Working with Projects
The DYCE Prepaid Services app is an extension for DYCE Project Billing and enables the use of Prepaid Services in combination with Projects. In DYCE Project Billing, Projects are used for time recording and billing of all types of services and the integration with Sales. Background on how to build and set up Projects is explained in this part of the DYCE documentation.
Creating Project Tasks from the Sales Order
After a Sales Order has been created which includes a Service Billing Item and the Prepaid Service No. specified, the Create Service Project Tasks action (via action group Home) can be used to create the Project Tasks including the Project Planning Lines for the respective activities. The prerequisite for calling up the action is that the Sales Order contains a link to a Project.
Project Tasks and Project Planning Lines
Project Tasks and Project Planning Lines form the basis for time recordings and the related billing of services. Information on Prepaid Services can also be provided this way. On the Create Project Tasks page, the lines with Service Billing Items are displayed, including the Prepaid Service to be used. For each Project Task, a Project Planning Line is created with the Line Type Budget and the respective Prepaid Service No.. The remaining fields in the Project Tasks and Project Planning Lines are populated in the usual manner.
When Time Recordings are posted, another Project Planning Line is created with Line Type Billable based on the Budget Project Planning Line and including Prepaid Service No..
Whether the Prepaid Service No. is consumed (via a balance line) is determined per Time Recording, not per invoice. Each Time Recording has a Service Date. This date is compared to the validity period of the Prepaid Service Ledger Entry. The invoice's own Posting Date does not matter. If the Service Date is inside the validity period and credit is still available, the amount uses up the credit and is covered by the balance line. If the Service Date is outside the validity period, the amount is billed normally instead, and the credit is not used.
An invoice can have Time Recordings both inside and outside the validity period. In that case, the balance line only covers the part inside the validity period, and the rest stays on the invoice as a normal amount. Based on the balance line, Prepaid Service Ledger Entries are created and linked to the posted invoice.
This works the same way for invoices created through sales orders and for invoices not linked to a Sales Order. It also works the same way for every Prepaid Service Type (Amount or Quantity) and Accrual (One-time or Periodic).
For more details on Project Tasks and Project Planning Lines, see this part of the DYCE documentation.
If none of the Time Recordings on an invoice have a Service Date inside the validity period, no balance line is created. A notification informs the user that no credit is available.
In addition to automatically creating Prepaid Service No. in Project Tasks and Project Planning Lines, you can also specify them manually.