Create an Actual Contract
Creating Contract for specific customers is a breeze with these simple steps:
Step 1: Head to the "Billing" section in the side navigation bar and choose "Contract" from the list.
Step 2: In the Contract window that appears, click on "Contract +".
Step 3: A creation window will appear. Enter relevant details.
Step 4: In the billing settings, there is a dropdown menu for selecting the contract type; choose 'Actual' from the options.
Step 5: Following that, there will be checkboxes labeled 'Tickets', 'Projects', and 'Activity'. You can select each one individually to allocate the default hourly rate.
Step 6: To access additional configuration options, you can enable the 'Advanced Settings' checkbox. This action will unveil a dropdown menu for 'Tickets', 'Projects', and 'Activity', allowing for further customization.
Step 7: Afterward, there will be a toggle button for billing, allowing user to select various billing methods.
To set Billing Template, Tax, Product, Expense
Step 1: On side navigation bar, access the Control Center and select “Configurations.”
Step 2: On the screen that appears to the right, select the appropriate from the Billing & Contracts section.
Step 3: On the screen that appears, click the “Template +”, “Tax +”, “Product +” and “Expense +” for Template, Tax, Product and Expense respectively button located in the upper-right corner of each screens.
Step 4: A new side drawer will open where you need to fill in the fields appropriately and save it by clicking the save button.
Setting billing address , billing template and default invoice number of a customer
Navigate to the side navigation bar and choose "Customers" from customers.
Select the particular customer you wish to add Billing Template.
Scroll down the right-hand window to find the "Billing & Contract" tab and click on it.
Choose the "Billing & Invoice" tab from the provided tabs.
Please scroll down to locate the billing address section, where you can input your address.
You'll find a button on the right side of the billing template, allowing user to select the default template.
Next to the invoice number, you'll find a dropdown menu allowing you to select either 'manual' or 'auto-generated' options.
If you select Auto-Generate, two fields will appear. The first one offers a dropdown where you can choose from options like "INV" and your customer code. The second field is for entering a custom prefix with alpha-numeric values, and the auto-generated value will be incremented after the custom values you've entered.
Click on save to save the information
To create a new ticket for a User.
To start, go to the service desk's module on side navigation bar and select "Ticket".
Look for the "Ticket +" button on the right-hand window and click on it.
A new window will appear where you can enter the required details. Once done, click on "Next".
Provide the necessary information on the next screen and click on "Create" to complete the process.
By following these steps, you can create a new ticket for the user.
Details to creating tickets.
Follow the instructions to provide details while creating tickets:
* Summary: Type in a brief summary of the ticket issue. As you type, the system will provide suggestions. If a suggestion closely matches your issue, select it from the list. If it's a new issue and there is no suggestion, manually input a summary.
* Description: Enter a detailed description of the ticket issue in the description box.
* Customer:- Select the customer to which the user having issue belongs
* Site:-Select the site to which the user belongs from the drop-down.
* User:-Select the name of the user from the drop-down.
*Contract: Choose the appropriate contract from drop-down menu for the ticket.
Note:- Marked * steps are mandatory fields and those must be updated to get ticket created
Adding Time Entry
Navigate to the service desk module on side navigation bar and select "Tickets" section.
Open the ticket you want to add notes with time entries.
At the top of the screen, there's a timer. Please click 'Start' when you begin working and 'Stop' once you've completed the work..
In the notes & time screen, you can choose the "Status", "Work Role" and "Work type" of the ticket.
If you want to add a predefined notes, Add it using "Canned Notes" and "Business Cycle" for marking the operating hours.
After completing the work on that ticket you can close by just clicking the close button on the right top of the screen.
After closing the ticket it will go to the "Ready to Bill" section.
Create an Invoice for a ticket with an Actual contract
Step 1: Head to the "Billing" section in the side navigation bar and choose "Ready to Bill" from the list.
Step 2: There will be a dropdown menu to select the customer, contract and service type for choosing the relevant option. When selecting the customer drop-down, a side drawer will appear on the right to choose the customer.
Step 3: The user has the option to choose a single ticket and will encounter a dropdown menu to specify the time entry, product, and expense, enabling them to create an invoice. Additionally, the user has the option to create the invoice by selecting all items using the checkbox situated to the left of the item ID/type.
Step 4: A new window will appear when the invoice is generated. You can select the invoice type from the dropdown menu at the top left. Additionally, you can choose the default template from the dropdown menu located at the top right of the window.
Step 5:To initiate the invoice generation process, users can click the 'Generate & Send' button. Additionally, they can access a dropdown menu located at the top right, labeled 'Generate & Send', providing options to either 'Generate & Save' or 'Save as Draft'.
NOTE
To introduce a new item into the categories of 'Ad-Hoc,' 'Product & Expense,' and 'Service,' there exist corresponding options labeled 'Ad-Hoc+,' 'Product & Expense+,' and 'Service+,' respectively.
The user has the option to input 'Tax' and 'Discount' manually.
The generated invoice will be seen in the 'Invoice' section where we can change the status from the dropdown
