Billing Info Dialog

This Help File Page was last Modified on 05/14/2017

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Billing Info Dialog

This Help File Page was last Modified on 05/14/2017

Billing Info - Click this Billing Info option to display Billing Information dialog for the selected Dealer (if the Billing Info has been entered previously), or to display the Format shown below which may be used for entering the Dealer Billing Information.

There are several steps that must be completed to properly set up a Dealer's Billing Info

1.Create a Dealer Billing Record

2.Complete the Billing Info Form:

a.Define Billing Structure & Monitoring Rates

b.Define Administrative Fees & Admin Rates

c.Add a Dealer Logo

d.Add a Remittance Address  

 

HelpFileMKSDealerBilling-BillingInfo-New

MKS Dealer Billing - Dealer Listing - Billing Info option

 

Creating a new Dealer Billing record - Click the HelpFilesNavigationMenuNewInsert Icon on the Dealer Info dialog's Ribbon Menu to start a the Billing Info:

 

HelpFilesDealerBillingSubscriber

Dealers Form - Dealers Form

Subscriber - The Dealer's Name as defined on the Dealers Form is inserted automatically.

This information may be modified to be the Dealer's preferred Mailing Address Name.

Address -  The Dealer's Street field as defined on the Dealers Form is inserted automatically.

This information may be modified to be the Dealer's preferred Billing Street or PO Box Address.

City - The Dealer's City field as defined on the Dealers Form is inserted automatically.

This information may be modified to be the Dealer's preferred Billing Address City.

State - The Dealer's State field as defined on the Dealers Form is inserted automatically.

This information may be modified to be the Dealer's preferred Billing Address State.

Zip - The Dealer's Zip Code field as defined on the Dealers Form is inserted automatically.

This information may be modified to be the Dealer's preferred Billing Address Zip.

Phone - The Dealer's Telephone field as defined on the Dealers Form is inserted automatically.

This information may be modified to be the Dealer's preferred Phone Number.

Ext - The Dealer's Extension field as defined on the Dealers Form is inserted automatically.

This information may be modified to be the Dealer's preferred Extension Number.

Fax - The Dealer's Fax field as defined on the Dealers Form is inserted automatically.

This information may be modified to be the Dealer's preferred Fax Number.

Email - The Dealer's Email field as defined on the Dealers Form is inserted automatically.

This information may be modified to be the Dealer's preferred Email Address.

Salesman - Using the Drop-Down Selection List provided, Choose the Salesperson (Employee name) who is (to be) assigned to this Dealer.

Local Tax Class - Using the Drop-Down Selection List provided, Choose the Tax Classification Code for this Dealer.

Tax Code - Using the Drop-Down Selection List provided, Choose the appropriate Tax Rate code for this Dealer.

Click the Save option at the bottom of the Dealer Billing Subscriber Form.

 

Completing the Dealer Billing record - Once the Billing Record is entered and saved (see above), the Billing Info dialog is displayed with the field Billing Structure fields activated.

Billing Structure - Typically, Central Stations who provide Contract Monitoring Services price those services based on the number of Accounts being monitored for the Dealer.

Up to three pricing levels may be established for each Dealer (e.g., the Dealer is Invoiced $X.nn per month for each Account from 1 - 100, then Invoiced $Y.nn per month for each Account from 101 to 500, and is Invoiced $Z.00 per month for each additional Account over 500).

 

HelpFilesDealerBilling-BillingInfoDialog-BillingStructure

Billing Info dialog - Billing Structure section

 

Tier Type - Using the Drop-Down Selection List provided, Choose the Tier Type (i.e. Single Tier, Two Tier, or Three Tier) that is to be implemented for this Dealer.

 

HelpFilesDealersForm-DealerBillingDialog-BillingStructure-TierType

Billing Structure section  - Tier Type options

 

Sale Item - Click the Ellipse on the right side of the Sale Item field to open the Search Admin Items dialog

oChoose the special Dealer Billing Sales Category Code that was defined to record the charges (Sales) billed to Dealers for their Contract Monitoring Services.

 

HelpFilesSearchAdminItems

 

Billing Type - This option defines how frequently each Contract Monitoring Account's Monitoring Fee will be billed to the associated Dealer.

 

HelpFilesDealersForm-DealerBillingDialog-BillingStructure-BillingType

Billing Structure section  - Billing Types

 

a)As Invoiced - The Monitoring Fee is billed to the Dealer for the same number of Months as the Recurring Revenue fees were billed to the Subscriber (e.g., Quarterly is bill Quarterly, Annually is billed Annually, Monthly is billed Monthly)

oAs an example, by choosing the As Invoiced option:

i.The Subscriber was billed annually (for whatever they have contracted to pay)

ii.The Dealer Monitoring Fee is $3.00 per month per Account,

iii.So, the Dealer would be billed $36.00 - with that Invoice Detail Line Item stating the Price as $3.00 (per month) and the Quantity as 12 (months).

b)Monthly - The Monitoring Fee is billed to the Dealer monthly until the number of months billed to the Subscriber have been billed to the Dealer.

oAs an example, by choosing the Monthly option:

i.The Subscriber was billed annually (for whatever they have contracted to pay)

ii.The Dealer Monitoring Fee is $3.00 per month per Account,

iii.So, the Dealer would be billed $3.00 - with that Invoice Detail Line Item stating the Price as $3.00 (per month) and the Quantity as 1 (month).

iv.This $3.00 (per month) Monitoring Fee charge will continue to be billed to the Dealer for 12 months.

HelpFilesNavigatorMenu-StandardSaveClick the Save Icon on the Billing Info dialog's Ribbon Menu to record this Billing Structure information.

 

 

Monitoring Rates - Based on the Tier Type selected (see above), set the Account Volume Range(s) and the per Month per Account Monitoring Fee

 

HelpFilesDealersForm-DealerBillingDialog-MonitoringRates

Monitoring Rates section  - Tiers & Rates

 

Tier - Based on the selected Tier Type: One, two or three sets of From, To, and Rate fields will be displayed

From - The first Tier's From value will start at 1, the second and subsequent From value will be set at 1 more then the To entry above it

To - Your Company's contract monitoring pricing model will dictate the To value of each Tier.

Rate - Enter the appropriate Rate (i.e., monthly Monitoring Fee) following your Company's contract monitoring pricing model

 

Charge Admin Fees - There are two types of Administrative Fees which may be assessed while Invoicing a Dealer for the Monitoring Services your Company provides for that Dealer's Subscribers.

1.Credit Card Surcharge - Check this box to Apply a Credit Card Surcharge whenever a Dealer's Subscriber uses a Credit Card to pay their Recurring Revenue Invoice.

Credit Card Sale Item - Use the Drop-Down Selection List provided to Choose the appropriate Sales Category Code (see 3., c. Administrative Surcharges in the "Preparing to use the Dealer Billing application" discussion in the Dealer Billing dialog chapter, and the Dealer Billing Sales Category Codes chapter for more information about this entry).

Percentage - Enter the desired percentage rate that will be charged (this must be a whole number e.g., 1, 2, 3, etc.).

 

HelpFilesDealersForm-DealerBillingDialog-ApplyCreditCardSurcharge

Charge Admin Fees section - Apply Credit Card Surcharge - Credit Card Sale Item & Percentage

 

The Apply Credit Card Surcharge feature will:

a.Identify any Recurring Revenue Invoices created for the Dealer's Subscribers that were paid by using a Credit Card

b.Calculate the Value of the Surcharge Percentage due for using a Credit Card to pay the Invoice

c.Insert that Credit Card Surcharge Administrative Fee (i.e., Value of the Credit Card charge x Credit Card Surcharge Percentage) in a Pending Dealer Billing table.

d.Add these Credit Card Surcharge Administrative Fees to the next Invoice created for this Dealer the next time you run the MKS Dealer Billing process.

 

HelpFilesDealersForm-DealerBillingDialog-ApplyCreditCardSurchargeEntry

Charge Admin Fees section - Apply Credit Card Surcharge - Credit Card Sale Item & Percentage entry

 

2.Administrative Surcharge - The Apply Admin Surcharge feature will:

Admin  Sale Item - Use the Drop-Down Selection List provided to Choose the appropriate Sales Category Code (see 3., c. Administrative Surcharges in the "Preparing to use the Dealer Billing application" discussion in the Dealer Billing dialog chapter, and the Dealer Billing Sales Category Codes chapter for more information about this entry).

Rate - Enter the Amount that will be charged to each Account

 

HelpFilesDealersForm-DealerBillingDialog-ApplyAdminSurcharge

Charge Admin Fees section - Apply Admin Surcharge - Admin Sale Item & Rate

 

The Apply Admin Surcharge feature will Add this Administrative Fee charge to each Account (CSID) being billed to the Dealer using the MKS Dealer Billing process.

 

HelpFilesDealersForm-DealerBillingDialog-ApplyAdminSurchargeEntry

Charge Admin Fees section - Apply Admin Surcharge - Admin Sale Item & Rate entry

 

3.Both types of Administrative Fees may be assessed on the same Dealer.

 

HelpFilesDealersForm-DealerBillingDialog-BothAdminFeeEntries

Charge Admin Fees section - both an Admin Surcharge and Credit Card processing fees apply

 

Logo - Each Dealer may have its own Company Logo printed on the Invoices when your Company is Billing the Alarm Dealer's Accounts  

Choose - Click this Icon to locate and select the Logo File.

Clear - To remove the selected Logo, Click this Icon

Save - HelpFilesNavigatorMenu-StandardSaveClick the Save Icon to store the selected Logo

 

HelpFilesDealerBillingForm-Logo&RemittanceAddress

 

Remittance Address - Each Dealer may have its own Company Remittance Address printed on the Invoiceswhen your Company is Billing the Alarm Dealer's Accounts  

Enter the appropriate Return Address for this Dealer.

 

HelpFilesDealerBilling-BillingInfoDialog-Completed

Completed Billing Info dialog

 

 

Using the Copy Structure function - Once a Billing Structure has been defined in the Billing Info Form for one or more Dealers, there may be a Billing Info record with a Billing Structure that matches what a new Dealer's Billing Structure should be.

In that case, Copy an existing Billing Structure to that new Billing Info record.  To do so:

On the Dealer Listing Form,

Click on the Dealer record which contains the Billing Structure (i.e., Billing Info Form entries) that are appropriate.

Select the Billing Info option at the bottom of the Dealer Listing Form.

 

On the Billing Info Form

Select the Copy Structure option at the top of the Billing Info Form.

 

HelpFilesDealerBilling-CopyBillingStructure

Copy Billing Structure?

 

Confirm that this is the action you wanted, and you understand the consequences.

 

On the Dealer Search dialog -

When the Dealer Search dialog is displayed, Check the one or more Dealer(s) to whom this selected Billing Info data is to be copied

 

HelpFilesDealerBilling-DealerSearch

Dealer Search dialog

 

Click the OK ü button when you have completed those selections.

 

HelpFilesDealerBilling-CopyBillingStructureConfirmation

Billing Structure copied to 1 dealers

 

Acknowledge - Click the OK button to acknowledge that this process is finished.

 

Return to the Dealer Listing Form and confirm that those Dealer(s) Billing Info was properly inserted into each of the selected Dealer's Billing Info Form(s).

On the Dealer Listing Form

Click on the Dealer record which contains the newly inserted Billing Structure (i.e., Billing Info Form entry)

Select the Billing Info option at the bottom of the Dealer Listing Form.

Review the data noting the Sale Item assigned to the new Billing Structure is what was previously assigned to the originating Billing Structure.

 

HelpFilesDealerBilling-BillingStructure-SalePurchaseItemToBeChanged

Sale Item Code to be changed

 

Why is this an issue?

Your Company may want the Dealer Billing Sales Category Code used to record the charges (Sales) billed to Dealers for their Contract Monitoring Services to be unique to each Dealer

In this case, the Monitoring Sales billed to each Dealer may be tracked by Dealer only if each Dealer has its own Sale Item defined for this purpose.

 

Creating new Sale-Purchase Items for the new Dealers:

Note: See 3., a. "Contract Monitoring Services that will be billed to the Dealer" in the "Preparing to use the Dealer Billing application" discussion in the Dealer Billing dialog chapter for more information.

 

In the MKMS program, open the Sale-Purchase Items Form

Add a new Sale Item for each Dealer whose Billing Info has been updated using the Copy Structure function.

 

HelpFilesDealerBilling-SalePurchaseItem-RecordEditingSection

Sale-Purchase Item - Record Editing View - new Dealer Sales Code

 

Once these new Sale Item Codes have been defined, as appropriate, change the Sale Item Code assigned to each new Billing Structure.

 

HelpFilesDealerBilling-BillingStructure-SalePurchaseItemChanged

Sale Item Code has been changed