Continuous Billing

blacklist_level_128_hotThe Continuous Billing function provides the ability to bill the contracts that are out (open) for a time period longer than specified in the store options record.

The system searches the open contracts file and selects the contracts that have not been billed. A new contract is written, a message is included on the contract that specifies the number of the original contract.

NOTE. The system will not allow the billing invoice being created to exceed 98 lines and will give a message to the operator to this affect. In addition, if the BILLED ON comment record increases the billed contract to 99 lines the billing comment will not be added to the contract.

During the initial Implementation period, there may be contracts that have gone longer than the period specified and have not been billed. The system will create the first billing and will create a second billing the next time this function is run. This permits the system to “catch-up” if it gets behind.

NOTE. You must go through the continuous billing process from right to left. The later steps are not available until you have completed the first step, reviewing your Settings. Similarly, you cannot Create Bills or Publish until you have Loaded Contracts.

The Continuous Billing function can be accessed from:

Contract Center- Contracts

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Settings

Contract Information

Billing Period. Select from the drop-down box the billing period from which you want to view the contracts.

Most Recent Contract “OUT” Date for Billing. The system takes the system’s date and determines the most recent out date based on the option specified in the store options record. Select a date from the drop-down.

Customer/Contract Selection. Select from the drop-down box the type of customer/ contract you want to view.

Batch Name. Select form the drop-down or type the batch name from which you want to view the contracts

Continuous Billing

Check the boxes for the specifications you want to be included when searching for contracts. The meaning of each check box is described below:

Bill Sales Items when Contract Billed? Bill the retail, parts or new or used sale items to the customer with the first continuous billing of the contract.

Bill Delivery when Contract Billed? Bill the delivery amount when the contract with the first continuous billing is billed.

Bill Sales Only Contracts? Include contracts with sales only items in the contract.

Bill Contracts with Zero Total? This specifies that contracts that have a zero total should be billed. The billing cycle would include all contracts that have a zero balance. This option might be used if you have contracts with free rentals but the customer still has the equipment.

Audit Trail to Billed Contract? When Selective Continuous Billing is used you can leave an audit trail that will note on the original contract, “BILLED MM/DD/YY #xxxxxx” and the billing invoice number will be filled in. The invoice used to bill will note “BILLED FROM CONTR#” and the original contract number for which the customer is being billed will be printed on the invoice.

Add Holidays to Billing Period? The system will add a day to the billing cycle for each holiday it finds in the billing cycle if this option is set to yes. This is used if you do not want to charge for the holiday that occurs in the rental period, but want to get paid for the normal period.

Great care should be taken to insure that the above option is compatible with your Rate Calculation program prior to setting this option to yes. DO NOT USE this option unless your custom Rate Calculation program is setup to use it. Ask your Customer Account Manager to verify your Rate Calculation setup options.

Use Store Open/Close Times for Billing? This option is for stores who like to bill from the beginning of the business day through the end of the business day.

Great care should be taken to insure that the above option is compatible with your Rate Calculation program prior to setting this option to yes. DO NOT USE this option unless your custom Rate Calculation program is setup to use it. Ask your Customer Account Manager to verify your Rate Calculation setup options.

Skip Contract if all Minimums not met? Skip billing if minimum payments are not met.

Partial Bills

Check the boxes for the specifications you want to be included when searching for contracts. The meaning of each check box is described below:

Create Partial Bill for Returned Items? Specify the contracts that have partial returns (some items returned) are to be reviewed during the continuous billing and then bill the line items that were returned.

When this option is specified, each open contract that has met the date criteria is reviewed looking for line items that have been returned.

Bill Sales Items when Contract billed? Bill the retail, parts or new or used sale items to the customer with the first continuous billing of the contract.

Bill Delivery when Contract Billed? Bill the delivery amount when the contract with the first continuous billing is billed.

Bill Contracts with Zero Total? This specifies that contracts that have a zero total should be billed. The billing cycle would include all contracts that have a zero balance. This option might be used if you have contracts with free rentals but the customer still has the equipment.

Audit Trail to Billed Contract? When Selective Continuous Billing is used you can leave an audit trail that will note on the original contract, “BILLED MM/DD/YY #xxxxxx” and the billing invoice number will be filled in. The invoice used to bill will note “BILLED FROM CONTR#” and the original contract number for which the customer is being billed will be printed on the invoice.

Use Store Open/Close Times for Billing? This option is for stores who like to bill from the beginning of the business day through the end of the business day.

Great care should be taken to insure that the above option is compatible with your Rate Calculation program prior to setting this option to yes. DO NOT USE this option unless your custom Rate Calculation program is setup to use it. Ask your Customer Account Manager to verify your Rate Calculation setup options.

Include all lines on Partial Bill? Print all lines off a contract on the partial return invoice when only some items on the contract have been returned. Any items that are not yet returned will print with a zero amount, and the contract totals will only reflect items that are actually being billed. This method is helpful for customers because it shows all items on the original contract, along with all comments, making the contract easier to understand.

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Load Contracts

Once you have reviewed your setting, you can Load Contracts. This provides a list of all contracts meeting your criteria. You must then select which contracts you would like to bill by checking the box labeled, “Bill?”.

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Preview

The various tabs display different types of contracts.

Bills. Displays all billed contracts.

Partial Bills. Displays all partially billed contracts.

Sales Only. Displays sale only contracts.

Not Billed. Displays all contracts that have not been billed.

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Create

Select create bills to create continuous billing for the contracts you selected.

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Print

Select Print if you want to print a list of the continuous billing contracts.

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