Invoice Process for Private Hydrant Maintenance

Invoice Process for Private Hydrant Maintenance

Purpose

  1. The purpose of this Knowledge Base Article is to demonstrate how the Invoice Process works for Invoicing Private Hydrant Service/Inspection.

Related Article


Video


Instructions


1. Navigate to the Hydrants Module > Hydrants List.

2. Edit the hydrant(s) to link to an Occupancy
  1. Enter the Occupancy address to link in the Responsible Occupancy field.
  2. Mark the Hydrant as Private.
  3. The number of linked hydrants will display in the Occupancy > Access > Number of Private Hydrants field









Step 2: Create a Hydrant Inspection Type


1. Navigate to the Hydrant Module.

2. Select Hydrant Service Checklist.

3. Select Add Checklist or clone an existing Checklist.

4. Create and save a checklist for servicing/inspecting private fir hydrants.

5. Refer to the Related Article for details.


Step 3: Mark an Occupancy Contact as the Fire Hydrant Billing Contact


1.  Navigate to Admin > Field Management (#1) to manage changes to the the Hydrant Billing Contact Roles Permission:
  1. Filter the list for Hydrant Billing Contact.  (#2).
  2. Select Edit Roles Permission (#3).
  3. Select update for the Role(s) you desire to allow the hydrant billing contact to be selected (#4).  This should be restricted to admin level role(s) only.
  4. Save when done (#5).





2. Mark a contact as Fire Hydrant Billing Contact in the Occupancy Record.
  1. Only 1 contact can be marked as such.





Step 4: Navigate to Invoices > Fee Schedule






Step 5: Select Create Line Item:






Step 6: On the General Tab:

  1. Create or set to the proper Billable Category (#1).
  2. Create or set tot he proper Type (#2).
  3. Name the Line Item (#3).
  4. Select "Each" for Unit (#4).
  5. Toggle on "Automate" (#5).
  6. Select "Complete a Hydrant Service" for the Associated Action (#6).
  7. Select "Formula" for the Fee Type (#7).
  8. Add "HYDRANT_OCCUPANY_COUNT" for the Placeholder (#8).
  9. Enter the fee in the formula (#9).
    1. In this example, the fee is $100 per hydrant serviced.





Step 7: On the Criteria Tab:

  1. Criteria 1 is Service Date/Private Hydrant Occupancy Service
  2. NOTE: All hydrants associated with the Occupancy have to be completed within the date range entered for the Invoice to be automatically created.
  3. Criteria 2 Is Private Service Completed/Private Hydrant Occupancy Service is equal to "Yes."
  4. NOTE: The operator between Criteria 1 and Criteria 2 must be "AND."
  5. Select "Save" when done (#3).




Step 8: Creating and managing the Invoice:

  1. The Invoice will be automatically created based upon the criteria set in the Invoice Line Item when all hydrant services are completed within the date range.
  2. The invoice will be saved in the Invoice List for final review and printed or sent by an Admin.
  3. NOTE: The invoice will not be automatically sent.








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