Create Service Change Order

You can replace the existing service on a billing account with another service using a Service Charge Order. You can change the service, modify the service price, and add a description on the charge order.

After the Change Order is created, the original service is no longer active and has the status Replaced.

You cannot replace a unique service with a non-unique service nor a non-unique service with a unique service.

Complete the following steps to create a Change Order on a Service:

If you know the Service number, click Services in the left pane of Customer Billing. Use the Search field to find and select the Service. Skip to this step.

Select Customer Billing from the Gotransverse application menu .

You may see a Customers and an Accounts tab or just the Accounts window, depending on the value for the Allow Multi-Customer Accounts Billing system setting. The Allow Multi-Customer Accounts system setting must be set to True to see both tabs. If this system setting is set to False, you will only see the Accounts window while in the Customers module. Refer to System Settings for more information about configuring system settings.
Select a customer from the list or search for a customer from the Search field to open the Customer Summary window.

To quickly access a customer or billing account, click the icon on the title bar (on either the Customers or Accounts window) and enter part of the customer or billing account name. If you do not see the Accounts tab, you can still search for a billing account from the Customers window by entering part of the number in the Search field. You can also bookmark regularly-used pages. Refer to Search Feature for more information.

Customers Window

Click the icon in the left pane to hide it. Click the icon to open it.

You can manage which columns display in any table with a Configure or Columns button by clicking the button and selecting desired columns. In addition. If the table includes a Filter button, you can filter the table contents. If the table includes an Export button, you can export visible table contents (up to 50) to a CSV (comma-separated values) file. Refer to Data Tables for more information about using these features.
On the Customer Summary window, select an account under the Accounts detail tab to open the Account Details window.

Customer Summary Window
On the Account Details window, click the Services tab to open a Services window that displays all services relating to this customer account.

Account Services Window

NOTE: If you use the Avalara Communications Tax processor, the Recurring Services and One-Time Services tables will include a Tax Mode column showing how the service was configured for tax: Tax Exclusive, Tax Inclusive, or No Tax.
For the Service you wish to change, complete one of the following:
1. On the Services window, click the in the Actions column and select Create Change Order to open the Create Change Order window.
  
  Create Change Order Option
  
  NOTE: If you use the Avalara Communications Tax processor, the Recurring Services and One-Time Services tables will include a Tax Mode column showing how the service was configured for tax: Tax Exclusive, Tax Inclusive, or No Tax.
2. OR, select a Service to open the Service Details window. Click the icon and select Create Change Order to open the Create Change Order window.
  
  Service Details Window - Create Change Order Option
On the Create Change Order window, you can complete the following:

Create Change Order Window
1. Change the order date by selecting the desired one in the Order Date field. An order date can be backdated to the billing account creation date or the oldest open bill cycle.
2. Select a different order item under Order Items to replace the current one from the Name drop-down list.
3. Modify the one-time or recurring price of the service by entering a new price in the Order Price field.
4. Under the Configure column, click the icon to edit the service configuration. Edit available options, such as Short Description, in the order item configuration window. You can click Revert to remove your changes. Click OK when finished to close the configuration window. For additional details on configuration options, refer to Order Item Configuration.
  
  The configuration window will have limited configure options for a Change Order.
  
  Order Item Configuration Window
After you have made the needed changes in the Create Change Order window, click Next to open the Order Confirmation window.
On the Order Confirmation window, click the Place Order button.

To hide the Configuration column, click the Hide Configuration button. If the Configuration column is not displayed, click the Show Configuration button. To return to the previous window, click the Back button at the bottom left.

Order Confirmation Window

An Order Details window opens with information about the new order.

On the Services tab of the Account Details window, the service that you removed (replaced) from the order is listed with a Replaced status, and the new service is Active. The invoice will only calculate charges for the new Active service.

Recurring Services - Original and Replaced

Topic updated: 07/2024.