Service Customer Orders

Overview

• Service Only Customer Orders
  Service Only Customer Orders:
  Service-only customer orders are designed for billing service activities without involving inventory movement. This type of order is ideal for scenarios where you charge a customer for tasks such as inspection, packaging, or administrative handling without shipping or receiving physical goods.
  
  

  Key Features:
  Non-inventory-based: These orders focus solely on services rendered—no item shipping or pallet movement is required.
  
  

  Streamlined entry: Navigate to New Order, select a customer, set the ship/service date, and choose Service under the "What" dropdown when creating an order line.
  
  

  Clear pricing and description: Input the Service Code & Service Price.
  
  

  Zero-dollar merchandise and freight: Since there is no inventory, line totals often reflect only the service costs entered.

Order Creation and Release

• Creating a Service Only Customer Order
  Creating a Service Only Customer Order:
  
  

  A concise and user-friendly walkthrough for generating a service-only customer order within the system:

  
  1. Begin by navigating to the Sales menu and selecting the Orders option.
  
  

  
  2. You will be directed to the active sales orders screen. To initiate a new service-only order, click the New Order button located at the top of the page.
  
  
  3. This opens the New Order Header screen. Enter the customer’s name — matching results will appear automatically via the autocomplete feature. Be sure to provide the Ship To address as well. Once all required fields are completed, click Save to proceed to the order entry screen.
  
  
  4. The system will now display the Order Line 1 screen, which begins the order entry process. By default, the system prepares to add an item. To switch this to a service entry, use the What dropdown menu and select Service. The interface will adjust accordingly to reflect a service-based order layout.
  
  
  5. After selecting the Service option, the Customer Item # field will update to display as Service Code. Begin entering the appropriate service code related to the services being billed to the customer. As you type, the autocomplete feature will assist by suggesting relevant matches. Also, make sure to enter the quantity associated with the selected service code. For instance, if the service involved 2 hours of work for a miscellaneous charge, simply input “2” in the Quantity field. When all details are entered, click the Add/Update button to apply the service line to the order.
  
  
  6. Clicking Add/Update will insert the service line into the customer's order and automatically advance you to the next line, allowing you to enter additional services if needed. Continue adding service codes and corresponding quantities as required.
  
  
  Benefits of Service-Only Customer Orders in ERP Systems
  • Streamlined Billing: Easily create orders for services such as labor, consulting, or installations without tying them to inventory items.

   

  • ERP Integration: Manage service-based revenue directly within your ERP system for centralized financial tracking.

   

  • Flexible Entry: Use service codes and quantity fields to accurately reflect hours worked or fees charged.

   

  • Accurate Invoicing: Ensure all customer charges are properly documented and billed in real time.

   

  • Ideal for Service-Driven Businesses: Perfect for companies that rely on non-product-based transactions or need to invoice for custom work.

   

  • Improved Workflow Efficiency: Reduces manual entry errors and provides a clear, step-by-step structure for service order creation.

   

  • Customer-Specific Customization: Tailor service orders by customer, service type, and quantity for precision and clarity.

• Releasing a Service Only Customer Order
  Releasing a Service Only Customer Order:
  
  A quick and helpful guide showing how to release a service only customer order.
  
  1. Once your service-only customer order is fully created and ready for release, simply proceed with the process by clicking on the light blue Release button. Doing so will update the order status to Ready to Invoice, indicating it is prepared for billing.
  
  

  
  2. Be sure to confirm the release by clicking “OK” on the popup prompt that asks if you’re certain about releasing the entire sales order. This finalizes the release process.
  
  

Invoicing

• Key Information
  Key Information:
  

  • Invoicing for Service Only Customer Orders begins once the order is moved to the Ready to Invoice status after release.

   

  • Since there are no physical items involved, the system skips picking and manifesting steps—enabling faster processing and direct invoicing.

   

  • Users should confirm that all service codes, descriptions, and quantities are accurate before releasing the order, as invoices are finalized at the point of release and cannot be modified afterward.

   

  • Once released, the order automatically transitions into Ready to Invoice status, which when invoiced, becomes part of the customer's AR balance.

   

  • These invoices are accessible through the AR module for tracking open balances, payment status, and customer billing history.

   

  • Invoices can be emailed directly to the account’s designated primary contact, enhancing communication and reducing billing delays.
  
  Service order invoicing in Inspired is designed for efficiency—helping teams streamline billing, reduce errors, and maintain accurate financial records. With finalized invoices generated at release, ensuring precision upfront is critical for smooth AR operations and customer satisfaction.

• Invoicing a Service Only Customer Order
  Invoicing a Service Only Customer Order:
  A brief and easy-to-follow guide on how to invoice a Service Only Customer Order in the system.
  
  Once the order is released, it will automatically move to Ready to Invoice status, as no physical goods are involved in the process.
  
  1. Begin by navigating to the Sales → Orders screen from the main menu.
  
  

  
  2. On the Orders page, locate your Ready to Invoice order by entering either the Customer Name or Order # in the appropriate search field, then click Search to display the results. 
  
  
  3. Once you've located your Ready to Invoice service-only sales order, click the pencil icon in the Action column to open the order for invoicing.
  
  
  
  4. This action will navigate you directly to the sales order header. Scroll down to the bottom of the page where multiple action buttons are available, then select the light blue "Invoice" button to proceed.
  
  
  5. After clicking the light blue “Invoice” button, a confirmation prompt will appear at the top of the screen, asking if you’re sure you want to proceed. This marks the final step in the invoicing process—commonly referred to as the "point of no return" within the Inspired ERP system. Before continuing, double-check that the service-only customer order includes the correct services and accurately reflects the number of hours worked. Once you’ve verified the order details, click “OK” to finalize the invoice.

  Note: If the customer is configured in the system to receive automatic invoicing emails, they will be sent the invoice immediately after this step is completed.
  
  
  6. After the invoice has been successfully generated, the order status will update to "Invoiced." If the system is configured for the customer to receive automated invoicing emails, they will be sent a copy of the invoice at this point.
  
  

• Emailing Invoices to Contacts
  Emailing Invoices to Contacts:
  
  A streamlined guide for sending previously generated invoices to additional contacts associated with a sales order.
  
  1. Begin by hovering over the Sales menu and selecting the Orders option from the dropdown.
  
  

  
  2. Once you're on the Orders screen, you will see order status options under the Order # textbox at the top left of your screen. Clicked on the Invoiced option to view all recently invoiced orders.
  
  
  3. Once you're on this screen, further specify by typing in the order # in the order # textbox field & press Search.
  
  
  4. Once your invoiced sales order appears, locate the Action column and click on the email icon to begin the process of sending the invoice via email.
  
  
  5. This will open a new screen displaying the email composition layout. All associated contacts for the customer will automatically populate in the To field, separated by commas. You may add additional recipients in the CC field if needed. Scroll down slightly to confirm the invoice is attached at the bottom. Add any relevant message content to the email body, and when ready, click the dark blue Send button to deliver the email along with the invoice attachment.
  
  
  

Applying Payment

• Key Information
  Key Information:
  Effectively managing AR cash receipts is a critical part of the receivables workflow in Inspired ERP. The AR Cash Receipts module provides users with a centralized view of incoming customer payments—whether applied via check, credit, ACH transfer, or other methods. This screen helps streamline cash application processes, offering detailed insights into payment status, amounts deposited, reference details, and user actions.

  
  

  • Search & Filter Options: Easily locate cash receipt entries by Customer, Check #, Date Range, Reference #, Payment Type, or Bank. Use sorting and subtotals to view results by date, customer, or payment method.

   

  • Receipt Types: The system tracks various receipt types including:

   

  • Check – Manually received check payments.

   

  • Apply Credit – Application of existing credit balances.

   

  • Externally Processed ACH/Transfer/Wire – Electronic payment methods handled outside the system.

   

  • Action Icons: Use the icons under the “Action” column to view detailed receipt information, reverse a transaction if needed (based on permissions), or analyze the distribution of payment to invoices.

   

  • Receipt Status: Keep track of whether a receipt is “Posted” and successfully distributed, with full visibility into the associated AR period and total distributed amount.

   

  • Audit Trail: Every entry shows the user responsible for processing the payment, providing accountability and transparency.

• Applying a Cash Receipt
  Applying a Cash Receipt:
  

  A simple, step-by-step guide to applying a cash receipt to a sales order.

  
  1. Start by navigating to the Accounting menu. From there, go to Accounts Receivable, and select AR Cash Receipts.
  
  

  
  2. You’ll be taken to the AR Cash Receipts screen. To initiate a new cash receipt entry, click the Add New button located at the top of the page.
  
  
  3. This will take you to the New Cash Receipt screen. Enter the total payment amount, payment date, payment method, and the customer associated with the receipt. Once all required fields are completed, click the dark blue "Distribute $" button to proceed.
  
  
  4. You will now be directed to the Distribution of Payment screen. If a customer was entered earlier, a list of that customer's outstanding invoices will be displayed. On the left-hand side, under the Action column, you’ll notice two icons next to each unpaid invoice.

  
  • Clicking the money sign icon will automatically allocate the full payment amount to the selected invoice.
  
  

  
  • Clicking the plus icon allows you to manually enter a specific payment amount, enabling partial payments or distribution of funds across multiple invoices.
  
  5. Once you’ve finished allocating the payment—whether to a single invoice or across multiple customers—click the dark purple "Back to Header" button located at the top of the screen to return to the main receipt summary.
  
  
  6. You’ll now be returned to the main New Cash Receipt screen. With the payment distribution completed, click the light blue "Close Payment" button near the top of the page to finalize the receipt.
  
  
  7. You’ll be redirected back to the AR Cash Receipts screen, where you’ll see the status updated to Ready to Post. To complete the process, click the orange "Post" button located at the top right. A confirmation prompt will appear—select OK to officially post the cash receipt.
  
  
  8. Once posted, a confirmation message will appear at the top of the screen indicating that the batch has been successfully submitted. To verify the posting, navigate to the Show dropdown menu on the right side of the screen, select Posted, and locate the most recent entry. Your newly posted cash receipt should appear at the top of the list, displaying the associated amount and customer details.
  
  

Customer Order Documents

• Key Information
  Key Information:
  Customer Order Documents in Inspired ERP provide organized, easily accessible records for sales orders, ensuring teams have accurate and timely documentation to support order fulfillment, customer communication, and financial reconciliation.
  
  • Proforma:
  Proforma documents are preliminary invoices generated before the official sales invoice. They offer a preview of order details and pricing, useful for international shipments or customer pre-approvals. These documents are not considered final and do not affect accounting balances.
  
  • Invoices:
  Invoices are finalized billing documents that reflect the goods or services provided to the customer. Once a sales order is invoiced, it is locked and posted in the system—ensuring accounting accuracy and consistency. These documents are critical for both revenue tracking and accounts receivable processes.
  
  • Statements:
  Statements provide a summarized view of a customer’s account activity, including open balances, recent payments, and past-due invoices. Statements are often sent monthly and serve as a tool for both customers and accounting departments to maintain accurate account reconciliation.
  
  • Attachments:
  Attachments allow you to store supporting documents with each order, such as signed delivery slips, proof of service, customer correspondence, or scanned purchase orders. Having everything centralized within the sales order improves documentation trails and enhances audit readiness.
  
  These customer order document types ensure clarity, compliance, and communication throughout the order lifecycle. Inspired ERP continues to enhance this functionality by supporting new formats, improving document visibility, and optimizing access—helping you maintain accurate records and drive informed decision-making.

• Proforma
  Proforma:
  Proforma invoices are preliminary billing documents that summarize goods or services before an official invoice is generated. In the Inspired ERP system, proformas serve as a useful tool for providing customers with a detailed preview of charges associated with a customer order before the order is finalized or invoiced.

  
  • Proformas do not affect accounting or inventory; they are strictly non-posting documents meant for customer review and internal approval purposes.

   

  • These documents can be generated from the Sales → Orders screen once an order has been created, picked, and verified.

   

  • Proformas display all line items, quantities, pricing, and totals, and are formatted similarly to final invoices—making them ideal for quote approvals or purchase confirmations.

   

  • To print or email a proforma, simply open the order and click on the Proforma button located near the bottom of the order screen.

   

  • If any changes are made to the order, a new proforma should be generated to reflect the updated pricing or services.

   

  Using proformas within Inspired ensures transparency, avoids miscommunication with customers, and supports smoother order approvals—especially for service-only orders.

   

• Invoices
  Invoices:
  

  Invoices are finalized billing documents generated within the Inspired ERP system to officially record revenue and initiate customer payment collection. They serve as permanent financial records—once an invoice is created, the sales order tied to it becomes locked and cannot be modified.

  
  
  • For service-only customer orders, invoices are created immediately after the order is released, since no physical goods are being shipped or manifested.

   

  • For orders containing inventory items, the order must first be manifested before it enters a Ready to Invoice status. Only then can an invoice be generated.

   

  • Invoices reflect a complete breakdown of services or items sold, including quantities, rates, and taxes.

   

  • Once an invoice is created, it is final and cannot be undone or changed in Inspired. It’s critical to confirm the sales order is correct before proceeding with invoicing.
  
  • If the customer is configured for automated invoicing emails, the system will send the invoice automatically upon creation.
  
  • Invoices can be emailed directly from the Order Entry screen by clicking the email icon under the Action column. This sends the invoice to the customer contacts associated with the order.

• Statements
  Statements:
  Statements provide a clear snapshot of each customer’s account status, including all open invoices, credits, and outstanding balances. They are essential for managing accounts receivable, helping both internal teams and customers stay on top of unpaid invoices, due dates, and aging balances. Statements can be printed or emailed directly from the system and are a key tool used during collection efforts and monthly reconciliation processes.

   

  • Statements can be accessed from Accounting → Accounts Receivable → AR Statements.

   

  • Each line displays a summary of customer account activity, including Open Invoices, Open Credits, and totals broken down by aging buckets.

   

  • Expanding a row reveals individual invoice and credit memo details such as Type, Date, Due Date, Total, Paid, Status, and Days Past Due.

   

  • The Status column shows whether an invoice is open and may include warnings like "(1 Day)" or "(Due in 9 Days)" based on aging.

   

  • Credit memos are displayed with negative values and reduce the total balance due for the customer.

   

  • The Action column includes icons to view, print, or email a customer’s latest statement.

   

  • Statements allow your AR team to identify overdue payments, apply credits, and communicate effectively with customers about their outstanding balances.

   

  • You can generate formal PDF statements from this screen for emailing or printing purposes.

• Attachments
  Attachments:
  Attachments are used throughout the Inspired system to store important supporting documents—such as contracts, scanned forms, invoices, photos, maintenance reports, or any relevant external files—within a specific record. This allows users to centralize key documentation for quick access, improved recordkeeping, and audit readiness. The folded-paper icon typically represents where you can upload or view attachments.
  
  

  

  
  

  Sales Module – Where Attachments Can Be Added:

  • Sales → Orders

  Attach documents to a sales order by clicking the folded paper icon under the Action column.
  
  

  • Sales → Customers

  Use the arrow under the Action column, then click the Attachments icon to upload customer-specific files.
  
  

  • Sales → Leads & Prospects

  Similar to customers, click the Action arrow and then the Attachments icon to store files related to potential clients.
  
  

  Warehouse Module – Where Attachments Can Be Added:

  Warehouse → Item Master

  • Access the Attachments icon via the Action arrow to upload documents like spec sheets or vendor certifications for specific items.
  
  

  Assets Module – Where Attachments Can Be Added:

  Assets → Assets

  • Attach files directly to assets such as manuals, warranty info, or repair documents using the folded paper icon.
  
  Assets → PM Schedules

  • Click the Attachments icon to include documents related to preventive maintenance plans.
  
  Assets → Maintenance Events

  • Upload service reports, technician notes, or other event-related files to a specific maintenance entry using the paper icon.
  
  

  Purchasing Module – Where Attachments Can Be Added:

  Purchasing → Vendors

  • Open the Action dropdown, then click the Attachments icon to store vendor agreements or tax forms.
  
  Purchasing → Purchase Orders

  • Use the paper icon under the Action column to add files such as supplier confirmations or packing lists to each PO.
  
  

  Accounting Module – Where Attachments Can Be Added:

  Accounting → Accounts Payable → AP Invoices

  • Add supporting invoice documentation by clicking the Attachments icon under the Action column.
  
  

  Reports Module – Where Attachments Can Be Added:

  Reports → Accounts Receivable → AR Invoice Register

  • Use the paper icon to attach backup documents to individual invoice records.
  
  Reports → Accounts Receivable → AR Credit Register

  • Upload files supporting credit memos directly to the credit record.
  
  Reports → Accounts Receivable → AR Overpayment Register

  • Store documentation related to overpayments by using the Attachments icon.
  
  Reports → Accounts Receivable → A/R Invoices/Credits/Over Payments

  • Centralized access point to manage attachments across invoices, credits, and overpayment transactions.