Dealer Billing dialog

This Help File Page was issued on 09/30/2017

This Help File Page was last Modified on 03/05/2022

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Dealer Billing dialog

This Help File Page was issued on 09/30/2017

This Help File Page was last Modified on 03/05/2022

Implementing Dealer Billing - Each Dealer - for whom your Company's Central Station is providing Contract Monitoring Services - may be Invoiced for those services by implementing Dealer Billing.

Dealer Billing functions:

a)Maintains a specific Billing Address for the Invoices sent to the Dealers to pay for their Contract Monitoring Services

b)Virtually automatic Invoice creation for billing Contract Monitoring Services provided to those Dealers

c)Billing Structure supports Tiered Monitoring Rates based on the number of Accounts being monitored for that Dealer

d)Administrative Fees and Credit Card processing fees may also be Invoiced

 

Note: The Dealer's specific Logo and Remittance Address may be included on the Invoices sent to Subscribers when you are Billing the Alarm Dealer's Accounts

 

By default, once this information has been entered, the billing process will become automatic.

You must set the Dealer Billing On option to True in Company Settings (DealerBillingON = "T")

Thereafter, this automatic billing process works in a similar manner to how the Fully Automatic Recurring Revenue Billing process operates.

 

However, if the Dealer Billing On option to set to False  (DealerBillingON = "F"), then Dealer Billing must be manually executed.

 

HelpFilesFileMenu-RunDealerBillingDialog

Run Dealer Billing dialog

 

See the Run Dealer Billing chapter for that information.

 

Preparing to use the Dealer Billing feature:  As will all modules within the MKMS series, there are a few preparations required before this capability can be implemented (some of these steps will already have been completed if your Company is currently monitoring that Dealer's Accounts):

1.Enter the basic information for each Alarm Dealer on the Main Tab of the Dealer Form.

 

HelpFilesDealersFormRecordEditingView-MainTab

Dealer Form - Main tab

 

2.If your Company is using the MKMS General Ledger System, define the appropriate General Ledger Accounts (more than one in each category may be defined if necessary) to which the Dealer Billing associated Financial Transactions will be posted when executing the Dealer Billing process.

 

HelpFilesGeneralLedgerAccounts-DealerBillingSales

General Ledger Accounts Form - Dealer Billing Sales Account

 

3.Define special Sale-Purchase Items (more than one in each category may be necessary) that will be used when Billing Dealers for:

a. Contract Monitoring Services that will be billed to the Dealer  

 

HelpFilesSale-PurchaseItem-DealerBillingSalesCode

Sale-Purchase Items tab - Dealer Billing Sales Category Code

 

b.Credit Card Surcharges that may be billed to the Dealer

 

HelpFilesSale-PurchaseItem-DealerBillingCCFeesCode

Sale-Purchase Items tab - Credit Card Sales Category Code

 

4.Dealer Billing - Add/Update the Alarm Dealer Billing related information:

 

HelpFilesDealersForm-RibbonMenu-BillingIcon

 

a.Click the Billing Icon (see mouse pointer above) on the Ribbon Menu of the Dealers Form to display the Dealer Billing dialog.

 

HelpFilesDealerBillingForm-BillingIcon-SetupSection

Dealer Form - Dealer Billing dialog

 

b.Add/Link Billing Account - Each Dealer who should be Invoiced for the Contract Monitoring Services which your Company is providing must have a Billing Address defined as a Subscriber record.

1)Special Alarm Dealer Entries

a)A Subscriber record must have been previously created for each Alarm Dealer for whom your Company is providing Dealer Monitoring Services.

i.This special Dealer Entry may be the same Subscriber record entered for the purpose of actually monitoring that Dealer's premises, or an additional Subscriber record, if more appropriate.

b)When defining your Alarm Dealers as Subscribers, keep in mind that you may also define Events, People to Call and CSID Zones for that Dealer.

c)These Events, People to Call and CSID Zones for this special Dealer Entry may be used later to populate Accounts established using the Create Mass Accounts function.

d)The People to Call associated with a Subscriber Panel CSID for this Dealer, may be assigned to any Subscriber Panel CSID being monitored for that Dealer,

e)This capability is provided to identify the Dealer Call List as part of the Global Call List for that Subscriber, and/or that set of People to Call may be used for the Dealer's actual monitored Account.

f)A second (internal) Subscriber Panel CSID may also be defined with it's own People to Call specifically for use as the Dealer Call List for the Global Call List.

g)Therefore, it may be easiest to enter more than one Subscriber Panel CSID for each Alarm Dealer to define multiple sets of predefined Events, People to Call, and CSID Zones.

 

2)Using the Drop-Down Selection List accessed with the small down arrow on the right, Choose the appropriate Linking option

a)Add New Account - See b., 1), a) - g) above and the Special Subscriber Entries chapter for instructions

b)The current Dealer information entered in the Main tab will be inserted automatically. but may be updated as may be required.

 

HelpFilesDealerBillingForm-BillingIcon-SetupSection-AddDealerBillingAccount

Create Billing Record pop-up form for quick data entry

 

i.Subscriber - Enter the Dealer's Company Name

ii.Street - Enter their Street Address.

iii.City - Enter the City.

iv.State - Enter their 2 character State (or Province) code.

v.Zip - Enter their Zip Code.

vi.Phone, Ext - Enter their Primary Phone Number and an Extension, when needed.

vii.Fax - Enter their Fax Number if available.

viii.Email - Enter the Email address to which Monitoring Related information should be sent.

ix.Sales Person - Using the Drop-Down Selection List provided Choose the Employee who will be the Sales Person assigned to this Account.

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

1.If either Canada Tax or Multinational Rates is set to True ("T") in Company Settings, there will be additional tax related fields to populate.

2.See the Canada Tax chapter for that information.

xi.Tax Code - Using the Drop-Down Selection List provided Choose the Tax Rate Code for this Account

xii.Terms - If Use Subscriber Terms is set to True ("T") in Company Settings, each Subscriber must be assigned a specific Payment Term (set as the number of Days after the Invoice's Sale Date), enter that Number (otherwise this field will not be presented).

xiii.Save - Click the Save button to record this information

 

c)Link to Existing Account - If the appropriate Subscriber record has been created for this Dealer, this option opens the Subscriber Search dialog to locate that Subscriber record

 

HelpFilesDealerBillingForm-BillingIcon-SetupSection-Add-LinkToAccount

Dealer Billing dialog - Link to Existing Account - Subscriber Search dialog

 

c.Dealer Billing Active - Once this Dealer record is Added, or is Linked to the appropriate Subscriber record, the Dealer Billing Active box will be Checked  

 

HelpFilesDealerBillingForm-BillingIcon-SetupSection-LinkedToSubscriber

 

d.Enter the information required to establish the Dealer Billing parameters for this Dealer:

a)Bill Day - Using the Drop-Down Selection List provided, Choose the appropriate Billing Date for the Invoices

 

b)Sale Item - Identify the Sales Category Code that will be assigned to each Detail Line Item on the Invoices generated for this Dealer's Contract Monitoring Charges:

HelpFilesNavigatorMenu-StandardSearchUse the Search Icon to locate an existing Sales Category Code that will be assigned to each Detail Line Item on those Invoices.

HelpFilesNavigatorMenu-StandardInsertUse the Add Icon to enter a new Sales Category Code for this purpose.

See the Sale-Purchase Items chapter for information about how to define a Sales Category Code.

 

c)Last Billed On - By default, this will be set by the system and cannot be changed.

 

d)Subscriber - By default, this will be the Subscriber Name of the Billing Address of the Dealer.

 

HelpFilesNavigatorMenu-PersonIcon

Click the "Person" Icon to open the associated Subscriber Form.

e)Rate Table - This section allows the User to define a range of Billing Rates (Tiered Billing) determined by the Number of Accounts being Monitored for this Dealer.

Click on the HelpFilesNavigatorMenu-StandardInsertIcon to start an Entry:

 

HelpFilesDealerBillingForm-BillingSetupSection-RangeTable+

Dealer Billing - Range Table

 

i.Range - Enter the first "Up To" Tier (a whole number from 1 - 9999999), then Press the F Tab key

i.Rate - Enter the Billing Rate per Account for this Tier, then Press the F Tab key

 

Repeat until the Last Tier is entered

The Range value of that Last Tier must be "9999999"

Click the Save HelpFilesNavigatorMenu-StandardSaveIcon to record this Range Table

 

HelpFilesDealerBillingForm-BillingSetupSection-RangeTableWithEntrys

 Dealer Billing - Range Table with Tier data

 

f)Usage - This section provides basic instructions for how to use this Dealer Billing dialog:

 

HelpFilesDealerBillingForm-BillingSetupSection-UsageInformation

Dealer Billing instruction outline

 

HelpFilesMonitoringReports-DealerBillingReview-InvoiceSample

Dealer Billing Invoice (sample)

 

Dealer Billing Review report displays as a Grid which may be sorted, reconfigured, filtered and individual records marked for Billing, or taken off the Billing list.

 

HelpFilesMonitoringReports-DealerBillingReview-WithData

Dealer Billing Review - List of the selected Pending Dealer Billing charges

 

See the Dealer Billing Review chapter for complete information about that Report.

 

 

02/07/2022