The Recurring Billing Management interface is used to perform a billing run. The Generate function will create all accounting transactions and invoices necessary.
1. Within the MoversSuite application,
2. Open Recurring Billing Management interface through Accounting Tools > Recurring Billing Management,
Figure 12: Accessing Recurring Billing Management
3. Press the Generate button to access the Recurring Billing Generation interface,
4. Enter a Journal Date for the date that the charges will be posted to the General Ledger,
5. Enter a Document Date for date that the charges will go to the receivable and commission statements where applicable,
6. Select an Invoice Report from the available list of report documents. The reports listed here are those assigned to the user’s Report Profile. Refer to the User Access to Billing Invoice Reports section,
7. Select a Branch or choose All Branches to be included in the run,
8. Select a Billing Type or choose All Billing Types to be included in the run. Once Branch and Billing Type have been entered, the application will display information based on the last billing run for the branch and billing types,
Figure 13: Last run data in Recurring Billing Management.
9. Enter the ending Bill Dates value. Once all required fields have been populated, the Generate button will become active. Note: The billing run will select storage items with a Begin Bill Date within the next billing cycle. The billing cycle for the record will determine the number of days or months that will be billed,
10. Press the Generate button to process the billing run. Upon a successful billing run, the application will produce the following dialog displaying the number of transaction included in the run. Note: The number of transactions is the number of revenue items being invoiced and is not the total number of invoices produced,
Figure 14: Number of transactions generated dialog
11. Press OK and the View Reports window will appear displaying the individual invoices generated during the billing run.
With the run complete, the Recurring Billing Management will display the billing run within its data grid. A user can display the invoices repeatedly through the View Invoices button and a revenue clerk can access the transactions and invoices through Revenue Entry.
Any error(s) that occurs during generating the billings will appear within an Error Report Log. An error encountered during the bill run will halt the process. Note: The error condition must be addressed prior to attempting the same billing run again.
Figure 15: Error Report Log
Tip: Errors encountered during a billing run are placed in the Storage Error Log table until the next billing run is generated. The Billing Status within the Storage Process Billing table can help an administrator identify an error condition by listing the stored procedure that last ran successfully. If an error is encountered, the only fields that should be changed by the billing clerk are the Type of Move, Commodity, and Authority (in Order Information and Recurring Billing Setup).
When a second attempt to generate a billing run that originally had errors, a user will see a Bill Last Batch dialog. The Bill last Batch will appear even if the error condition was corrected and has been designed to re-execute the batch that originally had errors.
Figure 16: Bill Last Batch dialog
Tip: An alternative to mailing out invoices for each billing run can be in generating statements. Under this approach, statements would be created that included all the details of the storage billing and would include beginning balance, amount due, payment terms, etc. Read more about this within the Customer Statement Settings for Recurring Billing section.