Billings
Where are variance codes and approvals located for visibility to all internal resources?
The sales order header notes in AX
(The PM should always add the variance code and approval to the SO header)
What is the first level resource for billing/PMO questions?
Process Guides, workflows, SOPs, and any reference material, TeamWork
*Credit will be given to any of the above answers*
What is the best practice for file naming conventions in TeamWorks?
Naming conventions should be clear and concise to decrease the time looking for documentation needed to support our customers.
For Example:
Signed & Executed Change Orders: Change Order #1
NOS
Purchase Order
Contract
When something is invoiced incorrectly who is responsible for submitting the credit memo request?
Who handles Certificate of Insurance inquires?
Christine Guggina
How are labor variances calculated?
Difference between the sell price (cost to customer) and the cost price (cost to installer).
These prices are located on the Labor Price Sheet provided by Field Services.
What is the 2nd level resource for billing/PMO questions?
Your teammates or internal resources
Why does $0.00 items on the sales order require a variance code and approval from the PMO group?
As a organization we have to account for all discounted or free cost regardless of when the cost adjustment occurred.
Who is responsible for issuing credits for freight overages and why?
The PMO group, as this cost should be captured in the quote and/or change orders.
The billing team is strictly transactional and should not make decisions on what is billable to the customer.
When a project doesn’t have any AX invoices to bill for the month, what is the next step to determine the status of billing?
Follow-up with the PM
What is included in the $4,200 cost of the 3 Day System Setup and Training (SST)?
Misc. Travel
(the biller should not inquire with the PM if any misc. travel cost is billable to the customer as it is included in the price)
What is the expected turnaround time for labor billing tickets on the 1st attempt to get information from the PM?
48 hours
Why and when is it important to schedule a internal meeting?
When a quick resolution can not be made and indicated in the TeamDesk ticket.
This eliminates the back and forth notes in the TD Ticket, and provides better customer service to our customers. This applies to both the Billing Department and PMO Group.
Who is responsible for submitting credits for tax overages?
The PMO group per the directives of Bryan Busby.
Who is responsible for getting ownership change documentation?
Christine Guggina
When the installer invoice and PO matches, but one of the line items are not listed on the SO what is the next step?
Filter by the projects Dimension 6 to determine if that line item is on another associated sales order.
If yes, process the line on that sales order (notate both sales order numbers on the invoice and Close Out Summary form)
If not, the PM should have a signed and executed change order that supports the work the installer was sent out to perform prior to the line being added to a sales order.
What is the expected turnaround time for pay app/manual billing tickets on the 1st attempt to get information from the PM?
72 hours
How should change orders appear in AX?
A new quote should be created and converted into a new sales order that is associated to the main sales order by the dimension 6.
The PM should never add or remove lines from the main sales order due to a additive/deductive change order.
Who has the responsibility to approval labor variances?
Aimee Egesa
What are the ways to search for a project within TeamWorks?
Project Name
Sold To Account
Bill To Account
Sales Order Number
When a project is complete but there are open line items on the sales order, what is the process for these open line items?
The PM should validate with the Biller if the cost is billable to the customer per the contract type. If the cost is billable the billing team will invoice out the open lines. If the cost is not billable the PM will mark them to be deleted.
When should a TeamDesk ticket be moved from the Waiting on Operations status into the Escalation Project status?
Labor: After the 1st attempt has been made to obtain information from the PM and a response to resolve the issue has not been provided.
Pay App: After the 1st and 2nd attempt has been made to obtain information from the PM and a response to resolve the issue has not been provided.
**Credit will be provided if one of the above answer if given.**
What is the process for submitting a installer deduction/back charge request to the Billing Department?
1. Email the installer advising of the back charge
2. On the same email forward to the manager for approval
3. Complete the Deduction/back charge template
4. Email all of the above to the appropriate Contractors Inbox for assignment and processing
*Credit will be provided if you get 3/4 of 4 correct*
Who on the approval matrix is able to give product or labor away for free of charge?
Aimee, Bryan, Nico, Kelly Bowers.
These request should be submitted to your respective manager and they will reassign in accordance with the approval matrix.
When material or labor must be adjusted where should this be reflected?
This assist the Biller with understanding the project status and impacts the Billing Departments BRM reporting.