invoicing module in Release 7.7, the legacy Invoicing

module (also known as Customer Invoices), has been renamed "Charges" and some of the func-tionalities within it that are not dependent on the Charges module have been moved to other mod-ules.

It is anticipated that the Charges module will likely be replaced at some date in the future, but forthe time being, it is being retained in a modified format to prevent serious disruption to clients whoare currently dependent on it. The Customer Invoices and Charges modules are mutually exclu-sive, with each client configured in one of three modes:

ModeCustomer Invoices Module

(New)

Charges Module

(Old)

Third-party Service Provider On Off

Legacy Aggregator & Property Man-agement

Off On

Requestor Work Order Network Off Off

As a result of this new set up, when the Charges module is turned off, the Charge Back option onthe Work Order details screen does not appear and the Billing Rule, Billing Status, and Invoicefields appear instead. In addition, the Charges subtab under the Financials tab is replaced by aService Fees subtab.

Functionality Removed from Charges Module

Moved to Customer Invoicing

The following dependencies were moved to a dependency on the new Customer Invoicing mod-ule:

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l Estimate sub-tab on the Work Order Details screenEstimates are now part of the newCustomer Invoicing module.

Moved to Vendor Invoice

The following had a dependency on the Charges module and now has a dependency on the Ven-dor Invoice module:

l AP invoice/export has been decoupled from the Charges module. In addition, with the properprivilege, the Financial > Settings > AP Export Configs screen should also be accessible withInvoice module turned off. For more information, refer to defect CN-2453 in the "Jira ChangeRequests & Defect Fixes" section of this guide.

Added to Core Application

The following items had dependencies on the Charges module and now are simply part of the coreapplication.

l The General menu items listed under Financial > Settings > General.l Financial report wizardsl

The following Work Order Details fields: Not To Exceed and P.O. Numberl The NTE field, in all locationsl The Pay Rates tab on the Employee Details screenl The Pay Rates screen within the Add New Employee Wizardl The Authorization Limit field on the Contact - Details screen. In addition, the "Can

view/approve" field on the Contact - Details screen has been changed to "Can view.l The WO Cost Import feature of Import/Export

Functionality Retained in the Charges Module

The Charges Module retains control of all functionality directly related to Charges including the fol-lowing:

Financial TabMany of the following menu items have been re-organized into a folder menu item called"Charges."

l Customer Invoice Listl Contract templates (Customers, Work Zones, Tax Regions)

o Customer Contractso Property Contracts

l Financial > SettingsThe items below are listed by their pre-7.7 names; many of them havebeen re-labeled.

o Bill To Categorieso Charge Codeso Income Accountso AR Statuseso Cost Allocationo Tax Region

Work Order Detailsl The Customer Invoice subtabl Invoice information on the Work Order completion screen

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Customer Detailsl Contract Type selection on the Customer Details screen

Employee Details/Wizardl The Financial tab on the Employee Details screenl Employee Fin Admin screen in the Employee Wizard

Work Zone Detailsl The Financial Preferences tab on the Work Zone Summary screen

Functionality Moved to the Charges Module

Beginning with Release 7.7, the following are controlled by the Charges module:

l The AR Financial Privilege settings within the Role Settings screen.l Tax Regions within Import/Export

Report Wizards

Financial Wizard templates are now part of the core application, although the following templatesare dependent on the Charges module:

l Customer Invoicesl Customer Invoices 2009l Income and Expensesl Income and Expenses 2009

Manage Terminology Screen Updated

The Manage Terminology screen (Our Company > Settings > Terminology Management) hasbeen updated to reflect the renaming of the former Invoicing function to Charges. TheManage Terminology screen now contains three fields: charges, charge, and charged.

Occurrences of the New "Charges" Terminology in the System

Changes made to the Manage Terminology screen appear throughout system when the Chargesmodule is turned on. The following are some of the more prominent areas where this new ter-minology appears.

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l Under the Financial tab, a separate Charges options menu has been created.

The following options appear on the new menu.

o Review (formerly Customer/Store Invoices; from the main Financial menu)Only authorized reviewers will see this option, which is not shown in the imageabove.

o Bill To Categories (from the Settings menu)o Charge Codes (from the Settings menu)o Charge Accounts (formerly Income Accounts; from the Settings menu)o Charge Statuses (formerly AR Statuses; from the Settings menu)o Charge Export (formerly AR Export; from the main Financial menu)Only

authorized users will see this option, which is not shown in the image above.o Customer Templates (from the Contract Templates menu)o Site Templates (from the Contract Templates menu)o Tax Region (from the Contract Templates menu)

l The former Invoice field on the Financial tab within a work order is now called Charge Back.

l The former Customer Contract Template Details screen is now renamed Customer ChargesTemplate Details screen and the billed back field on the screen now displays as chargeback.

Note: The same changes also appear the Work Zone Charges Template Details screen.

l The former Customer Invoice Review screen has been renamed Charges Review.

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Note: In a similar vein, the former Customer Invoice Approval screen is now called ChargesApproval.

l The former Invoice Statuses screen is now called Charge Statuses.

Note: The Additional Charges tab (formerly the Charges tab) and the Add Additional Chargespopup screen that opens from within it are not affected by changes made to the charge-relatedfields on the Manage Terminology screen.

Changes to Reports

The new "charges" terminology also affects some of the templates and reports that are available inthe system.

The following four templates are now associated with the Charges module:

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l ChargesFormerly Customer Invoicesl Charges 2009Formerly Customer Invoices 2009l Charges and ExpensesFormerly Income and Expensesl Charges and Expenses 2009Formerly Income and Expenses 2009

The Work Order Details and Vendor Invoices report wizards have also been updated.

Work Order Details Report Wizard Changes

The following labels have been changed. Where no label is specified, the fields remain unchanged.

Old Label New Label

Frequently Used

Bill Back Settings Charge Back Setting

Total Billable Hours Total Charged Hours

Total Non-BillableHours Total Non-Charged Hours

Total CostsTotal Labor Cost

Total Materials Cost

Total Miscellaneous Cost

Total Services Cost

Total Spot Purchase Cost

Total Cost

Customer Invoice Charges

Account Number Charge AccountCharge Code

Invoice Status Charge Status

AP Status

Bill Description Charge Description

Invoice Last Action Date Charge Last Action Date

Export Date

Contract Charge Template

Labor Charges

Materials ChargesMisc. Charges

Services Charges

Spot Purchase Charges

Add'l Charges

Labor Total Total Labor Charged

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Old Label New Label

Materials Total Total Materials Charged

Misc. Total Total Misc. Charged

Services Total Total Services Charged

Spot PurchaseTotal Total Spot Purchases ChargedAdd'l Charges Total Total Add'l Charges (Not terminology controlled)

Total Tax Total Tax Charged

Total Customer Invoice Total Charged Amount

In addition to the label changes listed above, all mention of Coordination Fee have been removedas well as the "Additional Adjustment" field.

Vendor Invoices Template Changes

The following fields have been changed:

l Charge StatusFormerly AR Statusl Total CostFormerly Customer Costs Totall Charge TotalFormerly Customer Invoice Total

Actual Costs Changes

The Actual Costs tab is mostly the same with the exception of the following:

A new privilege,Permissions - Actual CostsManager View, has been created. It will be assignedto anyone with accounting or management responsibility so that they can see the actual dollaramount of the actual costs. Vendor Invoice data flows through to Actual Costs according to currentlogic: that is, on Submitted status or other AP statuses.

The reason for this privilege and the reason why cost subtotals/totals are not currently shown on

the actual costs section is to hide pay rates for specific individuals from their peers. Companies withtechs using the Back Office Portal do not want those techs to be able to see the pay rates of otherindividuals.

The image below shows the Actual Cost tab as it appears to a user without the privilege.

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Work Order Creation Enhancements

WORK ORDER CREATION ENHANCEMENTS

A number of changes have been implemented within the Work Order creation process.

Hiding of the Update Workflow Settings Button for New Work

Orders

The Update Workflow Settings button is now hidden when a user is first creating a new work order.The goal of this change is to remove the need to manually press Update WorkFlow Settings eachtime when creating a work order. When creating a work order in Release 7.7, the following work-flow settings are automatically updated as soon as the first task is added: priority, specialty, due byand NTE. If the setting "Disable Auto-Assignment" is set to NO, then the Assigned To field will alsoautomatically update when the first task is added.

Note that as additional tasks are added to the work order, the workflow settings will not be updatedautomatically. They will be updated, however, in cases where an unsaved work order contains asingle task, which is saved and then changed.

After you click the Save the first time, the Update Workflow Settings button will display. From thenon, pressing the button has the same impact as it did prior to Release 7.7 except that the AssignedTo field does not change.

Creation of Read-Only Rule Set View for Visit Work Orders

Visit work orders are created in CorrigoNet, but can only be updated through WorkTrack using theIVR or mobile web applications. These updates are then communicated back to CorrigoNet, whichupdates the visit information. When a Visit work order is created, the exception rules are committedto the work order and exist within the work order. If the rules change in the PMRM schedule afterthe work order is created, there may be confusion with the customer as the Work Order does notappear to be following the current rules. To resolve this confusion, two new links have been addedto the Visits tab within the Logs/Lists tab.

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l When the "view exception rules for this Work Order" link is clicked, a popup screen appearsdisplaying a read-only view of the rules that were in place when the work order was created.

l When the "view current PMRM schedule rules" link is clicked, a popup screen appears dis-playing a read-only view of the current set of PMRM schedule rules.

Work Order Settings Changes

On the Assignment screen (Work Orders > Settings > Assignment), the Update Workflow Settingsoption no longer includes the "Assigned To" field in the list of fields that will be updated.

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On the Work Order Details - Configuration screen (Work Orders > Settings > Details), the LastAction field is no longer included in the assignment screen. As a result, the work order count is allthat will be displayed.

Addition of an Auto-Assignment Option on the Assign the Work

Order Screen

The drop-down list at the top of the Assign the Work Order screen now contains a third optionAuto-assignmentwhich is designed to provide similar functionality to that found on the Assign-ment screen in the Customer Portal.

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Note: The Auto-assignment option will appear in the list as long as the Auto-Assignment TypeSelection option on the Assignment Settings screen (Work Order > Settings > Assignment) is setto Site Based or License Based. If it is set to None, then auto-assignment will be disabled.

The Assign the Work Order screen behaves the same as the Customer Portal assignment screenwith the following exceptions:

l Only the The system recommends assigning this Work Order to:" and Your preferred listis:" fields are displayed on the Assign Work Order screen since the Provider search and Tech-nician search are already available if it is necessary to find a non-recommended resource.

l There is an option on the Assign the Work Order screen to "Just leave the Work Order unas-signed."

l If a Vendor is a warrantor, the non-hyperlinked warranty description is displayed in the righthand column. The description is limited to the first few characters. If multiple warranties areattached, the system displays only the warranty with the lowest ID.

l The same COI expired and vacation warnings are displayed as in previous releases, althoughnow these are more a double confirmation warning as the user can see the COI and vacationstatus in the dialog itself.

l

The The system recommends assigning this Work Order to radio button is selected bydefault, and if that section is missing, then the first entry in the "Your preferred list is" section isselected by default.

l In the "Your preferred list is" section, if a tech is on vacation it will display on vacation xx/xx xx/xx.

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Changes to the User Search Option Fields on the Assign the

Work Order Screen

The following changes have been made to some of the User Search option fields within the Assignthe Work Order screen:

l The Last Action column has been removed.l The Warranty column has been removed because employees do not provide a warranty.l A non-sortable free text column has been added, displaying warranty and vacation infor-

mation in the same way that the auto-assignment tab does.l The column heading Qty has been relabeled Open WOs, which is more self-explanatory.

Changes to the Vendor Search Option Fields on the Assign the

Work Order Screen

The following changes have been made to some of the Vendor Search option fields within theAssign the Work Order screen:

l The Qty column has been removed in order to make the page load more efficiently andbecause the quantities listed were often inaccurate because vendors do not complete workorders in a timely fashion.

l To simplify the screen, some of the search filters have been moved and are now available by

clicking the "Show Advanced Search Settings link on the screen. The default values for theadvanced search settings are as follows:o Rating greater than = 0o Working within = 0o Zip = the zip code of the work ordero Include not connected Vendor = not selected

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l Grade and COI images are displayed at half the size they appear as in the Customer Portal.l The Warranty column displays up to two lines of the warranty description, similar to the auto-

assign option.l The Vendor Search screen opens with the Specialty field defaulted to the work order spe-

cialty.

Ability to Add Check Lists Without Exception Notes from the

Back Office Portal

Note: Check Lists were known as "Punch Lists" prior to Release 7.7.

In the Back Office Portal, it is now possible to create a Check List that does not include any excep-tion notes. Prior to this release, users were required to include at least one Exception Note beforethey could save a check/punch list.

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Ability to View Work Orders via the Customer Details Screen

A new privilege,Permissions - CustomerWorkOrders, allows users granted that privilege to viewa Work Orders subtab on the Customer Details screen. Access to the subtab is gained by clicking

the icon in the menubar of the subtab.

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Changes to Work Order Print Templates

CHANGES TO WORK ORDER PRINT TEMPLATES

With the introduction of the Customer Invoicing module and the renaming of the former Invoicingmodule to Charges, a number of significant changes have been made to the Print Template screen(Work Orders > Settings > Print Templates). In the list of fields that appears when the Show Fieldsbutton is clicked on the Print Templates screen, where the word Invoice appeared in a label, theword Charges now appears and where Invoice.Charges appeared in a label, Charges.Addl-Charges now appears.

In order to retain backwards compatibility, though, the system interprets both the old and newlabels as the same field. Moving forward, though, anyone creating or modifying a print template isexpected to use the term Charges" rather than "Invoice." In addition, a number of Terminology

(.Charges) fields have also been added. These appear at the end of the table below.

Old Label New Label

Invoice Charges

Invoice.AccountNumber Charges.AccountNumber

Invoice.AdditionalCharges.AdjustmentAmount Charges.AdditionalCharges.AdjustmentAmount

Invoice.AdditionalCharges.AdjustmentChargeCode Charges.AdditionalCharges.AdjustmentChargeCode

Invoice.AdditionalCharges.AdjustmentGroupCode Charges.AdditionalCharges.AdjustmentGroupCode

Invoice.AdditionalCharges.AdjustmentType Charges.AdditionalCharges.AdjustmentType

Invoice.AdditionalCharges.CategoryCostAmount Charges.AdditionalCharges.CategoryCostAmount

Invoice.AdditionalCharges.ChargeCode Charges.AdditionalCharges.ChargeCode

Invoice.AdditionalCharges.Description Charges.AdditionalCharges.Description

Invoice.AdditionalCharges.GroupCode Charges.AdditionalCharges.GroupCode

Invoice.AdditionalCharges.IsTaxRate Charges.AdditionalCharges.IsTaxRate

Invoice.AdditionalCharges.LineItems.Count Charges.AdditionalCharges.LineItems.Count

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Old Label New Label

Invoice.AdditionalCharges.SubTotal Charges.AdditionalCharges.SubTotal

Invoice.AdditionalCharges.SubTotalAdjustment Charges.AdditionalCharges.SubTotalAdjustment

Invoice.AdditionalCharges.SubTotalBase Charges.AdditionalCharges.SubTotalBase

Invoice.AdditionalCharges.SubTotalTax Charges.AdditionalCharges.SubTotalTaxInvoice.AdditionalCharges.TaxRate Charges.AdditionalCharges.TaxRate

Invoice.AdditionalCharges.Total Charges.AdditionalCharges.Total

Invoice.BillTo Charges.BillTo

Invoice.ChargeCode Charges.ChargeCode

Invoice.Charges.Adjustment.LineItems.Count Charges.Charges.Adjustment.LineItems.Count

Invoice.Charges.Labor.LineItems.Count Charges.Charges.Labor.LineItems.Count

Invoice.Charges.Materials.LineItems.Count Charges.Charges.Materials.LineItems.Count

Invoice.Charges.Miscellaneous.LineItems.Count Charges.Charges.Miscellaneous.LineItems.Count

Invoice.Charges.Tax.LineItems.Count Charges.Charges.Tax.LineItems.Count

Invoice.Comments Charges.Comments

Invoice.Contract Charges.Contract

Invoice.CoordinationFee.Amount Charges.CoordinationFee.Amount

Invoice.CoordinationFee.ChargeCode Charges.CoordinationFee.ChargeCode

Invoice.CoordinationFee.GroupCode Charges.CoordinationFee.GroupCode

Invoice.CoordinationFee.Type Charges.CoordinationFee.Type

Invoice.CostTotal Charges.CostTotal

Invoice.Description Charges.Description

Invoice.JobCode Charges.JobCode

Invoice.Labor.AdjustmentAmount Charges.Labor.AdjustmentAmount

Invoice.Labor.AdjustmentChargeCode Charges.Labor.AdjustmentChargeCode

Invoice.Labor.AdjustmentGroupCode Charges.Labor.AdjustmentGroupCode

Invoice.Labor.AdjustmentType Charges.Labor.AdjustmentType

Invoice.Labor.CategoryCostAmount Charges.Labor.CategoryCostAmount

Invoice.Labor.ChargeCode Charges.Labor.ChargeCode

Invoice.Labor.Description Charges.Labor.Description

Invoice.Labor.GroupCode Charges.Labor.GroupCode

Invoice.Labor.IsTaxRate Charges.Labor.IsTaxRate

Invoice.Labor.LineItems.Count Charges.Labor.LineItems.Count

Invoice.Labor.SubTotal Charges.Labor.SubTotal

Invoice.Labor.SubTotalAdjustment Charges.Labor.SubTotalAdjustment

Invoice.Labor.SubTotalBase Charges.Labor.SubTotalBase

Invoice.Labor.SubTotalTax Charges.Labor.SubTotalTax

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Old Label New Label

Invoice.Labor.TaxRate Charges.Labor.TaxRate

Invoice.Labor.Total Charges.Labor.Total

Invoice.Labor.WeekDays.Fri Charges.Labor.WeekDays.Fri

Invoice.Labor.WeekDays.Mon Charges.Labor.WeekDays.MonInvoice.Labor.WeekDays.Sat Charges.Labor.WeekDays.Sat

Invoice.Labor.WeekDays.Sun Charges.Labor.WeekDays.Sun

Invoice.Labor.WeekDays.Thur Charges.Labor.WeekDays.Thur

Invoice.Labor.WeekDays.Tue Charges.Labor.WeekDays.Tue

Invoice.Labor.WeekDays.Wed Charges.Labor.WeekDays.Wed

Invoice.Materials.AdjustmentAmount Charges.Materials.AdjustmentAmount

Invoice.Materials.AdjustmentChargeCode Charges.Materials.AdjustmentChargeCode

Invoice.Materials.AdjustmentGroupCode Charges.Materials.AdjustmentGroupCode

Invoice.Materials.AdjustmentType Charges.Materials.AdjustmentType

Invoice.Materials.CategoryCostAmount Charges.Materials.CategoryCostAmount

Invoice.Materials.ChargeCode Charges.Materials.ChargeCode

Invoice.Materials.Description Charges.Materials.Description

Invoice.Materials.GroupCode Charges.Materials.GroupCode

Invoice.Materials.IsTaxRate Charges.Materials.IsTaxRate

Invoice.Materials.LineItems.Count Charges.Materials.LineItems.Count

Invoice.Materials.SubTotal Charges.Materials.SubTotal

Invoice.Materials.SubTotalAdjustment Charges.Materials.SubTotalAdjustment

Invoice.Materials.SubTotalBase Charges.Materials.SubTotalBase

Invoice.Materials.SubTotalTax Charges.Materials.SubTotalTax

Invoice.Materials.TaxRate Charges.Materials.TaxRate

Invoice.Materials.Total Charges.Materials.Total

Invoice.Miscellaneous.AdjustmentAmount Charges.Miscellaneous.AdjustmentAmount

Invoice.Miscellaneous.AdjustmentChargeCode Charges.Miscellaneous.AdjustmentChargeCode

Invoice.Miscellaneous.AdjustmentGroupCode Charges.Miscellaneous.AdjustmentGroupCode

Invoice.Miscellaneous.AdjustmentType Charges.Miscellaneous.AdjustmentType

Invoice.Miscellaneous.CategoryCostAmount Charges.Miscellaneous.CategoryCostAmount

Invoice.Miscellaneous.ChargeCode Charges.Miscellaneous.ChargeCode

Invoice.Miscellaneous.Description Charges.Miscellaneous.Description

Invoice.Miscellaneous.GroupCode Charges.Miscellaneous.GroupCode

Invoice.Miscellaneous.IsTaxRate Charges.Miscellaneous.IsTaxRate

Invoice.Miscellaneous.LineItems.Count Charges.Miscellaneous.LineItems.Count

Invoice.Miscellaneous.SubTotal Charges.Miscellaneous.SubTotal

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Old Label New Label

Invoice.Miscellaneous.SubTotalAdjustment Charges.Miscellaneous.SubTotalAdjustment

Invoice.Miscellaneous.SubTotalBase Charges.Miscellaneous.SubTotalBase

Invoice.Miscellaneous.SubTotalTax Charges.Miscellaneous.SubTotalTax

Invoice.Miscellaneous.TaxRate Charges.Miscellaneous.TaxRateInvoice.Miscellaneous.Total Charges.Miscellaneous.Total

Invoice.PONumber Charges.PONumber

Invoice.Services.AdjustmentAmount Charges.Services.AdjustmentAmount

Invoice.Services.AdjustmentChargeCode Charges.Services.AdjustmentChargeCode

Invoice.Services.AdjustmentGroupCode Charges.Services.AdjustmentGroupCode

Invoice.Services.AdjustmentType Charges.Services.AdjustmentType

Invoice.Services.CategoryCostAmount Charges.Services.CategoryCostAmount

Invoice.Services.ChargeCode Charges.Services.ChargeCode

Invoice.Services.Description Charges.Services.Description

Invoice.Services.GroupCode Charges.Services.GroupCode

Invoice.Services.IsTaxRate Charges.Services.IsTaxRate

Invoice.Services.LineItems.Count Charges.Services.LineItems.Count

Invoice.Services.SubTotal Charges.Services.SubTotal

Invoice.Services.SubTotalAdjustment Charges.Services.SubTotalAdjustment

Invoice.Services.SubTotalBase Charges.Services.SubTotalBase

Invoice.Services.SubTotalTax Charges.Services.SubTotalTax

Invoice.Services.TaxRate Charges.Services.TaxRate

Invoice.Services.Total Charges.Services.Total

Invoice.SpotPurchases.AdjustmentAmount Charges.SpotPurchases.AdjustmentAmount

Invoice.SpotPurchases.AdjustmentChargeCode Charges.SpotPurchases.AdjustmentChargeCode

Invoice.SpotPurchases.AdjustmentGroupCode Charges.SpotPurchases.AdjustmentGroupCode

Invoice.SpotPurchases.AdjustmentType Charges.SpotPurchases.AdjustmentType

Invoice.SpotPurchases.CategoryCostAmount Charges.SpotPurchases.CategoryCostAmount

Invoice.SpotPurchases.ChargeCode Charges.SpotPurchases.ChargeCode

Invoice.SpotPurchases.Description Charges.SpotPurchases.Description

Invoice.SpotPurchases.GroupCode Charges.SpotPurchases.GroupCode

Invoice.SpotPurchases.IsTaxRate Charges.SpotPurchases.IsTaxRate

Invoice.SpotPurchases.LineItems.Count Charges.SpotPurchases.LineItems.Count

Invoice.SpotPurchases.SubTotal Charges.SpotPurchases.SubTotal

Invoice.SpotPurchases.SubTotalAdjustment Charges.SpotPurchases.SubTotalAdjustment

Invoice.SpotPurchases.SubTotalBase Charges.SpotPurchases.SubTotalBase

Invoice.SpotPurchases.SubTotalTax Charges.SpotPurchases.SubTotalTax

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Old Label New Label

Invoice.SpotPurchases.TaxRate Charges.SpotPurchases.TaxRate

Invoice.SpotPurchases.Total Charges.SpotPurchases.Total

Invoice.Status Charges.Status

Invoice.SubTotal Charges.SubTotalInvoice.Tax Charges.Tax

Invoice.Total Charges.Total

Invoice.VendorInvoicedOn Charges.VendorChargesdOn

Invoice.VendorInvoiceReceivedOn Charges.VendorChargesReceivedOn

Invoice.WorkCompletedOn Charges.WorkCompletedOn

Terminology.Charges

[[Invoice.Labor.LineItem]] [[Charges.Labor.LineItem]]

[[Invoice.Materials.LineItem]] [ [Charges.Materials.LineItem]]

[[Invoice.Miscellaneous.LineItem]] [[Charges.Miscellaneous.LineItem]]

[[Invoice.Services.LineItem]] [ [Charges.Services.LineItem]]

[[Invoice.SpotPurchases.LineItem]] [[Charges.SpotPurchases.LineItem]]

[[Invoice.AdditionalCharges.LineItem]] [[Charges.AdditionalCharges.LineItem]]

[[Invoice.Charges.Labor.LineItem]] [[Charges.AddlCharges.Labor.LineItem]]

[[Invoice.Charges.Materials.LineItem]] [[Charges.AddlCharges.Materials.LineItem]]

[[Invoice.Charges.Miscellaneous.LineItem]] [[Charges.AddlCharges.Miscellaneous.LineItem]]

[[Invoice.Charges.Adjustment.LineItem]] [Charges.AddlCharges.Adjustment.LineItem]]

[[Invoice.Charges.Tax.LineItem]] [[Charges.AddlCharges.Tax.LineItem]]

[[Invoice.LaborWeekDay.LineItem]] [[Charges.LaborWeekDay.LineItem]]

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EXPANDED G/L CODES & NEW "CHART OF ACCOUNTS"

FEATURES

Beginning with Release 7.7, the G/L codes have been expanded and added to the Invoice Dic-

tionary items. In addition, the Expense Accounts interface has been renamed Chart of Accountsand the following functionality added to it:

l The ability to define two account types:o Income accounts, which display in the list of income accountso Expense accounts, which display in the list of expense accounts

l The ability to display only Expense accounts in the Actual Cost, Vendor Invoice, and ModelDetails fields, as shown below

l The ability to define one Income and one Expense account per invoice iteml The ability to copy the Income Account code into the Customer Invoice Line items so that they

are available for reporting purposes and for web services

New Chart of Accounts ScreenThe Chart of Accounts screen is accessed by going to Financial tab > Settings > Chart ofAccounts.

Note: Income accounts that are a part of charges remain unchanged.

Account Type Field on Add/Edit Account Screen

The Add Account and Edit Account screens that pop up when the corresponding Add New or Editbuttons are clicked now display an Account Type field with two options: Income or Expense.

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Expanded G/L Codes & New "Chart of Accounts" Features

Display Expense Types in Selector Controls

Only Expense types of accounts appear in the drop-down lists within the Actual Costs tab, VendorInvoice tab, and Model Details screen, as shown below:

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Designate One Expense Account and One Income Account Per

Invoice Item

When creating the master Invoice Items list within the Financial tab, it is now possible to designatean expense account and an income account for each invoice item. This is done through two drop-

down lists within the Add New Item screen.

Reporting Capabilities

The account codes are not typically visible on the Customer Invoice screen, but they are available

via reports.

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Handling of Orphaned Contacts

HANDLING OF ORPHANED CONTACTS

The following changes have been made to better support the idea of contacts associated only withCustomer Groups. Note that everything that applies to Customer Groups in this section alsoapplies to Billing Accounts.

New Scope Option: Orphaned

A scope option of Orphaned has been added to the Contact Search screen in the Back Office Por-tal.

The Orphaned option is available to anyone with access to the screen and when it is selected, click-ing the Show All Contacts link on the screen displays all contacts that are not attached to either aCustomer or Customer Group.

Set the Default Customer to "Undefined"

The system also now allows authorized users to set the default customer on a Customer GroupContact to "Undefined." To set the default to Undefined, do the following:

1. Open the Contact -Details screen for the Customer.2. Click the dropdown arrow beside the Default Customer link.

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3. On the Default Customers screen that pops up, click the Remove Default/Set to Undefinedlink.

The Contact - Details screen then refreshes and displays "Undefined" as the default cus-tomer.

Remove All Customer Groups from a Contact

The system also now allows you to remove all Customer Groups from a Contact even when the

default Customer is undefined. To do this, complete the following steps:1. Open the Contact -Details screen for the Customer.2. Click the Customer Groups tab at the bottom of the screen.3. Select all of the customers in the "Selected Customer Groups" field and click Remove.

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Handling of Orphaned Contacts

4. Click OK in the top menu bar.

On the warning message pop up screen that appears, click OK.

Add New Contact from Any Contact - Details Scope Option

The "Add New" button is now active for all authorized users on all four scope option screens withinthe Contact Search feature:

l Sitel Portfoliol Customer GroupWhen adding a new Customer from the Customer Group scope,

all Customer Groups appear as options.l Orphaned