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RPM: Batch Post RPM Documents

How To: Batch Post RPM Documents

This guide explains how to invoice multiple RPM documents at once using the Batch Post RPM Documents batch job in Business Central, including how dates are defaulted, how documents are selected, and how to review the results.

Overview

Batch Post RPM Documents invoices open lines on RPM Contracts, Work Orders, Service Contracts, and Pre-Billings in a single run. For each document that meets your filters, the system:

  • Creates a pre-billing from the Contract, Work Order, or Service Contract containing only the lines whose Next Billing Date falls on or before the Post Thru Date.
  • Posts that pre-billing as an invoice using the Posting Date and Document Date you enter.
  • Posts existing Pre-Billing documents as they are, regardless of the Post Thru Date.
  • Records the result of every document (posted or error) so you can review it when the run finishes.
  • Confirm you have the RPM Admin permission set, or another permission set that includes the Batch Post RPM Documents report.
  • Check RPM Setup for the Post with Job Queue setting. When it is turned on, documents are sent to the job queue for posting in the background instead of posting immediately (see Posting with the Job Queue below).
  • Make sure the Next Billing Dates on your document lines are current. These dates drive which lines are invoiced.
  • The Next Invoice Date is the earliest Next Billing Date across the lines on the document that have an item, resource, or other billable type.
  • Documents with a status of Complete have no Next Invoice Date, so they are automatically excluded when this option is selected.
  • Lines with certain credits pending may not be included in the Next Invoice Date. If a document you expected to invoice is skipped, clear this option and run the batch job again for that document.
  • Sell-to Customer No.
  • Bill-to Customer No.
  • Ship-to Code
  • Responsibility Center
  • Salesperson Code
  • No.
  • External Document No.
  • Contract, Work Order, or Service Contract: The pre-billing created for posting is deleted, and the original document is left unchanged. Correct the error on the original document and post again.
  • Pre-Billing: The pre-billing is kept so you do not lose it. Open the pre-billing, correct the error, and post it again individually or through the batch job with Pre-Billings selected.
  • The completion message and the Error Messages page count scheduled documents as Posted OK, even though posting has not happened yet.
  • To confirm the results, open the Job Queue Entries page, or check the Job Queue Status on the pre-billings. A status of Error means the background posting failed and the pre-billing remains open.
  • A document that already has a job queue status of Scheduled for Posting or Posting cannot be scheduled again until that entry finishes.
  • Run the batch job for a single customer or document first to confirm the results before running it for all documents.
  • Use the Batch Create RPM Pre-Billing job when you want to review or adjust invoice lines before posting. Then use Batch Post RPM Documents with Pre-Billings selected to post them.
  • If a document has no lines with a Next Billing Date on or before the Post Thru Date, nothing is invoiced for that document.

Note: Documents are committed one at a time. If one document fails, the documents already posted in that run stay posted.

Before You Begin Open the Batch Job

  1. Choose the Tell Me icon (magnifying glass), enter Batch Post RPM Documents, and choose the related link.
  2. Alternatively, from the RPM Document Processor, RPM Rental Document Processor, or RPM Work Document Processor role center, choose Tasks, then choose Batch Post RPM Documents.

Choose Which Documents to Invoice

In the Which documents would you like to invoice? section, select the document types to include.

  1. Select Contracts to include RPM Contracts. This is selected by default.
  2. Select Work Orders to include Work Orders. This is selected by default.
  3. Select Service Contracts to include Service Contracts. This is selected by default.
  4. Select Pre-Billings to include existing Pre-Billing documents. This is cleared by default.

Tip: If you have already created pre-billings with the Batch Create RPM Pre-Billing job and want to post only those, select Pre-Billings and clear the other three options. Otherwise, the Contracts, Work Orders, and Service Contracts for the same customers will also be invoiced in this run.

Set the Dates

In the Up to which date would you like to invoice open lines on these documents? section, enter the dates for the run.

  1. In the Post Thru Date field, enter the last billing date to include. Contract, Work Order, and Service Contract lines are selected when their Next Billing Date is on or before this date. Pre-Billing lines are invoiced regardless of this date.
  2. Review the Posting Date field. When you change the Post Thru Date, the Posting Date is set automatically to the Post Thru Date or the work date, whichever is earlier. You can change it if needed.
  3. Review the Document Date field. It is set automatically to the Post Thru Date. You can change it if needed.

Important: The batch job remembers the values from the last time it was run. The Post Thru Date is only defaulted to the work date when it is blank, so always confirm all three dates before you choose OK.

Note: If you change the Posting Date, the Document Date is reset to the Post Thru Date. Enter the Posting Date first and the Document Date last.

Use the Special Options

The Filter Next Invoice Date on Header option is selected by default. When selected, only documents that have at least one line ready to invoice on or before the Post Thru Date are processed. This makes the run faster and prevents documents with nothing to bill from being evaluated.

Filter the Documents

On the RPM Header FastTab (Further filter the documents), you can narrow the run using any of these fields:

Choose + Filter to add other fields from the RPM header if needed.

Run the Batch Job

  1. Choose OK.
  2. A progress window shows the document type, document number, total number of documents, and a progress bar while the batch runs.
  3. When the run finishes, a message shows how many documents were posted out of the total evaluated, for example "8 out of 10 documents were posted." Choose OK.
  4. The Error Messages page opens with one line for each document. Documents that posted show Posted OK with a message type of Information. Documents that failed show the error text with a message type of Error.
  5. For each error, choose the document in the Context column to open it, correct the issue, and then run the batch job again for that document.

What Happens When a Document Fails Posting with the Job Queue

When Post with Job Queue is turned on in RPM Setup, the batch job releases each pre-billing (if it is not already released) and schedules it for posting instead of posting it immediately.

Tips