Depot Order Invoicing

A depot order line can be invoiced when the line status is complete and Ready to Invoice is set to Yes. Ready to Invoice cannot be set to Yes if any of the following apply:

• Open MOs are associated with the depot order (with the exception of MOs for a line that has had, or will have, a replacement part shipped out against it).

• An outstanding item receipt quantity is due from the customer for that depot order line (for example, a replacement unit was sent and the customer never returned their broken unit for repair, which was part of the agreement).

Customers must manually update the status of the depot order/order line to Closed.

As part of depot order invoicing, you can update the service type on the depot order line if no activity has been posted against the order/call, or if the order/call status is complete and is ready to invoice. The service type cannot be changed if the line has been either partially or fully invoiced.

The service type for a replacement item cannot be updated: it is read-only. This ensures that the service type of the replacement item matches the service type of its associated replace item.

If you change the service type, the system checks to see if the inventory, work order, and service GL accounts associated with the new service type product line are different than those GL accounts associated with the old service type product line. If they are the same, no further processing is required. But if the GL accounts are different, the system:

• Reverses any associated WO or IC transactions already created for the call/call line.

• Creates new WO/IC transactions that use the product line inventory, WIP, and GL accounts associated with the updated service type.

This ensures that the inventory history and GL transaction activity are synchronized and posted to the correct product line accounts.

• Reverses any other labor, item, or other expenses posted against the call in CAR that require reversing.

All transactions created after the service type is changed post to the GL accounts associated with the product line of the new service type.

The GL effective date for these reversing/correcting transactions defaults to the effective date for the original GL transaction; this date can be modified if required (or if the original GL posting period has been closed). The effective date for the reversing transaction defaults from the old effective date if the GL period is open; otherwise it defaults to the system date.