RECURRING BILLING Maddenco Inc. Revised August 2009

Transcription

1 RECURRING BILLING Maddenco Inc. Revised August 2009 Copyright 2009 by MaddenCo, Inc All rights reserved.

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3 Table of Contents Introduction...5 Creating a Billing Code...5 Creating a Recurring Billing Transaction in Counter Billing...9 Printing Recurring Billing Transactions

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5 Introduction The Tire Dealer System now has the capability to create Recurring Billing Invoices in Point of Sale. This feature could be useful for automatically billing charges for items such as monthly charges for an Associate Dealer on your system. Creating a Billing Code We first need to identify the Customers who will be receiving these Recurring Billing Invoices. To do this, we ll use a new function, Recurring Billing, in Customer Maintenance. 5

6 The list of this Customer s billing Groups is displayed. Since we are just getting started, we ll take the function to Add a billing line to create a new Billing Group. 6

7 We can associate several Products with a single Billing Group. A Billing Group can also be associated with several Customers. When you create transactions later in Point of Sale, you will be using the Billing Group name to generate transactions for every Customer associated with the selected Billing Group. Locate existing Billing Group names using the Find function. As you create new Groups, they are automatically added to this list. You may select a Group from the list or create a new Billing Group, using a descriptive name. Enter the Start Date and Cut Off Date, indicating when to begin and end creating Recurring Billing transaction entries for this Product. Enter the Product to be billed every month. Use the Find function to locate the desired Product number using our standard Product Inquiry screens. In our example, we ll bill a monthly associate dealer fee. Notice you can also enter the Store and Location numbers. Enter the Quantity to be billed every month. You may enter a Price to establish a fixed Price that will be unaffected by later Product Pricing changes. If a Price is not entered, the selling Price is taken from the Product record. 7

8 If control record CRBINCOS is set to Y, you may enter both Actual and Replacement Costs. Control record RCBUSECS determines if the Recurring Billing Invoice will use the Cost entered here. This record defaults to N, to take the costs from the Product record. If CRBINCOS is not answered with Y, the Cost fields are not displayed and no input is allowed. Enter the Selling Salesman (and Mechanic number, if needed.) You may enter a Message line and indicate if it is to print on an Invoice, Work Order, Estimate and/or Vehicle History. Of course, the Product you are selling would need to be flagged as a Vehicle History item to appear on a History report. 8

9 Creating a Recurring Billing Transaction in Counter Billing Once a Billing Group has been set up, it can be used to create a Recurring Billing transaction in Counter Billing by taking the Recurring Billing function. 9

10 The existing Group names are displayed. Select the Group you choose to bill. 10

11 Answer the Copy all of the Invoices for the ADBFEE group question with Y to create a transaction for every Customer set up with an entry for the selected Group. If you are generating transactions for more than one Group, repeat the above steps, selecting the other Group names to bill, one at a time. Only Products for the current store are billed. If Products for other stores are included in a Group, Recurring Billing will need to be run at those stores to generate a transaction billing the other Products. 11

12 Our Recurring Billing transactions have been created with the Status indicated in control record RCBCLSIN. Answer the record with Y to have the Recurring Billing created as an Invoice. The default value of N creates the entry as an open Work Order. The Recurring Billing transactions show the Status as Automated. 12

13 Printing Recurring Billing Transactions Control record RCBIPRNT defaults to Y to print the transaction. Answer the record.with a value of N to prevent the transactions from printing. The Recurring Billing Invoice appears below. MADDENCO TIRES INVOICE #: N. CULLEN AVE. PAGE: 1 EVANSVILLE, IN TIME STARTED: 08:08:43 TIME CLOSED: 08:08:43 812/ CUSTOMER: ABERCROMBIE ASPHALT CO OAK MEADOW LANE EVANSVILLE, IN SALESMAN: INVOICE DATE: 09/01/09 TERMS: 30/60/ PRODUCT MECHANIC QUANTITY PRICE DISC EXTENSION ASSOCIATE DEALER MONTHLY FEE ADBFEE AGREEMENT EXPIRES 12/31/09 MERCHANDISE: SALES TAX: 5.00 INVOICE TOTAL: CHARGE ACCOUNT See Reverse Side for Sales Agreement and Warranty If you entered a Message on the billed Product Group entry for this Customer, it will print on the indicated form. Here our Message appears on an Invoice. If you are ing Invoices and Work Orders, the print option would also generate an copy of the transaction for the Customer. 13