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

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

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

​@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.

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

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

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,

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.
 

​@vdiaz is there a product idea we could comment on or upvote?

Hi ​@dsimone20

This idea hasn’t been proposed yet. If you don’t mind, I invite you to add it so we can start gathering feedback about it. 

​@dsenevirathne54 when you did this did you have to run service contract billing for each past period for each service contract? 

I’m testing and like this method better because it provides accurate start/end dates and gives users confidence in the data. 

But there are contracts that have monthly billing that are already 2 years old. That’s 24 invoices to generate.

Do you or anyone know of a better way to process that faster? It looks like we have to process over and over again. 

For this reason, I’m leaning toward ​@vdiaz solution even though I don’t like the inaccurate representation of the contract term (attribute will work it’s just not ideal for the users to manage)

I’m currently looking at 500+ contracts to import with monthly or yearly billings, many of which are 1-2 years old already!

​@vdiaz ​@sroberts29 

Any guidance on managing expiration in the scenario marked as best answer currently? 

It looks like we also have to manipulate the duration to get the real expiration date? 

The import scenario does not take the expiration, this is calculated by the system?

EDIT: 

• The duration must be whole number?
• If I need it to expire on 3/18/26 but go-live is hypothetically 5/1/25 how do I import for this? 
  • That’s 0.8799 years or 10.5 months - system won’t take decimals

Unless I’m missing something… the only thing I can think of is that a formula is needed to determine the remaining duration as of x date, round it to the nearest whole number in months, and obtain a fake start date so it expires on time. 

​@sean21 - You can do Expiring contract with Custom (days) option for the ‘Duration Type’. So 5/1 to 3/18 is… 322 days?
 

​@sroberts29 good call. I completely forgot about custom days. I’m assuming we have to set to Expiring because we don’t want it to renew with custom days?

Therefore for import - set contracts to Expiring with custom days. We then create a new contract upon renewal and set it up as Renewable with the proper duration? 

​@sean21  - Yes! 
Can’t use renewable because it copies the custom duration :\

Hi ​@sean21 !

​@sroberts29 is correct! 

We then create a new contract upon renewal and set it up as Renewable with the proper duration? 

Yes. Otherwise, when you renew the custom days service contracts you will get a strange 322 days duration.