Add Customer PO# and Work Location to Work Order Invoices

Delays in cash receipt on customer work order invoices negatively impacts company cash flow.

Approximately one hour per day of lost time for each Accounts Receivable Clerk spent following up with service customers to pay their work order invoices, because the customer is unable to easily identify their internal reference code (Customer PO #).

CFO - 1 person

Accounts Receivable Clerks - 26 people

Service Customers - 1630 companies

Reduction of average accounts receivable aging on service invoices from 62 days to 30 days

90% Reduction of time spent by each Accounts Receivable Clerks following up with service customers to pay their work order invoices addressing this customer concern.

The problem is currently being addressed manually by the Accounts Receivable department. They are following up with service customers daily with Emails and/or phone calls to provide the customer work location and customer PO # necessary for our customer to authorize payment of our service invoice.

This request changes our existing work order invoice template.

New data to appear on our Work Order Invoice include:

1. Customer PO #
2. Work Location

The data sources for these values are:

1. Work Orders window → Master Information → Customer PO # field for the invoiced Work Order ID
2. Work Orders window → Street Address, City, State/Prov, and Postal Code associated with the entered Location Code for the invoiced Work Order ID

As a standard, work orders are individually billed. If multiple work orders do happen to be included on a single invoice, report the Customer PO# and Work Location of the Work Order ID listed first on the invoice.

See attached document 'exampledoc.pdf' for mock up of where these new values should be included on the invoice.

Update Summary of Work Performed Time Log to Hours Worked

Work Order completion and sign off are taking more technician time than necessary.

Not all service technician time is being billed

Delays in cash receipt on customer work order invoices negatively impact cash flow

Approximately one hour per week of lost time for each Accounts Receivable Clerk spent following up with service customers to pay their work order invoices, because of confusion regarding the number of technician hours worked on the service.

Service Technicians - 216

CFO - 1 person

Accounts Receivable Clerks - 26 people

Service Customers - 1635 customers

5 minute reduction in administrative time spent per work order by the service technician

70% reduction in non-billable time spent by service technicians between work orders on customer sign-off.

100% reduction of time spent by each Accounts Receivable Clerk following up with service customers to pay their work order invoices addressing this concern.

The problem is currently being addressed manually by service technicians and the Accounts Receivable department. Service technicians are translating the time log punches into hours worked during the customer sign-off process. The Accounts Receivable department are following up with service customers weekly with Emails and/or phone calls to clarify technician hours worked, so customers will release payment.

This request changes our existing Summary of Work Performed

Existing Summary of Work Performed example attached as 'existingSoWP.pdf'. On page 4, replace the Time Log section/table with a new table reporting hours worked as shown in 'newSoWPexample.pdf'. Data values include:

1. Date of Service
2. Technician
3. Regular Hours
4. Overtime Hours
5. Double Time Hours

Data sources for these values are:

1. Work Date on the timecard of a technician charged to the reported Work Order ID
2. First Name, Middle Initial, and Last Name in Employee Payroll Information for the Employee ID with a timecard charged to the reported Work Order ID
3. Total Reg Hours for the work date for the Technician charged to the reported Work Order ID
4. Total P1 Hours for the work date for the Technician charged to the reported Work Order ID
5. Total P2 Hours for the work date for the Technician charged to the reported Work Order ID

When there are no hours of a single type (Reg, P1, or P2) to report for a technician on a given date of service, leave the column value blank. Each row must include a value for at least one hours value. If no hours values exist for a Date of Service, do not include the row.