Creating a Ticket

Billing begins by creating a ticket. There can be multiple tickets per invoice, but a ticket is split up among various fields which will be discussed later. There are a few different ways to create a ticket; Ticket Invoice Entry Free Form and Detail Billing.

Ticket Invoice Entry Free Form

The Ticket Invoice Entry Free Form, TIEFF, can be accessed in two different ways: T&M>Maintenance>Ticket Invoice Entry – Free Form or Billing> Billing – 1 Ticket Entry; both of these options will lead you to the same screen.

The first screen of the TIEFF houses all the key information for creating an invoice. Most of the information cannot be changed once keyed in without going through extra steps or contacting the IT department, so be mindful of what goes on this first page.

Creating a new invoice

Customer Number
Customers are setup prior to billing begins

Customer Location
Customer locations allow for specific locations per division/purpose. New locations are setup either in the AR or IT Department.

Job/Sub Number
You may only enter jobs that your security allows; this is usually designated by the GL sub account of your division.

Ticket Number
The ticket number is a self-created number and can be whatever you choose, it would be best to create a system if one has not already been created by your division. Daily number is a popular system.

Through Date
This is the date of the period covered by this billing.

Accessing a previously entered ticket

You may access any previously created tickets and make changes to the subsequent pages by keying in the information that was originally entered, as long as the ticket has not already been invoiced. To do this, click the arrow next to “Ticket Number”, enter the ticket number into the table, click enter, and click the word “Ticket Number”. The ticket number you entered should now appear on the top of the list. Click the uppermost line and the rest of the information (minus Through Date) will populate on the main TIEFF page.

Ticket Invoice Entry Free Form – Control Screen

Once on the second screen, you may begin entering in information pertinent to the invoice. This screen is the control page, this means that the information that you enter on this page follows the ticket number and is applied to each of the line items. Any information entered on this page is trackable through COGNOS reporting. Keep in mind that even though a field may say, for example “A/R Description”, this does not necessarily mean that this is the only information that may enter into this field. If you would like to track information that is not on this page, it is possible to use such fields in their place as long as the change is discussed with the IT department. Verify that this information is correct as the information on the next page will not be stored if you hit “Previous” to make changes.

Ticket Invoice Entry Free Form – Detail Screen

The detail screen contains the line items of an invoice.

Billing Type
The selection you choose here determines which table your information is entered into. In nearly all cases, you will select Material.

The CLS (Class) is setup within each division and helps the system determine what the prices of the specified line items should be. If you don’t know the exact information of the reference number (part number), then click the arrow next to Reference and select by using the table.

Is usually predetermined by the Reference, this is a mandatory field.

Override Code
If the information you would like to enter is not within the Item Master/Rate Master, then you may check the Override Code and enter in your own information.

Cost Distribution/Cost Type
To fill this information, click the arrow next to Cost Type and choose the cost type specific to the Job/Sub Job number of your ticket. Keep in mind that different cost types may have different implications setup within the job cost master; such as retention or handling.

This field is auto generated once you have completed entering the ticket so long as the Reference number is within the system.

Original AKA Invoice No/LEM Number
If an invoice has been reversed then this field will auto-populate with the Original AKA Invoice Number. If you make adjustments to a ticket after a reversal, you need to ensure that any addition line items also have this number populated.

The rest of the information is strictly used for you own tracking/detail and you may request that is become visible on your invoices.

Once you have completed entering your information, click Ok and, if the parts are setup properly within the system, the rest of the information should populate. Please ensure that “Override Code” is not checked unless you are manually entering information. If all the information is correct, click Control Totals. Keep in mind that after you click “OK”, generally the ticket is no longer editable at this instance, in order to make changes you need to finalize the ticket and re-access the ticket from the start of TIEFF. If you click previous, your data may be lost. Click “OK” to return to the initial ticket entry screen with the information on the start of TIEFF prefilled or “Exit” to return to the main screen.

Detail Billing

The Detail Billing can be accessed in two different ways: T&M>Maintenance>Detail Billing or Billing> Billing – 1A Line Item Detail; both of these options will lead you to the same screen.

All the information on this master screen should follow the same protocol as above. The one additional field, Billing Type is the same as the Billing Type found on the detail screen of the TIEFF where Inventory/Unit Price = Material.

Detail Billing is best used to make smaller and more finely tuned adjustments to the line items entered in the TIEFF. Most of the information should seem similar as it is nearly the same information that was entered in the detail screen, just displayed is a different fashion. A key functional addition is the No Charge feature. This feature allows for a line item to appear on an invoice with a $0.00 amount. You must also make sure that Override Code is checked for this feature to work.

Additional Information

Many of the divisions utilize different fields for different purposes. The codes being entered will reflect a different outcome depending on how it is setup in the Cognos report. There are many ways to access information. Say you need a particular ticket/invoice to be addressed to a specific location all while you need a coded location to be displayed on the invoice. One division uses the Job Master to display the location while another division uses the Location field (displayed on the second page of TIEFF) along with a 4 digit code to signify where the invoice should go.

Example: For Location: ARIZONA 0HES.
In this example, “ARIZONA” would display on the invoice while “OHES” will pull the address, city, state, zip, and attention specified within the report. Make sure to contact your IT Department’s Cognos Specialist when any changes are needed to such reports.

Another example would be how a particular division wants to associate the Forman with the ticket being entered. They now enter the foreman’s employee number in the Customer Invoice Number Field so a report may be built accordingly.

On the detail page (third page) of the TIEFF, the columns past “Description” have many different purposes per division. This includes, but is not limited to, the contract number, specific invoice detail, work order numbers, or a switch that tells the cognos report to display specific text within the final report.

A division wants the phrase “SWPP WAIVER & CALCULATIONS” to be displayed on some of their permit billing. This division is not using the LEM Approved by for Permit Billing so they will place the number “1” in the upper most LEM Approved by field; the specified text will now display on their invoice.

There are many possibilities within billing to make your job easier, please consult the IT Department to figure and learn new and faster ways to process billing.

T&M>Maintenance>Ticket Invoice Entry – Free Form fills several tables directly with an innate join

TMP06801 and TMP06802 fill the corresponding information into ARTCMT aside from Comments on TMP06802, these are entered into TMTCMH.

TMP06803 is a direct link to the TMT* series. The tables that is filled depends on the billing type selected.
- TMTDIN = Material
- TMTDPR = Labor
- TMTDEQ = Equipment
- TMTDJC = Job Cost
- TMTDJC = Sub Contract

It is most simple to track information using the AS400 based on ticket number.

After an invoice has been finalized, the AKA will populate on the specialized cross-over tables ARTOPCXT, APRTODXT, & ARTHSTXT for open control, open detail, and history respectively.

Note that in order to link the AKA with the TMT* series entry, you must create the join with one of the aforementioned ART* tables.

This is utilized by singling out the data by extracting the last four digits of this field to get the location code, and then taking the last four remaining digits off to display the original field.

If the information is going to be repeating information, rather than having the user input within each row, the formula MAXIMUM ([DATA POINT] for [TICKET NUMBER]) may be a solution for most columns and data, but not all.

Binary is used for text/column displays.

Creation date: 5/24/2016 10:26 AM      Updated: 5/24/2016 10:40 AM
Ticket Creation.pdf
573 KB