Yet another estimate to jobs to invoice question

[tbcomputerguy]

Hello everyone, I have a question about a estimate, job to invoice solution. I have estimates held in a separate table, I convert them to jobs via a script. The invoices that are derived from the jobs are confusing me. Each job can produce anywhere from 1 to 4 invoices (there are 4 departments), separate from each other with different department invoice numbers. I have tried to produce an invoice via the filtered portal idea with the invoice data coming from the job table and the line item tables and using an invoice number table to generate invoice numbers. Almost everything seems to work that way but, I can’t get it to add up the line items up properly. Or should I create invoice tables for each department and update them the same way as transferring the estimates to jobs via a script.

I have noticed in some solutions they use seperate files for each phase (estimates, jobs and invoices). Is this the preferred way with commercial apps?

Dave

[innodat]

I have noticed in some solutions they use seperate files for each phase (estimates, jobs and invoices). Is this the preferred way with commercial apps?

From a content perspective there's no advantage to using separate files instead of tables - in fact, I can only think of disadvantages. There's other reasons for multiple files though, such as a data separation model, deployment options, or a modular approach for commercial apps (exclude or include certain modules, charge extra, etc.).

I'd be careful when using relationships/filters to create invoices, because a change to the data in the jobs table could change the amounts on past invoices. If you go that route, you would have to make sure no one can change information on the job once an invoice has been created.

Assuming you don't need the ability to combine multiple jobs on one invoice, you could do all the number crunching for the different departments on the job record itself, collect the data in variables and push them to invoice records which reside in a separate table. This might seem cumbersome, but it gives you control over the timing of the invoice creation, you can always re-create an invoice if job information changed, and all invoices (across all jobs) are accessible. You can always add a portal on the job which displays all available invoices for that particular job.

[tbcomputerguy]

I got if figured out. The way i have it is, once the estimate is confirmed then they create one to four jobs from it...roof, floor, wall, stairs. I have a script for each when run copies the particular items matching the criteria to a new job. Each being tied to the estimate number. they don't forsee any problems from the estimate end as once it is signed off they create the jobs, not until. It works for me. Secondly, the part i just found out was that they want to keep track of the revisions to the estimates...at most 10 revisions. Then they tell the customer to crap of get off the pot. So basically i have to duplicate the Estimate and mark it with some sort of revision number.

Thanks for your reply.

Dave