Auto Draft Preview

This Help File Page was last Modified on 02/10/2018

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Auto Draft Preview

This Help File Page was last Modified on 02/10/2018

The automatic collection via Electronic Funds Transfer and by Pre-Approved Credit Card Payments is a convenient and secure method for getting paid for the Recurring Revenue Invoices that are owed by your Subscribers.

To implement this automatic payment collection feature, follow the steps outlined below:

Auto Draft Setup - The Auto Draft information must be entered in advance (before the associated Recurring Revenue is actually billed).

 

HelpFilesAutoDraftCreditCard

Auto Draft Setup - Credit Card information

 

Then, using the Auto Billing dialog, the Invoices for that associated Recurring Revenue are generated.

 

HelpFilesAutoBillingProcedure-CreditCard

Auto Billing dialog

 

The Recurring Revenue Invoices created with the Auto Billing procedure may then be viewed based on the predefined Auto Draft information using the Auto Draft Preview Form (see the "Understanding the Auto Draft Preview Form" section below).

 

HelpFilesAutoDraftPreview

Auto Draft Preview Form - Lists the Auto Drafts to be created

 

The Auto Draft information may be validated and corrected, if necessary (to ensure that the Recurring Revenue Invoice Amounts match the predefined Auto Draft Amounts) using the Auto Draft Pre Processing Form.

 

HelpFilesAutoDraftPreProcessing

Auto Draft Pre Processing Form - Validate predefined Auto Draft rules

 

Once the Auto Draft information is entered, the Recurring Revenue Invoices are generated, and those Invoices are validated using the Auto Draft Pre Processing Form, then the Auto Draft Pre-Approved Payments process will create the export file which is transmitted to, and used by the Bank or Credit Card Processor to charge each (predefined) Subscriber's Auto Draft Account for the appropriate Auto Draft Amount.

 

HelpFilesPostAutoDrafts-CreditCards

Post Auto Drafts for Credit Cards

 

Understanding the Auto Draft Preview Form

You have questions, this Auto Draft Preview Form provides answers:

1.How much is the Value of the Auto Drafts which will be posted this month?

2.How much is the Value of the Auto Drafts which will be posted next month?

3.How much of that Value will be from Credit Card payments?

4.How much of that Value will be from EFT payments?

5.Can I get a list of these Auto Drafts?

6.Can I export a list to Excel®?

 

To access the Auto Draft Pr Form:

a)From the Backstage Menu System, Select Maintenance and Choose Receivables and Click the Auto Draft Preview option to access this Form, or

b)From the Quick Access Menu, Select Maintenance and Choose Receivables and Click the Auto Draft Preview option to access this Form.

 

Options tab - The Options tab allows for the review the accuracy of the Auto Draft Pre-Approved Payments process:

Use this Auto Draft Preview Form to inspect the predefined Auto Draft Setup information associated with those Recurring Revenue Invoices before actually executing the Auto Drafting of Pre-Approved Payments procedure.

 

HelpFilesAutoDraftPreview

Auto Draft Preview Form - Validates predefined Auto Draft rules

 

Setup for the Auto Draft Preview Form

Last Period Posted - This section identifies the most recently (selected) Posted Period.

 

HelpFilesAutodraftPreviewLastPeriodPosted

Year - This is a system maintained field which displays the Year of the Last Period that was posted.

Month - This is a system maintained field which displays the Month of the Last Period that was posted.

 

Auto Draft Period - This section identifies the Billing Period and Billing Cycle to be viewed.

 

HelpFilesAutodraftPreviewAutoDraftPeriod

 

Year - Using the Drop-Down Selection List provided, Choose the Year in which these predefined Auto Drafts will be posted.

Month - Using the Drop-Down Selection List provided, Choose the Month in which these predefined Auto Drafts will be posted.

Cycle - If the multiple Billing Cycles feature has been implemented, using the Drop-Down Selection List provided, Choose the Billing Cycle for which these predefined Auto Drafts will be posted.

 

Draft Type - Specify which type of Transactions to list.

 

HelpFilesAutodraftPreviewDraftType

 

All - By default, All Auto Drafts will be listed

Bank Account Only - Click the button to limit the Auto Drafts that are listed to only those that are EFT Payment Transactions

Credit Card Only - Click the button to limit the Auto Drafts that are listed to only those that are Credit Card PaymentTransactions

 

Actions - This section identifies the Options available to Refresh the list. Print a list of, or Export the selected list of Auto Draft Payment Transactions

Only the Recurring Revenue generated Invoices - created for the selected Auto Draft record(s) - will be listed.

 

HelpFilesAutodraftPreviewActionsOptions

Refresh Icon - Click the Refresh button to update the list to only include the Auto Draft record(s) specified above.

PrintIcon - Click the Print Icon to Preview and/or Print a list of the selected Auto Draft record(s) within a Preview tab.

oUp Arrow/Down Arrow - hi - Moves the report one line up, or one line down, respectively.

oPage Up/Page Down - Moves the report to the previous or next page, respectively.

 

HelpFilesAutodraftPreviewPrintedReport

Auto Draft Preview Form - Preview tab

 

oHome - HelpFilesHomeKey- Using either the screen Icon or your Keyboard's Home key, moves the report to the top of the first page.

oEnd - HelpFilesEndKey- Using either the screen Icon or your Keyboard's End key, moves the report to the bottom of the last page.

oArrows - The arrows allow you to move back and forth, from page to page.

oNumber - Indicates the page number you are viewing.

i.You may also type in a specific page number, Press 8 Enter and that page will be displayed immediately.

ii.If you enter an invalid page number, it will be ignored.

oFit To Page - Click the first button after the arrows to size a full page of the report to fit the screen.

oZoom To 100% - Click the second button after the arrows to display the page at 100% (of the printed view).

oFit To Page Width - Click the third button after the arrows to size the page of the report to fit the full width of the screen.

oPrint - Click the Print button to Print (to a File or a Printer) HelpFilesPrintIconthe displayed Auto Draft Preview.

oEmail - Click the Email button HelpFilesEmailButtonto send the Report to an Email Address of your choosing.

oTo Exit the Preview tab and Close this Report dialog Form, Click the Close button x on the right at the top of the Preview tab.

oTo return to the Auto Draft Preview Options tab, Click that tab.

 

Export Icon - To copy the selected Auto Draft record(s) to a file (in one of three formats), Click the Export Icon.

oUsing the Drop-Down Selection List provided, Choose the desired File Format.

 

HelpFilesAutodraftPreviewActionsExportOptions

oUsing the Windows Save As dialog, Choose the File Name and Location for this Exported file.

 

HelpFilesAutodraftPreviewActionsExportSaveAsDialog

 

oDisplay the file when needed.

 

HelpFilesAutodraftPreviewActionsExportedFile

 

Click the Close button HelpFilesReportDialogCloseButton at the top right of the Auto Draft Preview Form when finished.