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Migration of Service Contracts


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Hi,

 

Have you anyone migrated service contracts with a new implementation? We need to migrate service contracts but we face an issue which is if we create a service contract for a past date, and when we run billing the system creates invoices from the starting date. 

Since the contracts have been billed in the past, we don't want to create past invoices in the system. Does anyone have any idea about skipping invoice creation for the past period for the service contracts migrated? 

Best Regards,

Dulanjana

Best answer by vdiaz

Hi!

We usually advise users to import service contracts using the go-live date (or the date from which they want to start billing the contract in Acumatica) as the start date. To retain the original contract start date, an attribute or user-defined field can be added for tracking.

We understand this may not be ideal, but due to current system limitations:

  • There is no way to skip billing for a past service contract period.
  • Billing periods are system-generated based on the contract start date and frequency.
  • The Last Billing Date and Next Billing Date are system-calculated and cannot be manually changed.
  • There is no option to offset the first period or define a billing start date separately from the contract start date.

We recognize the need for improvement in this area and welcome your feedback on how this functionality could be enhanced. Let us know your thoughts!

Best regards,

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8 replies

DavidEichner
Captain II
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  • Captain II
  • 372 replies
  • April 3, 2024

Hi @dsenevirathne54 

We migrated service orders for a client that wanted 10 years of service order history along with all of the file attachments associated with each service order.  In order to avoid new invoices being generated (since those came over in the AR history migration), we brought the lines of the service order in with the Billable checkbox unmarked.

Hope this helps!

Best,

David


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Hi @DavidEichner ,

Thank you for your feedback. It does work for service orders. But in service contracts, We have to enter the recurring billing under the services per period box which is the base for invoicing. Because it trying to create invoices.

We could go for a workaround, When we run billing it does create invoices but the issue is if those invoices are kept open. But if the migration mode is on for receivables and when we process run contract billing it creates invoices but gets closed automatically upon release which makes no ledger entries for receivables as well. 

Therefore we followed the above method and created invoices with closed state and no impact on GL and open invoices. 

Thank you,
Dulanjana

 


Chris Hackett
Community Manager
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  • Acumatica Community Manager
  • 2751 replies
  • April 8, 2024

Thank you for sharing your solution with the community @dsenevirathne54!


sroberts29
Freshman II
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  • Freshman II
  • 71 replies
  • January 21, 2025

@dsenevirathne54 -
Can you expand on this? How did you Run Service Contract billing with Migration mode on? 

We have the same situation - Contracts mid-year want to create invoices for periods before our Go Live date.


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Hi ​@sroberts29 ,

Here is what we did,

  1. Create the contracts using import scenarios or manually. You can use the actual start dates.
  2. Remove the update GL tick in the Accounts Receivable Preferences.
  3. Run billing and it will create the invoices in a closed state with no impact on the AR balances or GL.

Please let me know if you need further clarification.

Thanks,

Dulanjana


sroberts29
Freshman II
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  • Freshman II
  • 71 replies
  • January 27, 2025

Thanks ​@dsenevirathne54  - but when I turn on migration mode in AR - ‘Run Service Contract Billing’ throws an error -  “Migration mode is activated in the Accounts Receivable module.” 

I wonder if something changed between versions? We are in 24.112


vdiaz
Acumatica Moderator
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  • Acumatica Moderator
  • 93 replies
  • Answer
  • February 4, 2025

Hi!

We usually advise users to import service contracts using the go-live date (or the date from which they want to start billing the contract in Acumatica) as the start date. To retain the original contract start date, an attribute or user-defined field can be added for tracking.

We understand this may not be ideal, but due to current system limitations:

  • There is no way to skip billing for a past service contract period.
  • Billing periods are system-generated based on the contract start date and frequency.
  • The Last Billing Date and Next Billing Date are system-calculated and cannot be manually changed.
  • There is no option to offset the first period or define a billing start date separately from the contract start date.

We recognize the need for improvement in this area and welcome your feedback on how this functionality could be enhanced. Let us know your thoughts!

Best regards,


sroberts29
Freshman II
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  • Freshman II
  • 71 replies
  • February 4, 2025

Thank you for this info ​@vdiaz .

The simplest solution for us would be have the first billing period in the Services Per Period tab to ‘acknowledge’ what the user specifies in the Next Billing Date field.
 

‘Upcoming’ Billing period date range is not based on ‘Next Billing Date’ for new contracts

 


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