Reports Menu -> Automatic Reporting -> Function RSXD14 -> runs Cycle Billing with Generate Invoices option
In order to Cycle Bill, first calculate the billings using the
Cycle Billing Edit that reports all open
contracts for On Account Customers that need to be billed for that
day.
Interim invoices billed from Cycle Billing are flagged as
Batch in the Billings Inquiry.
Refer to Cycle Billing Edit for details about the Automated Cycle Billing options.
Invoices generated from cycle billing can be merged with
existing current On Account invoices from the same division, and
for the same customer. The parameters to allow merging of invoices
from cycle billing, can be setup in the Company
Billing Parameters.
When more than one contract is billed to the same invoice, the
contract# on the invoice is changed to "CYC BILL" and a Comment
line is added to indicate dates and contracts billed on this
invoice.
If no suitable invoice for merging is found, a new invoice will be
created.
Invoices for specific customers/site combinations can
automatically be assigned an On Hold status.
This is setup for the relevant customers and site numbers in the
Company Billing Parameters. This Hold status
delays posting the invoice to allow subsequent billings, to be
added to Held invoices of the same type. When the billing period is
complete (e.g. weekly) or the job is finished, the invoices can be
released for posting from Hold/Release Current
Invoices or Release Invoices By
Customer.
Each time the Cycle Billing Edit is run for a Billing Day Code, it replaces the previous temporary edit file. Therefore to complete the billing, CYCLE BILLING must be run BEFORE beginning the next Cycle Billing Edit with a new Billing Code.
The prompts are:
If the option to Bill All Codes was selected in Cycle Billing Edit, a window opens displaying the Billing Day Codes and the Bill-To Dates. This is display only and can not be changed, without re-running Cycle Billing Edit.
Advance Billing:
Some firms like to advance bill,
such as to issue the invoices one week ahead. The INVOICE DATE
would be one full week prior to the BILL TO DATE.
Example: If the billing period was from December 1st to January
1st, then the INVOICE DATE would be December 24th, and the BILL TO
DATE would be January 1st.
Some firms bill a full month in advance so the INVOICE DATE
would be one full month prior to the BILL TO DATE.
Example: If the billing period was from December 1st to January
1st, then the INVOICE DATE would be December 1st, and the BILL TO
DATE would be January 1st.
Auto Pay Billing:
If your firm uses Texada Pay to process Credit Cards and Debit Cards
for your customer payments, Cycle Billed invoices can be
automatically paid when they are created if the card is setup
through the Capture Card/Check on File.
The Auto Pay flag is displayed in the expanded details record of
the billing run for each invoice outlined below.
Click on the icon to view the Billing Day Codes included in this run.
Uncheck this box to speed up the cycle billing process, as the
invoices do not need to be printed during the billing.
They can always be printed or emailed later from Print Invoices.
Note: If the Email option is also selected, invoices with an eligible email Contact will not be printed if they are emailed.
Check this box to generate an email for the invoices that are generated by the Cycle Billing to eligible contacts.
Uncheck this box to if the invoices do not need to be emailed
during the billing.
If the invoices are not to be emailed, then they will be printed if
the Print Invoices option is selected.
Note: If a rental product has specifically been assigned a Flat Rate or belongs to a Contract with a Billing Day Code of 'F' for Flat Rate, the product will always be billed the same amount on each invoice regardless of the billing period.
If this box is checked any sales items on contracts with the
rentals that are being invoiced, will be billed as sold. This is
usually done on the first billing, after which sales items on the
contract are ignored.
If this box is unchecked any sales item will need to be billed at
the Rental Return of the
contract.
If this box is checked all sales items currently on all
contracts, even if the contract has not been out for four weeks or
a month yet, will be billed. This means all sales items on
contracts get invoiced as fast as possible.
If this box is unchecked only rentals and sales on the contracts
selected for this Billing Day Code will be billed.
Note: A default Invoice Marketing Code can be defined in the "Printing Settings" of the Divisional Invoice Parameters to cause standard marketing comments as setup in Marketing Codes, to print on each invoice for that division.
On exiting the contract product detail list, the ability to drill down to all parts of the contract and its previous invoices is provided as outlined in View Document Information.
If the billing run is aborted, the contracts remain in the queue to re-initiate the billing until they are billed or until Cycle Billing Edit is run and the queue is replaced.
Click NO to cancel the cycle billing process.
CYCLE BILLING may be run later for the existing selection or if
corrections are required, after the changes are made to the
contracts, rerun Cycle Billing Edit to
re-start the process.
Click YES to begin the production of the Cycle Billing Invoices.
Only the contracts listed on the screen will be included in this
run.
An Error Report will be generated if there any rate errors, etc. on
the contracts.
Errors:
If a processing error occurs such as a Time-Out or an invalid Payer
ID, the Transaction error screen is generate with the opportunity
to retry.
If retry fails, click NO further retries and to continue creating
and processing the invoices without auto-paying that invoice.
Instead that invoice will be created with payment due and will be
charged to the customer's account when posted.
Credit Rating change on Fail:
When an auto-pay transaction fails for a customer, the customer's
Credit Rating will automatically be changed to the "Credit Rating
Upon Fail" if there is one set up in Texada
Pay.
No warning is generated.
Auto-Pay Report:
The 'Cycle Billing Automatic Payments' report is generate
listing all the customers with auto-pay invoices in this run by
customer number, name, invoice number, amount, partial card, expiry
date, and any errors.
A list of the unbilled cylinder transactions is displayed as outlined in Close Unbilled Cylinder Transactions that can be closed as required.
Otherwise, invoices can be printed or emailed later using
Print Invoices from CURRENT status as the
invoices are not posted yet.
To determine the beginning and ending invoice numbers that need to
be printed, use Hold/Release Current
Invoices option that displays whether or not the invoice has
been printed.
When a product is put Off Rent the billing for a Cycle Billing
or Return stops as of the Off-Rental date, and the Off-Rentals
shown on the resulting invoice are only the completed ones, so the
customer can see the off-rental hours affecting billing.
With any open Off-Rentals, the Cycle Billing or Return bills up to
the off-rental date but will not show the open off-rental.
The contract and its monthly billing then get re-filed with the other open contracts. When the contract is closed, the invoices can remain with the contract and be filed in the customer's alphabetical file, or they can be separated and stored numerically, according to your company policy.
Aborted Billing Run Reset:
If a Cycle Billing run is interrupted and aborted due to a
database error, the Contract headers may be left marked as closed
even though there are open details.
To reset the temporary closed flag on the contract header use the
Re-Open Closed Contracts.
Posting Control
The Cycle Billing program is designed to be run by one
operator at a time.
Locking will occur if another operator attempts to run the program
at the same time, or if the first operator did not exit the posting
program correctly.
A Posting Control Information warning
will appear on the screen preventing the second operator from
proceeding, and only operators with Security
Role permission to reset the Cycle Billing flag will
have access to the RESET button that unlocks the
program.
Whenever the posting control flag for Cycle Billing is reset, a
record is written to the Delete Log for
the Function RSCD13.
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