This Help File Page was last Modified on 05/23/2019
Billing Cycles (for Recurring Revenue)
This Help File Page was last Modified on 05/23/2019
❑Because contracted Recurring Revenue is a critical element in the overall success of your Company, before entering these Recurring Revenue Billing Codes, please read the Managing Recurring Revenues chapter to better understand this feature.
❑Recurring Revenue Billing Cycles provide the ability to divide Subscribers into separate Automatically Billed Groups.
•A Subscriber becomes a Member of an Automatic Billing Group simply by having a Recurring Revenue Billing Cycle Code assigned to one (some, or all) of their Automatic Recurring Billing records and the same Subscriber may be a Member of more than one Automatic Billing Group (have multiple Recurring Revenue billing requirements which fall within - and/or are assigned to - different Billing Cycles).
•This allows each Automatic Billing Group:
✓To be Invoiced for their Recurring Revenue at different times of the month.
✓To be Invoiced for their Recurring Revenue for different purposes such as:
a)Subscribers who pay automatically with a Credit Card
b)Subscribers who are billed earlier in the month versus later in the month
c)Subscribers whose Invoices are delivered via E-mail
•Therefore, these Automatic Billing Groups provide the capability to establish Multiple Billing Cycles within the same Month (enabling automatic invoicing of different sets of Subscribers at different times throughout the Month - which is particularly helpful for those companies having a large number of Accounts), and for Semi-Monthly Billing, Monthly Billing, billing Subscribers who pay by Credit Card versus EFT, who are billed using a different Payment Gateway and who are billed separately from those that want their Invoice sent via e-mail, and most importantly - for any combination of all of the above!
•Automatic Billing Groups do not restrict any other Recurring Revenue Billing capabilities such as automatically billing Subscribers with multiple locations and billing on a Monthly, Bi-Monthly, Quarterly, Semi-Annual, Annual and Bi-Annual basis for both Recurring Revenue that continues indefinitely, and for fixed period billings (for time-payments of installations charges and/or Fixed Term leases and any other contractual obligations with a finite length).
❑If you plan on billing Recurring Revenue using this Recurring Billing Cycles feature (where different groups of Subscribers may be billed at different times and in different ways throughout the Month):
Bill Recurring Revenue in Cycles?
✓Sale-Purchase Items must be created for the types of Recurring Revenue related services that you provide.
Sale-Purchase Item record for Recurring Revenue
▪These are called the Recurring Revenue Sales Category Codes.
✓Pay Groups must be defined to establish the normal Price for the Recurring Revenue related services you provide.
✓The required Recurring Billing Cycles must be defined (as described within this chapter).
Billing Cycles Form - specialized Recurring Billing Cycle definition
❑Opening the Recurring Revenue Billing Cycles Form:
a)From the Backstage Menu System Select Maintenance and Choose General and Click the General Maintenance option which displays the Maintenance Menu or,
b)From the Quick Access Menu, Select Maintenance and Choose General Maintenance to display the Maintenance Menu.
•Once the Maintenance Menu is displayed, Select Receivables and Choose Billing Cycles.
Recurring Revenue Billing Cycles Form
➢Note: There are four predefined System Default Billing Cycle records which should not be deleted.
Recurring Revenue - System Default Billing Cycles
1.Standard - This is the default Billing Cycle and will always be used when the Bill Recurring Revenue in Cycles option is not Checked in the Company Options - Invoice/Proposal sub-tab of the Company Options tab on the User Options Form.
2.Week 2 - If the Bill Recurring Revenue in Cycles option is Checked in the Company Options - Invoice/Proposal sub-tab this is the first of the three additional predefined Billing Cycles.
3.Week 3 - If the Bill Recurring Revenue in Cycles option is Checked in the Company Options - Invoice/Proposal sub-tab this is second of the three additional predefined Billing Cycles.
4.Day 15 - If the Bill Recurring Revenue in Cycles option is Checked in the Company Options - Invoice/Proposal sub-tab this is third of the three additional predefined Billing Cycles.
✓This Recurring Revenue Billing Cycles Form may be Re-sized by Dragging the Top and/or Bottom up or down, and/or the Right side in or out.
•Navigation Menu - The Navigation Menu is located at the top of the Recurring Revenue Billing Cycles Form.
✓This Navigation Menu provides the normal Record Movement, plus Add, Delete, Cancel, Save, and List options.
•Record Editing View - The details of the currently selected record are displayed below the Navigation Menu at the center (Main Body) of the Recurring Revenue Billing Cycles Form.
Recurring Revenue Billing Cycles Form - Record Editing View
•To define the Recurring Revenue Billing Cycles which will be used to identify the intra-monthly Billing Cycle for each Auto Billing record.
✓Click the Icon to start the Recurring Revenue Billing Cycle entry in the Record Editing View.
▪Billing Cycle ID - Once the record is initially saved, the system will assign an ID.
▪Description - Enter a brief Description for this Billing Cycle Code entry.
oThe Description may up to 40 characters in length and include upper and/or lower case letters, numbers, spaces and normally used punctuation marks.
▪Starting Day - Enter the starting Day Number for this Billing Cycle within the Month.
oThis should be the Day number within a month when the Period of Service starts for this Billing Cycle.
oThe result is that the Period Covered explanation on the Invoice will start on the day of the month entered here, and end on the day number preceding it in the month this billed service period ends.
Period Covered explanation on Recurring Revenue Invoice
oThe system will not allow a Starting Day Number greater than 28 to be used because an Auto Billing Invoice with a a Starting Day Number greater that 28 would not be generated in February - even if it should have been.
➢Note: For those Companies who are tracking Earned and Deferred Revenue, this Starting Day helps determine (along with the Sale Date, and the Month and Year of the Period To Bill chosen in the Auto Billing dialog), when the Recurring Revenue is Deferred, and when it will be Earned.
▪Active - By default this Active field with be Checked. If you will no longer be using this Billing Cycle Code, remove this Check mark.
▪Auto Draft - When Auto Draft information is defined and will be used to auto draft payments from the Subscribers who are assigned to this Billing Cycle, Check this box.
oIf this box is not checked, a warning message will be displayed reminding the User that this Billing Cycle will be an Inactive Draft assignment and so will not use any Auto Draft information that may have been defined.
▪Credit Card Gateway - Using the Drop-Down Selection List provided, Choose the Payment Gateway that will be processing the Credit Card payments from those Subscribers who are assigned to this Billing Cycle.
▪Bank Gateway - Using the Drop-Down Selection List provided, Choose the Payment Gateway that will be processing the EFT payments from those Subscribers who are assigned to this Billing Cycle.
▪Bank - Optionally, using the Drop-Down Selection List provided, Choose the preferred Bank Account to which the proceeds from this Billing Cycle should be deposited.
oAssuming that you have not identified a Payment Gateway for EFT and Credit Card processing, if this Billing Cycles group of Subscribers pays via Electronic Funds Transfer (EFT), the selected Bank will be where those Receipts will be processed.
oBy assigning the appropriate Bank, and properly defining that Bank's EFT Information rules, the EFT transactions will automatically debit the Total Amount Invoiced to each Subscriber in this Billing Cycle using the EFT rules established for that selected Bank.
✓Click the Icon to record this Recurring Billing Cycle.
✓Any number of additional Recurring Billing Cycles may be created.
•If the Company has chosen to Charge Interest on Past Due Invoices and will be billing Recurring Revenue using this Recurring Billing Cycles feature:
a)Create Late Fee Groups for each Recurring Billing Cycle that will be used.
b)On the Accounting Receivable Section within the Edit View of the Subscribers Form, Select the Late Fee Group with the rules to be applied to the Late Fees that may be assessed and Check the Charge Interest? box.
List Icon - The Navigation Menu also has a List option which provides a tabular view of these Recurring Revenue Billing Cycle records.
Recurring Revenue Billing Cycles Form - List View
✓Click the List Icon to display the associated Grid Data.
✓The columns of Grid Data may be rearranged, filtered, sorted, and exported as a PDF file and/or an Excel formatted file.
✓Find - Enter text to search for a specific record, then Click the Find option.
✓Clear - To remove the text to search for entry, Click the Clear option
Navigation Menu shown with the List Options for Export & Print
✓Click the List Icon again to Close the List View and return to the Record Editing View.
❖See the Grids - Print Preview - Export Data chapter for complete information on using the List View, including its Export & Print options.
Billing Cycles Dialog - Options tab