Automatic Billings Setup

This Help File Page was last Modified on 05/23/2019

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Automatic Billings Setup

This Help File Page was last Modified on 05/23/2019

Features Overview of the Fully Automated Recurring Billing process:

a)It will run automatically, Generating Recurring Revenue Invoices each morning at 4:00am [this requires that the Automatic Billing Setup Wizard be run to set the “AutoBillingOnoption in Company Setting to True (‘T’)]

b)Selects only those Accounts (Subscribers) who have Recurring Revenue billing records with a Billing Cycle Starting Day matching the day number of the current Date ("Today" at 4:00am). 

c)Recurring Revenue Invoices may be created in advance of the Invoice's Sale Date [this requires the “DayPriorToCylceStartoption in Company Setting be set to the appropriate Value (= the Number of Days to be billed In Advance)] - This requires that the Automatic Billing Setup Wizard be run to set the “DayPriorToCylceStartoption in Company Setting to the appropriate Number of Days.

d)The generation of Recurring Revenue Invoices respects the Separate RMR Invoice option to specifically generate a separate Invoice for designated Service Accounts

e)Includes any unbilled Suspended Invoicing charges on the Recurring Revenue Invoices

f)Generates Late Fees during the Automated Recurring Billing process [this feature requires the “GenerateLateFeesoption in Company Setting be set to True (‘T’)]

g)Supports the grouping of Detail Line Items on the Recurring Revenue Invoices (this feature requires the definition of Invoicing Groups and the assignment of an Invoice Group to the appropriate Recurring Revenue records)

h)Automatically generates and submits the Auto Draft payments to the InnoEPay recommended Payment Gateway [which requires that 1) the Company's InnoEPay account has been setup, 2) the “ePayAPI" option in Company Setting is set to True (‘T’), and 3) the MKSePayService is running].

i)Generates Receipt records for each of the Approved Batch Payment Transactions when acknowledged by InnoEPay.

j)Allocates those Receipts to the appropriate Recurring Revenue Invoices

k)Generates e-mail notifications for Invoices to customers (Under Development)

l)Generates e-mail notification for Receipts (Under Development)

 

See the Fully Automated Billing chapter for more information.

 

Overview of the Set-Up for the Fully Automated Recurring Billing process:

The Auto Billing Setup Wizard allows an authorized User to establish the rules which are to be implemented when using this totally automated billing process.

 

Note: Before running this Auto Billing Setup Wizard, the Billing Cycles entries should be updated following the instructions in that chapter!

The Auto Billing Setup option is only visible when the Auto Billing Setup Wizard has not been successfully run.

The value of the "AutoBillingOn" option is initially set to False ("F") in Company Settings which makes this option visible.

 

To open the Auto Billing Setup Wizard:

a)From the Backstage Menu System Select File and Choose Receivable and Select the Auto Billing Setup option, or

b)From the Quick Access Menu, Select File and Choose Receivable and Select the Auto Billing Setup option.

 

The Automatic Billing Setup Wizard dialog will be displayed.

 

Using the Auto Billing Setup Wizard

Automatic Billing Startup - This setup wizard will ensure that all of the components that are necessary to run the Automatic (set it and forget it) Billing process are properly setup.

Click the Next  button to proceed with the setup.

 

HelpFilesAutomaticBillingSetup-1

Automatic Billing Setup - Automatic Billing Start up dialog

 

Date - Set automatic billing start date.

By default, the date displayed in the Start billing on Drop-Down Date/Calendar field is the last date on which Manual Auto Billing process was performed.

If the manual billing process has never been run, the date displayed will be the last day of the month prior to the current month.

 

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Automatic Billing Setup - Date dialog

 

Click the Next button accept this entry and to continue with the setup.

 

Advance Billing Run

# of days - Set how many days in advance the automatic billing process should start.

By default, the billing process is run based on the Starting Day defined in the Billing Cycle record that is assigned to the Recurring Revenue record.

If no Manual Auto Billing process has been executed, the default value will be zero ("0") but this may be changed based on your Company's business model.

The selected value is set in the "DayPriorToCycleStart" option in Company Settings.

 

Setting the # of days -

As an example: If an Account's Billing Date is the first day of the month (for a specific Recurring Revenue record) and you want to bill Accounts 5 days in advance:

Set the # of days value to "5" (it must be a positive number, or set to Zero).

 

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Automatic Billing Setup - Advance Billing Run dialog

 

Click the Next button accept this entry and to continue with the setup.

 

Set Automatic Billing - Review and confirm these entries are as expected and desired.

 

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Automatic Billing Setup - Set Automatic Billing dialog

 

Automatic Billing will start on: 00/00/00

This value conforms to the automatic billing start date identified in the Date dialog above.

 

Automatic Billing will start 0 day(s) prior to billing cycle start day

This value conforms to the the # of days identified in the Advance Billing Run dialog above.

 

Finish - Confirm your entries or exit without confirming:

a)Save - the Finish button accept these entries and exit the Auto Billing Setup Wizard to close the Auto Billing Setup Form and set these values.

oThe "AutoBillingOn" option is set to True ("T") in Company Settings.

oThe "DayPriorToCycleStart" option is set to the value of this # of days in Company Settings

 

b)Cancel - Click the Close button HelpFilesCloseBox on the right at the top of the Auto Billing Setup Form if you are not satisfied with these entries (of were just "practicing").

oThe "AutoBillingOn" option is set to False ("F") in Company Settings.

oThe "DayPriorToCycleStart" option is set to zero # of days in Company Settings