A storage billing record outlines how charges for associated Billed Items are to be computed. Billing Type, Billing Cycle, dates, and Rate Table all work with the settings made to the Billing Items to compute charges when the billing run is generated.
1. Access the Mover’s Suite application,
2. Use the Find to locate and access a particular record,
3. Open the Billing Information tab,
4. Click on Recurring Billing Setup button to access the Recurring Billing Setup dialog,
5. Press New to define a new record. The Recurring Billing Record – New dialog will appear,
Figure 7: Recurring Billing Record - New dialog
6. Enter the Name of the billing record to be associated to the order,
7. Press OK and the Recurring Billing Setup screen will become active for editing,
In order to initiate billing the following fields must be set:
• Billing Type
• Billing Cycle
• Date In
• Begin Billing Date
• Rate Table
• Authority
Additionally, at least one Billing Item must be defined to include the actual charges.
8. Select a Billing Type from the available list. This setting defines the type of storage that is to be billed along with specifying whether the charges are to be computed on a daily or monthly basis (see Storage Type Settings). Further, the Billing Type will instruct the application to include the record with the appropriate billing run,
9. Select a Billing Cycle from the available list. This is the interval of the billing period and determines the number of days or months to charge for. Refer to the Billing Cycle Overview section for information on how the Billing Cycle is setup and its affect on charges,
10. Enter Date In value. This is the date in which the items came into storage. Important: A value is required in order to activate the billing process and to trigger reporting,
11. Enter a Begin Billing Date. This date value is necessary to initiate the billing cycle. Once set, the application will compute the Next Bill Date based on the Begin Billing Date. For example, if the Begin Billing Date is 7/1/2007 for a monthly billing cycle, then the Next Bill Date will be computed as 7/1/2007,
Figure 8: Relationship between Begin Billing Date and Next Bill Date
Notes: The Last Bill Date will become populated once a billing run has been generated that includes this record. The Next Billing Date will be updated after each successful billing run that includes this record.
12. Enter the Scheduled Out date, if known,
13. Enter a Date Out value when the storage is actually completed. Setting this field to a date that is earlier than that of the Next Bill Date will effectively turn billing off for the record; regardless of whether the Billing Items have been finalized or not (see Ending Recurring Billing).
14. Check to Produce Invoice to require that an invoice be created when the billing run is generated. Note: This setting will be ignored if the Invoice Requirement (Billing Information tab) is set to “Required” ,
15. Click on SIT Information to open the SIT Information dialog. This data is informational only and is primarily used in uploading data to a third-party; it has no effect on billing,
16. Select a Coordinator from the drop-down list to define a particular employee as the storage coordinator for this record,
17. Select a Rate Table from the available list. The Rate Table entered here will affect the charges computed for the individual Billing Items. If no value is selected, then the application will reference the Tariff/Rate field value (Billing Information tab) when computing charges for the Billing Items. Refer to the Rating Systems guide for more information,
18. Select an Authority type for the available list,
19. Select a customer for the Alternate Billing from the drop-down list if invoicing a customer for the storage charges that is different than the customer assigned to the order (defined in Billing Information > Customer),
20. Enter an Invoice Note to appear on invoices generated for this billing record. Important: This note will print on each recurring invoice that is generated for an order.
21. Press Save to add the billing record to the database.
With the billing record created, a user can then define the specific charges that make up the billing. This is accomplished by adding Billing Items.
Creating a Billing Item
1. In the Recurring Billing Setup interface,
2. Press the Add button to access the Add Billing Items dialog,
3. Select the Item Type from the available list as it applies to the item being billed. This setting defines what kind of accounting transactions will be applied when the charges are actually generated,
4. Optionally override the Item Description that was set when the Item Type was selected,
5. Enter and select rating information to allow the application to compute the charge based on the Rate Plan and Rate Type or select Enter by hand and provide the Total item charge manually. Refer to the Using Rating Information in Recurring Billing Setup section for more information on computing rates.
Note: Monthly and quarterly billing items with be charged on a monthly basis, while daily billing items will be charged on a per-day basis,
6. Choose to select a Start Begin Billing Date for Item and select a date from the drop-down calendar. If this option is not selected, then the starting date of charge computations will be based on the Begin Billing Date of the main billing record,
7. Choose from the following options to define the duration of this billing item:
|
Duration Option |
Description |
|
Non-Recurring |
This is onetime charge and will only be included in a single billing run for the specified period (Begin Billing Date or Last Bill Date through to the Next Bill Date). |
|
Recurring End Billing Date |
Include this item in all billing runs up to the specified date. |
|
Recurring No End Date |
This billing item is intended to be an ongoing charge and will be included in all billing runs. |
8. Select a Warehouse location from the available list. This is where the items are being stored at. The Warehouse is also associated to branch and information from the branch will be used in creating transactions; this branch will receive the revenue while the branch of the order will carry the receivable,
9. Select a Division to report the charges under, if applicable,
10. Enter a Location note. This is information that describes the specifics of where the goods are to be stored within the specified warehouse,
11. Enter an Item Note. Detail any specifics as it relates to this billing item within this field. Note: The Item Note is an internal note and does not print on storage invoices,
12. Press Save & Close or Save & New to define an additional billing item record. When the item is added to the database, it will appear within the Billing Items data grid where a user can Edit, Delete, or End Billing for the item.
When a billing item record has been included in a billing run, it cannot be deleted. A user can, however, edit the Billing Item record or choose to turn the billing off by finalizing it. Note: If the billing item is associated to a pending billing run, then a user will not be allowed to deleted, delete, or finalize the item.