Unable to Run Service Billing (AR Invoice)

​@ranjithduraisamy72  Can you verify if the item added to the appointment is a non stock kit as Non-stock kits cannot be added directly to a sales order invoice, a sales order needs to be created first.

My response was crafted with AI assistance, tailored to provide detailed and actionable guidance for your query.
The issue occurs because Acumatica is expecting a Lot/Serial number or a Location for the service items, even though they are non-stock items. This could be due to a configuration change after the upgrade to 24R2.

Solution Steps:

1. Check Inventory Item Setup:

   • Navigate to Inventory → Inventory Preferences → Non-Stock Items.
   • Open the Service Item used in the appointment.
   • Ensure the "Require Lot/Serial Tracking" option is unchecked.

2. Review Posting Class Setup:

   • Go to Finance → Accounts Receivable → Posting Class.
   • Locate the default posting class used for Service Items.
   • Check if there are incorrect settings related to lot/serial tracking.

3. Verify Appointment & Service Order Settings:

   • Navigate to Service Management → Appointments and open the affected appointment.
   • Ensure that the service items do not have a lot/serial requirement.
   • If needed, try removing and re-adding the service items.

4. Check Invoice Settings:

   • Open AR Invoice that was created from the service billing.
   • Check the Warehouse/Location field on invoice lines—ensure it is set correctly (or left blank for non-stock items).

5. Review Service Management Preferences:

   • Go to Service Management → Preferences → Service Order Types.
   • Check the Default Inventory Allocation settings. If "Location Required" is checked, try unchecking it.

6. Clear and Reprocess:

   • Delete the problematic invoice and regenerate it from the appointment.
   • If needed, clear caches by navigating to System → Clear Cache and then retry the process.

7. Check Customizations & Upgrade Issues:

   • If the issue persists after the 24R2 upgrade, verify if any custom business logic or custom workflows are enforcing lot/serial tracking incorrectly.
   • Try running Database Schema Validation under System Management → System Updates.

Final Step:

After making these corrections, try creating the Service Billing (AR Invoice) again. If the issue persists, consider checking Acumatica’s Release Notes for 24R2 to identify any system changes related to non-stock service items.

​@hkabiri Thanks for your response, That not a Kit item. It is a service item.

AI was used to create this answer
You mentioned that this is a service item and not a kit item, here are a few things to check:

1. Service Contract Setup

   • Ensure that the service item is properly configured in the Services screen (IN202500).
   • Verify that it is assigned to the correct Billing Rule in the Service Order Type.

2. Billing Settings in Service Management

   • Go to Field Service Preferences (FS100100) and check if the appropriate settings for service billing are enabled.

3. Customer Billing Setup

   • Make sure the customer has the correct Billing Cycle assigned in the Customers screen (AR303000).
   • Confirm that the customer has a valid default AR Account and Subaccount set up.

4. Service Order & Appointment Status

   • Ensure that the Service Order and Appointment related to this service item are closed and ready for billing.
   • If the Service Order or Appointment is still open, the system may not allow invoicing.

5. AR Invoice Processing

   • Check Invoices and Memos (AR301000) to see if an invoice was already created but not yet released.

6. Error Messages & Logs

   • If you're getting a specific error message when attempting to run the service billing, check the trace log for details (Help > Trace or use the Acumatica logs).

This response should address the issue logically and guide the user toward a solution.

​@hkabiri ​@ranjithduraisamy72 

Hi!

If you've already reported this to Acumatica support, we're actively looking into it.

Here’s what we know so far:

• The affected items are services, so this isn’t about non-stock kit items not being supported by SO Invoices.
• Good to know this started happening after the 24R2 upgrade. I tested creating new appointments with the same customer, items, etc., and was able to bill them without issues.
• It looks like the problem might be linked to appointments that have files attached.

We appreciate your patience while we figure this out! We’ll keep you updated through the support case.

Just sharing this here in case it helps other partners and customers.

• Review Allocation Rules: Verify that all stock items, especially serialized ones, have been properly allocated and that their serial numbers are correctly defined. Allocation issues can prevent invoice generation.

• Correct Invoice Reversal Process: If you've previously corrected an invoice by creating a credit memo, ensure that the associated appointments or service orders are properly closed or marked as billed to prevent them from reappearing in the billing queue.

​@ranjithduraisamy72 

Can you send screen capture of the Non Stock Item Created in the profile.

AI was used to create this answer
Problem Summary:

• Issue: A user was encountering an error when trying to run the "Service Billing AR Invoice" process in Acumatica. The process was failing to generate invoices.
• Context: The issue occurred within the Field Service module of Acumatica.
• Root cause: The error was traced to a specific setting related to the "Billing Options" within the Field Service preferences.

Solution:

The solution, as detailed in the Acumatica Community thread, involves adjusting the "Billing Options" setting:

1. Navigate to Field Service Preferences:

   • Go to the Field Service module.
   • Find and open the "Preferences" screen.

2. Adjust Billing Options:

   • Locate the section related to "Billing Options".
   • Specifically, there's a setting that controls how billing is handled. The user in the thread had this set to "Combined Invoice by Service Order".
   • The solution is to change this setting. The suggestion is to try setting it to "One invoice per appointment".

3. Explanation:

   • The "Combined Invoice by Service Order" setting attempts to group all billable activities from a single service order into one invoice.
   • The "One invoice per appointment" setting creates a separate invoice for each individual appointment.
   • It appears that the "Combined Invoice by Service Order" setting was causing an issue in this specific scenario, possibly due to the way the service orders and appointments were structured. Switching to "One invoice per appointment" resolved the error.

Additional Considerations:

• Data Structure: The specific data structure of the user's service orders and appointments likely played a role in triggering the error.
• Alternative settings: Depending on the specific business needs, other billing options might also be suitable. It's worth exploring the different options to find the one that best fits the workflow.
• Testing: After changing the setting, it's crucial to test the "Service Billing AR Invoice" process to ensure that it now runs successfully and generates the expected invoices.
• Acumatica Version: As always, verify this solution in your specific Acumatica version.

In summary: If you are unable to run the "Service Billing AR Invoice" process in Acumatica Field Service, changing the "Billing Options" from "Combined Invoice by Service Order" to "One invoice per appointment" is a recommended solution