Reports Menu -> Automatic Reporting -> Function RSXD14 -> runs Calculate Billing Edit
This Cycle Billing Edit Report must be run in preparation
for the Cycle Billing run.
This is a report of all open contracts for On Account Customers
which are ready to be billed for the selected day. New Contracts
that are opened on the Billing Date will be skipped until a
later run.
Overdue contracts for Cash type Customers with no billing day code
can also be included for billing, if this feature is activated in
the Company Billing Parameters.
Optional selection parameters are provided to print details on
Off-Rental and Exchange transactions associated with the products
to be billed, to help understand the resulting billing amounts.
For general information on preparing for the cycle billing run,
refer to Cycle Billing Overview.
The Cycle Billing Comparison Report can be
used to compare invoiced amounts.
Note: The Cycle Billing Edit generates zero dollar invoices only if the rental rates have been fully discounted creating an interim invoice with a zero balance.
Some of the Cycle Billing features available include:
A second setting in the Company Billing Parameters can control how soon contracts can become eligible for this accelerated billing after the last interim billing each month.
Because the billing amount must exactly equal the amount that would be billed for the monthly period, it is not recommended to activate the Prompt for Bill To Time option in the Company Billing Parameters as changing the time will cause the billing amounts to change and a Smart Bill match is unlikely to occur.
Note: If a contract is billed in advance because of Smart Billing, and then a rental product is exchanged later in that billed month, the revenue posting and revenue history will not be recognized on the replacement rental product, as the billing has already been processed for the period.
The following conditions apply:
Additional actions that are executed when Cycle Billing is run, and are controlled by the Company Billing Parameters for this processing include:
Note: The status N/A is displayed if the product belongs to a Group that does not use the Check Availability feature, or if the product belongs to a Rental Product Class flagged as a re-rent class.
If the contract carries service charges flagged to bill every
cycle billing, and does not carry any other rental or sales
products, then these service charges will be eligible for billing
according to the contract Billing Day Code when interim billings
are generated from Cycle Billing for that
specific code, or from Bill A Single
Contract.
A bill through date and accumulated billed amount can be accessed
from Review Accumulated Invoice
Amount.
If billing periods are not invoiced, the missed service charges are
not accumulated, nor are credit invoices generated for service only
contracts if a billing run is dated back into an earlier billing
date.
Note: Contracts that carry only regular services that are NOT flagged to bill every cycle billing, and have no rental or sales items, are NOT invoiced.
Note: Flat Rate products do not report on an Accumulate Invoice amount on the report.
This feature is activated when a unique Rental Rate Code
is defined in the Company Rate Parameters
for Seasonal Pricing, along with a Billing Day
Code.
Then when the Seasonal Rental Rate Code is assigned in the
Rental Period window on a contract header,
all rental products and Groups added to the document default to the
Seasonal Rental Rate.
Grace Days also can be setup in the Group that are respected at the rental return and in cycle billing, so that if a seasonal product is returned or billed at the beginning of a new season but within the Grace Days allowed, the new season is not considered for billing.
Note: Because a contract with a Seasonal Cycle Billing Day Code, could also carry other rental products and because different seasonal periods can be defined, it may be necessary to run the seasonal billing code once a month at month end.
An optional default "Marketing Code" can also be defined in the Company Rate Parameters to print seasonal comments on resulting invoices.
Automatically Bill Current Meter:
The “Bill Current Meter” feature can be activated in the Company Billing Parameters to automatically bill up
to the current Meter count logged in the Product Meter Information for the Rental Inventory when the contract with that
metered asset is included in the billing run.
When this feature is enabled the 'Meter Count Sheet' billing process is disabled.
Billed meter information prints on the cycle billing invoice and the calculation details can be viewed on the invoice detail in the 'Unit Rate' window of the Rental Period Calculations.
Billing history that can be viewed in the "Each" window of the contract in Contracts, includes any accumulated meter amounts that have been billed either entered manually in Cycle Bill A Single Contract or in the batch Cycle Billing run.
Note: If the metered asset is out on more than one contract,
then the meter units not be billed in the Cycle Billing.
Cycle Billing will NOT generate credit dollars for meter charges
from previous meter billings.
To preview the billing calculation, window on the AVG field in the cylinder detail of the Cylinder Transaction Inquiry for the contract, as outlined in View Next Billing Average.
Then in this 'Cycle Billing Edit' utility, the Bill To
Date for a cylinder cycle billing run must always be the month
end, in order to calculate the average number of cylinders out in
the month.
Uncheck the All Billing Day Codes options, and for the
Billing Day Code select the unique "Cylinder Billing Day
Code" defined in the Company Rate Parameters
which identifies the cylinder contracts. e.g. CY
All other screen prompts and filters may be answered per the
standard Cycle Billing.
The average number of cylinders out in the month are billed at the
flat rate.
Each month end must be billed for billable cylinder contracts
and the invoices created in Cycle Billing,
before the next month can be billed, else a warning is triggered
that the rental billing will be skipped, and billing must always be
as of the last day of each month.
If there are any outstanding cylinder billings for a prior month
the operator is alerted which month needs to be billed and is
provided the option to view the Unbilled
Cylinder Transactions for Prior Dates.
The calculated billings can be viewed in the Avg window of the Cylinder Transaction Inquiry.
Note: Cylinders cannot be billed in advance, as the calculation is based on the average number of cylinders out during a month times the flat rate for a monthly cylinder rental.
The resulting Cylinder Invoices billed for the rental of the containers in the month, include a summary by Delivery transaction of the cylinders delivered and picked up, as well as the outstanding cylinder rentals.
Open Cylinder Transactions Information Warning:
If a contract has open cylinder transactions with zero rentals due
for billing in this period, it can prevent subsequent months from
being billed.
If no valid cylinder billings are generated for the month but there
are open cylinder transactions with zero rentals, a warning is
displayed to alert the operator that Cycle
Billing - Generate Invoices must be run for this period to
close the unbilled transactions, even though there is nothing to
bill.
Some of the parameters controlling what impacts the Credit Checks include:
In order to protect against product billings being modified
prior to posting, an incorrect Cycle Billed Invoice needs to be
reversed creating a Credit Invoice and then needs to be re-billed
to correct any billing errors.
A REVERSE button is provided at the bottom of the
Bill a Single Contract screen to access
the Reverse a Cycle Billed Invoice
utility.
Field Access Security in Security Role Permissions can further restrict the ability to change rental rates by individual operators.
Additional Field Access Security role permissions can be
set to restrict certain actions in the Rental
Return and in invoices resulting from a rental return by field,
as defined for the operator in Security Role
Permissions.
This security feature can be used to control the operator's ability
to over-ride field values include discount percents, dates/times,
quantities, rates, price, and terms.
A product subtotal is provided along with the list of services with quantity, rates, and totals, Tax totals and the final total.
Note: In the Contract details on the report, any Flat Rate products do not report on any Accumulate Invoice amount.
To do this, pull the original file copy of the contract and
compare it against the report.
Once the Edit Report has been approved, proceed with the Cycle Billing run.
The prompts to generate the Edit Report now are:
Note: It is NOT necessarily the same as the invoice date.
Note: The billing does not charge for January 1st after 8 AM on this run.
Refer to The Monthly Billing Cycle for more details.
For 28 Day Billing:
The Bill To Date is
exactly 28 days after the contract date out.
If the contract went out December 1st at 10 AM, the Bill To
Date will be December 29th at 10 AM.
The billing period will be from December 1st at 10 AM to December
29th at 10 AM.
Both December 1st & December 29th fall on the same day of the
week (e.g. Tuesday), and both are Billing Day Code 1, exactly 28
days apart. The Billing Day Code 1 is cycle billed again will be
Tuesday January 26th, which again is 28 days later.
Refer to The 28 Day Billing Cycle for more details.
Combination of 28 Day and Monthly Billing:
If your
firm uses both 28 day and monthly billing periods to meet customer
requirements, refer to Default Billing Method in the
Calendar to setup the billing day codes
correctly, and activate the Respect Customer Cycle Bill
Interval option in the Company Billing
Parameters so that individual customers can be flagged with
their billing preference in Customer Billing
Settings.
For Smart Billing:
The actual Bill To Date for
the products on the contract will be bumped up to the next
scheduled billing date.
For Cylinder Billing:
The Bill To Date must
always be month end and all previous months must have already been
billed.
Note: If your firm uses Smart Billing matching the monthly billing calculation is much more accurate if this Prompt for Bill To Time is not activated as changing the time, changes the billing amount calculation.
Another setting in the Company Billing Parameters, controls the rounding of the billable time. The options for the hours billed on the contract include leaving the hours exactly as calculated with no rounding, or dropping the minutes so that only complete hours out are charged.
The invoice date can be set for firms using the Standard or Enhanced Tax processes when the billing is finalized in Cycle Billing.
Note: "All Billing Day Codes" includes Billing Days 1 to 31 and does not include the special Billing Days such as 'F' Flat Rate, or the Seasonal or Cylinder codes, which must each be billed as an individual Billing Day Code.
Click on the icon to access the Billing Day
Code list with the corresponding next Billing Dates for both
the 28 Day billing and/or Monthly cycle billing calendars, that
include the Bill To Date entered for this cycle billing
run.
Unless Smart Billing has been activated, no contract will bill
beyond the Bill To Date.
Contracts will be billed up to the corresponding date for that
bill code. Days that should NOT be included in this billing run can
be deleted from this window. Contracts for any deleted days are not
billed and are not considered for Smart Billing either.
This option is convenient for billing more than one billing day code at a time.
If Smart Billing applies, after the standard billing run
is compiled, contracts eligible for Smart Billing will be checked.
If the billing amounts for all products on a contract as of the
"Bill To Date" for this run, equal the billing amounts that would
be charged on the next billing day anyway, then the Smart Billing
process recognizes that the full monthly billing target has already
been met, and it bills ahead to the next scheduled billing date,
updating the billed through date and amounts. Contracts that are
Smart Billed are identified on the Edit Report.
Smart Billing can be activated from the Company
Billing Parameters for the entire company or only for specific
customers as identified in the "Additional Information" window of
Customer Information.
A second setting in the Company Billing
Parameters can control how soon contracts can become eligible
for this accelerated billing after the last interim billing each
month.
Note: If a contract has been billed past the Bill To Date, the contract will NOT be back billed. To back-bill a contract producing a credit invoice, do not select "All Codes" for billing. Instead run the cycle billing for a single specified billing day code.
Uncheck this box to specify the Billing Day Code for Contracts to be billed at this time.
Note: Smart Billing is not applied when only 1 Billing Day Code is selected.
When a single billing day code is selected for the billing run,
all contracts with that Billing Day Code are billed up to the "Bill
To Date" entered for the run, regardless of when the next scheduled
billing date is.
Unique types of customers can be setup to always bill on the same
day of each month by defining the Billing Day Code in the
Customer Types table.
The following prompts apply only when a the cycle billing run is for a specific day code:
Select one of:
The corresponding Cycle Billing Day Code for the Bill To
Date according to the Monthly or 28 Day billing Cycle
Billing Interval choice, displays.
Accept this default or to select the correct day or special day
code from the drop-down list.
For 28 Day billing, this date is determined by using the
calendar, viewable using Review
Calendar.
For Monthly cycle billing, this is the date of the month.
When Cylinder Billing is being processed select the unique Cylinder Billing Day Code defined in the Company Rate Parameters which identifies the cylinder contracts.
Uncheck this box to only generate billings for contracts that have not yet billed up to the Bill To Date.
Check this box to generate billings for contracts not billed to
the "Bill To Date", and also to generate credit invoices for any
contracts that have been billed past this date.
This would cause credit invoices to be created by "back-billing"
any contracts with this billing day code, that have been
over-billed past this Bill To Date.
Uncheck this box to exclude contracts that have service charges flagged to be invoiced every cycle billing but do not carry any other rental or sales items.
Check this box to bill contracts for this Billing Day Code that have service charges flagged to be invoiced every cycle billing even though they do not carry any other rental or sales items.
If a contract range is entered, any Contracts outside the range will not be billed and will not be considered for Smart Billing either.
Click Ship To Name to generate the Edit Report and Invoices in order of Shipping or Site Name.
Click Salesman Code to generate the Edit Report and Invoices first in order of the Salesman Code assigned to the document, and then within each Salesman by the Customer Billing Name.
Note: The 'Salesman Code' only prints on the Edit Report when the billing sort order is by Salesman Code.
Uncheck this box to run the cycle billing for contracts from a single division.
Note: When the Bill Contracts By Division is set in the Company Billing Parameters and Cycle Billing (RSXD14) is run from the Automatic Reporting a separate RSXD14 job must be generated for each relevant 'Division Code' as defined in the report parameter setup, and the job will fail if the 'Division - All' filter is set to Y.
Impact of 'Bill Overdue Contracts For Cash Customers' flag in Company Billing Parameters:
If 'Bill Overdue Contracts For Cash Customers' is NOT checked then Contracts with no Cycle Billing Day Code assigned to the document for Cash type customers are omitted.
For more details and conditions on cycle billing for cash customers, refer to the explanation on Bill Overdue Contracts For Cash Customers near the top of this page.
Click On Account to only bill contracts for customers that charge On Account, as defined in the Customer Information.
The Both to include both Cash and On Account customers.
Note: Any contracts with no Cycle Billing Day Code assigned, will only be included if the Bill Overdue Contract for Cash Customers is set in the Company Billing Parameters.
Click None to exclude all comments from the contract headers on the Edit Report.
Click Y Only to only comment lines from the contract header on the Edit Report if the print flag for that comment detail is flagged to print it on the document.
Click N Only to only comment lines from the contract header on the Edit Report if the print flag for that comment detail is NOT flagged to print it on the document. This will exclude comment details flagged to print.
Note: This print notes selection option does not impact the resulting invoices.
Click Print All Rates to include the start date for this
billing for each product and the first six rates from the contract
for rental products, as well as the both the original Contract
Rate Code from the document (e.g. Daily) and the Billing
Rate Code actually used in the billing calculation (e.g.
Weekly).
This information can be helpful in confirming the billing
calculation.
Click Only Contract/Billing to only print the start date for this billing for each product with both the original Contract Rate Code from the document (e.g. Daily) and the Billing Rate Code actually used in the billing calculation (e.g. Monthly).
Uncheck this box to leave the billing of sales items for the Rental Return invoice.
Check this box to charge for any sales items out on a contract
selected by the billing 'Day Code' for this run, selling them on
the first "monthly" interim invoice.
Either way, Sales items will only be charged once.
Note: When sales items are added to an existing contract, the
Use Current Date flag can be selected in the Date Out/Date Due window on the contract header, to
ensure that the additional sales parts are not billed before the
next cycle billing for rest of the contract.
If the default original contract date is allowed as the date out
for the additional sales parts, then they will be billed on the
very next cycle billing as they will appear to be over-due.
Uncheck this box to bill only contracts that correspond to the Cycle Billing Day code that was selected above.
Check this box to sell all of the sales items on all open
contracts, regardless of the billing day code selected above.
The advantage of this is that any sales items on contracts get
invoiced as soon as possible, instead of waiting for the regular
monthly rental invoice.
This speeds up the cash flow, but may also result in some credit
invoices required as well.
This only applies to Sales parts, and Rental items will only be
charged if they correspond to the Cycle Billing Day code that was
selected above.
Note: When All Billing Day Codes are included for billing, only Sales items with a 'Date Out' before the Cycle Billing Date, will be invoiced.
Uncheck this box if a contract that has all rental product
details currently on open Pickup Tickets should not be considered
in this cycle billing run. This allows any outstanding billing to
be invoiced through the Rental Return
instead of the interim cycle billing.
If any rental product on the contract is not on an open Pickup
Ticket, then the entire contract will become eligible for
billing.
Check this box if all eligible contracts in the range should be included in the billing run, including contracts where all products are currently being returned on open Pickup Tickets.
Uncheck this box if a contract that has all rental product
details currently on closed Pickup Tickets should not be considered
in this cycle billing run. This allows any outstanding billing to
be invoiced through the Rental Return.
If any rental product on the contract is not on a closed Pickup
Ticket, then the entire contract will become eligible for
billing.
Check this box if all eligible contracts in the range should be included in the billing run, including contracts where all products are currently still on closed Pickup Tickets.
Uncheck this box if a contract that has all rental product
details currently flagged as Off-Rent for reasons other than Pickup
Tickets, should not be considered in this cycle billing run.
This is particularly relevant for determining contracts eligible
for Smart Billing.
If any rental product on the contract is not Off-Rent, then the
entire contract will become eligible for billing.
Check this box if contracts with all products currently Off-Rent should still be considered for the billing run.
Note: If a product has been assigned a Flat Rate and is "Off-Rent", the Flat Rate will be charged up to the Off-Rent time.
Check this box to include the customer defined rates when they are different from the contract rates on the rental product details.
Note: The contract billing is based on the Rates defined on the contract for each product detail which may not always match the Current Customer Rates.
Uncheck this box if the invoices should not reflect the contract comments.
Note: An Invoice Marketing code can be set in the "Print Settings" of the Divisional Invoice Parameters to cause standard marketing comments as setup in Marketing Codes to print on each invoice for that division.
Uncheck this box to suppress off-rental detailed information on the Edit Report.
Uncheck this box to suppress product exchange details on the Edit Report.
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.
ACTIONS:
Additional actions provided by buttons on the Cycle Billing
Edit screen include:
Clearing the Contracts in the edit list also releases them so that rates on unbilled contracts can be modified in the Rental Rates window, if your firm is configured to Allow Override Of Rental Rates in the Company Security Parameters.
Note: If your firm has activated the "Bill Contracts By
Division" feature in the Company Billing
Parameters the 'temp' file to be cleared was created in the
operator's sign-in Division regardless of the Division selected for
the Cycle Billing edit run.
The Clear action also applies to the operator's sign-in
Division.
This means to clear the correct edit list, the operator needs to be
signed into the same Division as he was when the Edit run was
executed.
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