Salesforce Work Order is typically used to help its users track tasks to be completed on their products.
If you are using Payment Center as your payment system and would like to integrate Work Orders to streamline your process, you have the option to utilize the Payment Center Connector For Field Service. This will enable you to easily generate invoices and process payments directly from the Work Order page, offering numerous benefits. 
 

Installation

If you are interested in using Payment Center Connector For Field Service, contact us at support@kulturra.com

 

Create an Invoice

To generate an Invoice from Work Order:

Step 1: Ensure that Account is populated in the Work Order.

Step 2: Click on "Create Invoice" button. If the button is not visible, you may need to modify your page layout to display it.

Sample Invoice created from Work Order.

Notes: 

  • The Contact and Work Order Line Items will be copied over to the Invoice.
  • Work Order field will be automatically populated in the Invoice.

 

Custom fields in the Work Order object

The following fields can be displayed in the Work Order page layout as needed:

  • Total Balance Amount: fw10__Total_Balance_Amount__c - contains total balance amount (Total Price - Total Paid Amount)
  • Total Invoice Amount: fw10__Total_Invoice_Amount__c - contains invoice total amount
  • Total Paid Amount: fw10__Total_Paid_Amount__c - contains total amount that has been paid

 

Custom Settings

Before delving into batch invoicing, let us first discuss the configurable settings of the application. If you navigate to Setup, and locate Custom Settings | Payment Center + Field Service Settings, you will find the following options:

  • Merge Work Order Into Single Invoice (checkbox): This field sets the default value of Merge Work Order Into Single Invoice in the Create Work Order Invoice selection window. If checked, invoices will be generated in a manner where all Work Orders associated with the same account will be merged. Otherwise, there will be one invoice per work order.
  • Send Invoice Automatically (checkbox): This field sets the default value of Send Invoice Automatically in the Create Work Order Invoice selection window. If checked, Invoices created will be automatically sent to the Account’s Billing Contact.
  • Attach Service Report (checkbox): This field sets the default value of Attach Service Report in the Create Work Order Invoice selection window. If checked, system automatically attaches Service Reports if there's any.
  • Generate Batch Number (checkbox): This field sets the default value of Generate Batch Number in the Create Work Order Invoice selection window. If checked, system generates number based on Batch Number Format and Batch Number fields.
  • Batch Number Format (text): This field sets the format of the Batch Number that will be generated in the Invoice.
  • Batch Number (number): This field contains the current batch number. It increases every time a batch number is generated.
  • Batch Notification Email (email): If this field is populated, an email will be sent to the email address after every batch job has been completed.
  • Sync If Invoice Exists (checkbox): This field enables syncing between Work Order and the Invoice. This only works with Invoices with one Work Order.

 

Batch Invoicing

When dealing with multiple Work Orders, you have the following options:

  • To generate separate Invoices for each Work Order
  • To merge multiple Work Orders into a single Invoice, by Account
  • To automatically send Invoices
  • To attach Service Report
  • To generate batch number
  • To combine multiple options mentioned above

 

To generate separate Invoices for each Work Order:

Step 1: Go to Work Order list view

Step 2: Select the Work Orders to be invoiced

Step 3: Click "Create Invoices" button. If the button is not visible, you may need to modify your list view layout to display it.

Step 4: In the Create Work Order Invoice selection window leave "Merge Account Work Orders in a single Invoice" checkbox empty and click on Create Invoices button.

Note: If a Work Order that has been selected has already been invoiced (Invoiced__c = TRUE), it will be excluded from invoice creation.

 

To merge multiple Work Orders into a single Invoice, by Account

In the Create Work Order Invoice selection window, check "Merge Account Work Orders in a single Invoice"

Click Create Invoices button

Note: If Work Orders of the same Account are merged into a single Invoice, created invoice will have a blank Contact and blank Work Order.

 

To automatically send Invoices

In the Create Work Order Invoice selection window, check "Send Invoice Automatically"

Click Create Invoices button

Note: Invoice will be sent to Account's default Billing Contact

 

To attach Service Report

In the Create Work Order Invoice selection window, check "Attach Service Report"

Click Create Invoices button

 

To generate batch number

Ticking Generate Batch Number checkbox will update the Invoice with a generated batch number. It contains a group Work Order Invoices created during “batch run”. The number will be generated based on the Batch Number Format and Batch Number set in the Custom Settings.

Sample Invoice with generated Batch Number:

 

To combine multiple options mentioned above

In order to use multiple options, simply select the corresponding checkbox.

General Rules:

If both the options "Attach Service Report" and "Send Invoices Automatically" are selected and the Work Order contains a Service Report, the Service Report will be included as an attachment in the email. Otherwise, the Invoice PDF will be attached.

 

Set schedule for Invoice generation

The connector enables users to establish a schedule for generating Invoices. Users can set the invoice schedule at the Account level. It can be daily, weekly, monthly or quarterly.

  • Daily - system will create an invoice containing all the WOs for the day
  • Weekly - system will create an invoice containing all the WOs for the week. If an account is set to be invoiced weekly, they will receive the invoice at the end of the week.
  • Monthly - system will create an invoice containing all the WOs for the month. If an account is set to be invoiced monthly, they will receive the invoice at the end of the month.
  • Quarterly - system will create an invoice containing all the WOs for the quarter. If an account is set to be invoiced quarterly, they will receive the invoice at the end of the quarter.

A scheduled job will pick up the completed Work Orders that have not been invoiced and generate the corresponding invoices according to the predetermined schedule.

To set a schedule, in the account, select the frequency from the Invoice Schedule dropdown:

 

Batch Payments

Some companies receive a significant number of check payments. Payment Center has developed a way to enter these check payments easily. The process is like a spreadsheet-type interface, where user can enter a batch number/reference, then the screen will display all the invoices contained in the batch. The screen allows entry of check numbers and check amounts, then process the payments in one click.

For more detailed information about this functionality, click on this link: Batch Payments