MKS Auto Billing Application

This Help File Page was last Modified on 02/09/2019

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MKS Auto Billing Application

This Help File Page was last Modified on 02/09/2019

Understanding Multiple Billing Cycles

For smaller Companies, billing all of the Company's Recurring Revenues each month will usually be completed in one day as a single process.

However, larger Alarm Companies may find that generating a huge number of Invoices all at once is unmanageable.  

To resolve this problem, MKMS allows you to define any number of Recurring Billing Cycles, and then assign one of those cycles to each Subscriber's Automatic Billing information to identify when (in what Billing Cycle) that Subscriber should be billed.

Any number of these sets of Recurring Billing Cycles may be defined.

 

Bill Recurring Revenue in Cycles? - To implement multiple Billing Cycles, in the Company Options - Invoice/Proposal sub-tab of the Company Options tab on the User Options Form:

1.Check the Bill Recurring Revenue in Cycles? box to activate the cyclical billing feature.  

 

HelpFilesMKSAutoBilling-BillRecurringRevenueInCycles

Bill Recurring Revenue in Cycles?

 

2.Then, as the Recurring Revenue rules for automatically billing each Subscriber are entered, you will be able to select the specific Recurring Billing Cycle in which each Subscriber is to be billed.

3.Those Recurring Billing Cycles may be used to identify:

a.A specific time within the month when a set of Recurring Revenue charges will be created (e.g., week 1, 2, 3 and 4);

b.A special purpose set of Accounts (e.g., those Subscribers automatically paying Recurring Revenue charges with Credit Cards, those Subscribers who represent Multi-location Accounts, those Subscribers paying by E.F.T.);

c.Any other designated group of Subscribers - as identified by you - who are to be billed for their Recurring Revenue charges at the same time.

 

But even with this capability, your Company must still produce those Recurring Revenue Invoices for one Recurring Billing Cycle set of Subscribers, one at a time.

 

HelpFilesMKSAutoBilling-AutoBillingOneCycleAtATime

Auto Billing dialog

 

Many companies - over time - implement many of these Billing Cycle, for many and varied reasons, all valid.

 

HelpFilesMKSAutoBilling-AutoBillingCyclesList

 

So, this one-at-a-time Recurring Billing process can get complicated, and as the number of Billing Cycles needing to be identified and billed grows, the chance that someone will loose track of them (i.e., know when each Cycle must be and/or has been billed), and so the chance increases that Subscribers might not get billed on time, or not be billed at all.

 

There is a better way!

The MKS Auto Billing application.

 

The Automatic Recurring Billing capability implemented for MKMS is also available as a stand-alone application and provides far greater flexibility for determining when and which Billing Cycles will be Invoiced.

Because it is a stand-alone application, it can be run from any workstation on your Company's network that has access to the SQL Anywhere Network Server.

Whoever is responsible for billing your Company's Recurring Revenues may use the MKS Auto Billing application without also running MKMS - thereby using less local and network resources.

 

To start the MKS Auto Billing application:

 

HelpFilesMKSAutoBilling-Icon

 

Double-Click the MKS Auto Billing Icon on your computer's desktop (or in the recommended MKMS Desktop Folder) to start the program.

 

The MKS Recurring Billing - Log In screen will be displayed

 

HelpFilesMKSAutoBilling-Login

MKS Auto Billing - Login dialog

 

Once you have successfully logged in, the MKS Auto Billing Desktop will be displayed.

 

HelpFilesMKSAutoBilling-Desktop

MKS Auto Billing Desktop

 

Understanding the MKS Auto Billing Desktop

Run Billing - This Icon is selected once the Sale and Due Dates are selected, the Billing Cycles to be billed, and the Billing Period to be Invoiced are chosen.

 

HelpFilesMKSAutoBilling-RunBillingIcon

 

Set Sale/Due Dates - This Icon is selected to set the Sale Date(s) and Due Date(s) of the Recurring Revenue Invoices that will be created with this MKS Auto Billing application.

 

HelpFilesMKSAutoBilling-SetSale&DuesDates

 

Billing Period options - Identify the Year and Month that is to be billed.

 

HelpFilesMKSAutoBilling-BillingPeriod

 

Billing Cycles section (which is not a Grid because it cannot be filtered, and column locations may not be rearranged, but it can be reordered) lists the Cycle, Sale Date (as selected above), and Due Date.

By default, The Sale Date will be Today and the Due Date will be based on your Company's Terms set in Company Options - General tab of the User Options Form.

 

HelpFilesMKSAutoBilling-BillingCyclesSection-NoneSelected

MKS Auto Billing - Billing Cycles section

 

However, if the UseSubscriberTerms feature is activated, no Due Date fields will be provided because the Subscriber's Due Date is individually identified within the Receivables Section in the Edit View of the Subscribers Form.

 

HelpFilesMKSAutoBilling-BillingCyclesSection-NoDueDate

MKS Auto Billing - Billing Cycles section - Use Subscriber Terms activated

 

Billing History (Last 10) section - the last 10 Billing Processes for the currently Selected Cycle will be displayed.

 

HelpFilesMKSAutoBilling-BillingHistorySection

 

Using the the MKS Auto Billing dialog - Sale Date & Due Date choices

1.If you want to assign the same Sale and/or Due Date to all records listed in the Billing Cycles section    

a.Unselect All or Select All - Click either the Select All or Unselect All Icon at the bottom of the Billing Cycles section  

 

HelpFilesMKSAutoBilling-BillingCyclesSection-UnselectAll

Billing Cycles - Unselect All Icon

 

b.Click the Sale/Due Dates Icon

 

HelpFilesMKSAutoBilling-SetSale&DuesDates

MKS Auto Billing dialog - Set Sale/Due Dates

 

i.A message - illustrated below - indicates the all or none, but not just some of the Billing Cycles are already selected.

 

HelpFilesMKSAutoBilling-UpdateAllCycles

 

c.To assign the same Sale and/or Due Date to all records, Click the Yes option.

i.If the UseSubscriberTerms feature is not activated, the Sale Date Only, Due Date Only, and Sale And Due Date options will be provided

 

HelpFilesMKSAutoBilling-SetSale&DuesDates-EnterSale&DueDatesDialog

MKS Auto Billing - Update Sale/Due Dates dialog

 

ii.If the UseSubscriberTerms feature is activated, no Due Date fields will be provided because the Subscriber's Due Date is individually identified within the Receivables Section in the Edit View of the Subscribers Form.

 

HelpFilesMKSAutoBilling-SetSale&DuesDates-EnterDatesDialog

MKS Auto Billing - Update Sale/Due Dates - Sale Date Only

 

iii.Enter the appropriates Sale and/or Due Dates as required.

 

HelpFilesMKSAutoBilling-SetSale&DuesDates-EnterSale&DueDatesDialog-WithDates

MKS Auto Billing - Update Sale/Due Dates - Sale and Due Dates

 

 

2.If you want to assign the specific (various) Sale and/or Due Dates to selected records listed in the Billing Cycles section    

a.Click the Unselect All option at the bottom of the Billing Cycles section  

i.If the message show below iks presented, you forget to Choose Unselect All   .

 

HelpFilesMKSAutoBilling-Select1OrMoreBillingCycles

 

b.Bill - Check the box(es) in the Bill column of each Billing Cycle that is to be assigned the same Sale Date and/or Due Date  

 

HelpFilesMKSAutoBilling-BillingCyclesSection-SomeSelected

MKS Auto Billing - Billing Cycles section - specific Billing Cycles selected

 

c.Click the Sale/Due Dates Icon

 

HelpFilesMKSAutoBilling-SetSale&DuesDates

MKS Auto Billing dialog - Set Sale/Due Dates

 

c.Set Sale/Due Dates - Click this option to open the Update Sale/Due Dates dialog.

i.If the UseSubscriberTerms feature is not activated, the Sale Date Only, Due Date Only, and Sale And Due Date options will be provided

 

HelpFilesMKSAutoBilling-SetSale&DuesDates-EnterSale&DueDatesDialog

MKS Auto Billing - Update Sale/Due Dates dialog

 

ii.If the UseSubscriberTerms feature is activated, no Due Date fields will be provided because the Subscriber's Due Date is individually identified within the Receivables Section in the Edit View of the Subscribers Form.

 

HelpFilesMKSAutoBilling-SetSale&DuesDates-EnterDatesDialog

MKS Auto Billing - Update Sale/Due Dates - Sale Date Only

 

iv.Enter the appropriates Sale and/or Due Dates as required.

 

HelpFilesMKSAutoBilling-SetSale&DuesDates-EnterSale&DueDatesDialog-WithDates

MKS Auto Billing - Update Sale/Due Dates - Sale and Due Dates

 

Billing Period - Identify the Billing Period that is to be Invoices.

 

HelpFilesMKSAutoBilling-BillingPeriod

MKS Auto Billing - Billing Period

 

Year - Using the Drop-Down Selection List provided, Select the appropriate Year for this Billing Period

Month - Using the Drop-Down Selection List provided, Select the appropriate Month for this Billing Period

 

Run Billing - This Icon is only selected after the Sale and Due Dates are identified, the Billing Cycles to be billed are Checked, and the Billing Period to be Invoiced is chosen.

 

HelpFilesMKSAutoBilling-RunBilling

MKS Auto Billing - Run Billing

 

Confirm:  Read the message and answer accordingly.

 

HelpFilesMKSAutoBilling-BillingPeriodConfirmation

 

The Auto Billing pre-processor will examine the Billing Cycle data and if issues are identified, an Information message will be displayed.

OK - Click OK to proceed

 

HelpFilesMKSAutoBilling-BillingCyclesWarning

 

Pre Billing Validations data:

 

HelpFilesMKSAutoBilling-BillingCyclesWarningDialog

Pre Billing Validations dialog - Failed Validations & Warnings

 

Failed Validations - These would include such things as a selected Billing Cycle has already been billed.

Warnings - These would include such things as a specific Billing Period for a selected Billing Cycle may have been skipped, or a Billing Cycle was not being billed at all (was it be choice or a mistake?).

 

HelpFilesMKSAutoBilling-BillingCyclesFailedViolations

 

 

Confirm - If Warnings and/or Violations were reported, do you want to Run Billing anyway?

 

HelpFilesMKSAutoBilling-RunBillingCyclesDespiteWarning

  Run billing despite warnings?

 

Processing the selected Billing Period for the selected Billing Cycles

 

HelpFilesMKSAutoBilling-BillingInProgress

 

When the processing has been completed, an Information message will be displayed.

 

HelpFilesMKSAutoBilling-BillingProcessComplete

Billing Process Complete

 

OK - Click OK to view the Billing Summary.

 

Billing Summary is displayed when the Run Billing process has been completed.

 

HelpFilesMKSAutoBilling-BillingSummary

 

The Billing History is updated as appropriate.

 

HelpFilesMKSAutoBilling-BillingHistoryUIpdates

MKS Auto Billing dialog - Billed Cycle recorded in Billing History

 

To Exit the MKS Auto Billing application, Click the Close box HelpFilesCloseBoxon the right at the top of the Form.

 

What's Next?

Send the Invoices to the Subscribers.

 

HelpFilesPrintInvoicesE-Mail

 

Email engine selection may be updated

 

HelpFilesE-MailInvoices-Process

 

Process - Click the Process button to send the Invoices by Email.

 

What's Next?

Post Auto Drafts (where appropriate) for each of the Billing Cycles that were Invoiced.