Engineers and billing staff with the required permissions
Actuals and service billing
Review performed work before handing it to an ERP.
What to do
- Record actual labour and parts against the correct report. Choose the relevant approved service item when applicable and enter the true quantity.
- Review differences from quotation scope. Unapproved additional work or quantity overruns require review before billing handover.
- Check billing readiness, including Customer PO number, Engineer name, Description, Service report number, Equipment serial number and Model.
- Submit the ready report through the permitted handover action. Preserve the submission reference and check its status rather than sending a second unrelated submission after a timeout.
- Review material and invoice confirmations separately. A pending or unclear ERP response is not proof that nothing happened.
- Open the report and expand Review recorded time and material. Check hours or net consumed pieces after returns, select the approved offer position where applicable, enter the review reason and confirm the source, quantity and assignment. Add the reviewed entry; this does not change stock or create an invoice.
- In a report’s Billing readiness section, Company commercial review settings stores company-wide advisory preferences. Configuration requires both company administration and billing-review rights; Billing can read saved versions and use the hypothetical preview. PO exception requests start disabled and the quantity escalation percentage starts unconfigured. Save an explicit percentage or leave it empty, with a reason. The preview uses total actual quantity across reports in the same unit and exact decimals. Even within the advisory threshold, excess quantity still requires revised customer approval; a missing PO still blocks billing. These settings neither waive a PO nor create an invoice, tax calculation or approval. Refresh protects unsaved inputs; uncertain replies can be retried with the same intent.
- From a current frozen handover, an authorized billing user can explicitly request a SAP invoice draft only when a customer contract and operator authorization are available. Verify item codes, tax codes and units. A draft is not a final invoice or material movement. After an uncertain response, integration staff reconcile the existing reference without posting again.
- Open Customer POs and position assignments on the report. Record exact references for this work order and assign each current actual position deliberately; another report does not inherit the assignments.
- Review the preview, then confirm with a reason. Explicitly adopt the one assigned PO as the single billing reference only after checking all positions.
- To inspect separate billing by customer PO, save the explicit position assignments first, then load the billing preview in the PO section. Choose operating invoices or local simulation. It shows original invoiced quantities, remaining quantities and amounts before tax in each original currency. Payments, credits and reopening do not release original quantities. Unknown historical bindings, changed sources and rounding differences require review. This preview saves nothing; separate invoices cannot yet be confirmed or issued here. The existing single-PO handover checks remain active.
Before you continue
Software subscription charges are separate from your company’s service billing workflow.
Live SAP posting is not enabled merely because the local simulator demonstrates the process. Real integration requires an approved configured adapter.
Already reviewed sources cannot be added twice, including material assigned to another report. If time or returns change, refresh and review the changed source to update the existing entry before preparing or submitting the report. A full return voids the linked actual entry; the review history remains.
Commercial handover is a separate internal review. Choose an existing customer contact and recorded coverage evidence for every actual position, exact service date and reviewed business time zone. Unknown or conflicting coverage blocks preparation; separate repair warranties need deliberate review and never imply free work. Quantities include other visits and prices/rounding remain those of the exact approved offer. Freeze a version only after explicit review. The internal JSON export retains a stable package ID, report/approval/actual revisions and one durable export record; retries do not send anything or book an ERP. Changes to contact, source data, offer/coverage or usage mark earlier packages outdated; original signed reports and exports remain available. This is not an invoice: real tax, invoice and ERP mapping policies remain unconfigured.
Coordination prepares an offer for the work order. Service management or the organization owner records verified customer approval for that exact version. Linking an offer to a finding does not approve it.
A new offer version needs its own approval. Record actual work separately and use the approved positions. Coverage evidence does not automatically change prices; this offer does not calculate tax.
Billing reviews the saved report, PO, billing contact, approved version, actual quantities and coverage for the service date and time zone. Check readiness again after changing inputs. A positive preview is not a saved handover.
Freezing creates an internal snapshot. The JSON export preserves that snapshot; it is not an invoice, payment or ERP booking. Any SAP draft operation is separate and requires its own current authorization and checks.
Keep this form open until saving is confirmed. Cancel navigation to continue or deliberately discard changes. After a lost response, retry the same unchanged action; after a conflict, review the current saved version. Unsaved inputs are not guaranteed to survive Back, reload or closing the page.
Synthetic invoice draft: TEST DATA ONLY — NOT AN INVOICE — NO PAYMENT DUE
Complete a current billing handover with a purchase order and uncovered labour, a German company profile and a declared tax identifier. Then refresh.
The seller is an unregistered sole trader. Registered businesses and companies require additional legal details and are outside this pilot.
Saving was not confirmed. Keep this form and retry with the same data, or refresh to inspect saved versions.
Source changed: this historical draft must not be treated as current.
Pilot date range: 2026-01-01 to 2026-10-09. Other dates and scenarios need review. Declared tax identifiers do not prove registration.
Finalize and correct test invoices: Synthetic test documents only. Test numbers use SIM. No legal invoice, payment request, accounting entry or external delivery is created.
I reviewed the current draft, amounts and sources and confirm synthetic local use only.
I reviewed the original and want to reverse its full amount in this local simulation. Partial corrections and self-billing are outside this step.
Action not confirmed. Keep the form, inspect saved documents and retry with the same data.
Missing, changed or mixed assignments block billing. No automatic invoice or quantity splitting. Existing signed versions stay unchanged; a PO reference is not approval, signature, budget coverage, payment or a supplier order.
Questions and troubleshooting
Pending confirmation: should I send again?
No blind retry. The external system may already have booked the request. An integration manager must reconcile the existing reference using the supported recovery workflow.
Material confirmed but invoice failed?
Keep the material confirmation. Resolve the invoice side through the supported retry/reconciliation action rather than reposting both documents.