Billing Groups and Partial Billing

Transcription

1 Billing Groups and Partial Billing May 2, 2013 Presented by Rahul Karadi Overview Floor covering dealers have diversified job types that require different billing functions. These differences may dictate that typical processes to generate a bill and close the order become more complex. The options RFMS offers to close jobs that are completed in multiple phases include group billing, progress or partial billing and percentage of completion or percentage billing. This webinar is designed to give the attendee an overview of how to utilize the functionality that can group orders, divide orders or create orders for billing purposes. The three primary functions to accomplish are Billing Groups, Partial Billing and Percentage Billing. Billing Groups are used to connect multiple orders into a group to get an overall view of the job or project and to generate reporting, Billing Group is the first step and required for Partial Billing and Percentage Billing to function. Partial Billing allows the option to bill portions of a job incrementally rather than in one lump sum. Percentage billing allows billing to be generated by percentage or dollar value created by the user instead of on a line by line basis. Key Features Billing Groups Partial Billing Percentage Billing Understand when to use each type of billing functionality 1 P age

2 BILLING GROUPS Billing Groups A billing group simply connects multiple orders for reporting and processing. A billing group must be used for Progress, or Partial Billing and Percentage Billing. It can also be used to simply group orders together for reference. For example, an order for warranty work could be grouped with the original order. If an order is part of a billing group it will be indicated on the Customer Orders browse screen in the detail section. Billing Group Options Click the Invoice Billing Group button on the Customer Browse Screen. Create new billing group will begin a billing group with the highlighted order as the primary order. Select Existing Billing Group Choose this option to add the current customer order to an existing billing group. Single-click a billing group and click the Select button at the top of the screen. This will add the current customer order to that billing group. 2 P age

3 Find a Billing Group This option allows searching for a particular billing group. Search for the Billing Group by Group Number or Description then highlight the line by single clicking on it. Click the Select button at the top of the screen to choose the Billing Group and the billing group screen will display without adding an order to the group New Billing Group or Edit Billing Group The details of this billing group are outlined on this screen to view or edit if necessary. Exit this screen to go back to the Customer Browse Screen. Create a New Billing Group To link customer orders together, requires a Billing Group be created using one of the existing orders. Click the Invoice Billing Group icon on the Customer Browse Screen and select Create a New Billing Group. Fill in all the appropriate information o Billing Group Name o Select Partial Billing Option (if applicable) o Retainage info o Finance Charge Linking Existing Orders to Billing Groups Another option is to add an existing customer order to a Billing Group. After a new Billing Group is created Highlight the order and click the Invoice Billing Group icon. Highlight the order to link, then click the Invoice Billing Group icon. Choose "Select Existing Billing Group". Select the appropriate Billing Group from the list provided. Click the Select icon. The system automatically opens the Billing Groups screen. Notice that the order that was just added to the Billing Group now appears in the Order section on the Billing Groups screen. Continue this process for all other orders that you wish to add to this particular Billing Group. 3 P age

4 Billing Group Screen Options Project Information Primary Order Number This number is the original invoice number. It is indicated in the list by a green check mark. Group Name Enter the name of the Billing Group. If not edited, the default Billing Group name will be "BILLING GROUP FOR INVOICE " This name will be shown on billing group related reports. Contract Setting a contract permanently sets the contract amount and baseline. A contract date and amount are recorded. An Undo button is available in case of the contract being set by mistake. If a Billing Group is in Contract, and a new order is added or an existing order is changed (other than changes orders), and the Current Total for the billing group no longer equals the Original Contract Amount; then the Contract Amount, Current Total and Discrepancy Amount will display in bold red text. Allow Finance Charge- Select this option to allow a finance charge on the current billing group. Partial Billing- Setting a billing group as a partial billing group allows billing notices to be generated and retainage to be added to the billing group. ***UPDATE ENHANCEMENT***Creating/Undoing Partial billing is done via buttons rather than a check box so now these processes can be password protected. Last Billing- This field shows how many billings have taken place in the billing group. It will increase each time an order has been job costed and billed. 4 P age

5 Retainage-A check box indicates that retainage has been billed. Until retainage has been billed, it will recalculate with changes in the billing group total. ***UPDATE ENHANCEMENT***A No Retainage display box was added to the Billing Group Screen. The value displayed pertains to the highlighted order. This applies to change orders which have been set to be not included when calculating retainage. Amount Displays the total amount of retainage for this billing group. Percent Enter the percent of retainage held on for this billing group, this will calculate the amount. Days Enter the amount of retainage days for this billing group. If the days are left at zero the retainage well be automatically billed on the final bill. After the retainage is due (All orders have been delivered and the retainage days are met), a bill button will be available. Click the button to create a retainage billing notice and the system will change the status to billed. A report of retainage to be billed can be found at Order Entry>Reports>Retainage Due 5 P age

6 Projected Costs & Profit This section allows viewing what has affected the job total. Any Change Orders (add-on s or credit memos) and payments will display here. This information will be included on the Billing Notice. Current Total total of all orders which are not change orders in the billing group Balance -This field displays the running balance due for all customer orders in a particular billing group. Grand Total-This field displays the grand total to be billed for all customers in a particular billing group. = Current total + Change Orders. In addition, Costs, Gross Profit and GP% can be seen here. These figures are arrived at by pre-job costing each order in the group. The figures are calculated upon entry and are adjusted when inserting, editing, or deleting orders from the billing group. Also, when designating a change order and posting payments. The larder the group, the longer it takes to calculate. When an order that is in a Billing Group has been job costed, actual figures are used rather than the pre-job cost projection figures. Thus, as other orders in the Billing Group are job costed, the projections become more and more accurate. Special Notes for Creating Billing Groups When an order that is in a Billing Group has been job costed, actual figures are used rather than the pre-job cost projection figures. Thus, as other orders in the Billing Group are job costed, the projections become more and more accurate. The primary order for the group will have a green check mark. This is located in the Orders portion of the Billing Group Screen. PARTIAL BILLING How it Works Partial Billing of customer orders is accomplished by using Billing Groups. The overall concept works like this: (1) an order is entered for the entire job, (2) material and service lines are split and exported to a new order(s), (3) a billing group is created that includes the original order and all new orders, (4) those new order(s) are job costed as they are completed, (5) a billing notice is produced, (6) the original is final billed when the entire job is completed 6 P age

7 ENTER THE ORDER SET UP BILLING GROUP DETERMINE BILLING SCHEDULE PROCESS FIRST BILLING: JOB COST AND BILL Enter the Order The order will be billed as the work is completed. The entire order including all lines that add up to the total of the order will be entered into the original order Set Up Billing Group A Billing Group must be created to Partial Bill or attach the new order to an existing Billing Group. Billing Schedule The billing schedule is as follows: The customer will be billed the amount of materials and service that is completed (cut or delivered status) at a certain point in time. Process Order PREPARE LINES As the job is progressing the material service lines are SPLIT to include ONLY the amount of material being shipped out for that PHASE. UPDATE LINES The material lines will be updated as they progress through the system from Reserved to Cut to Delivered. The service lines will remain at None status until the providers earnings have been posted and then should be changed to Cut and/or Delivered to indicate the service has been reconciled for that line. Ultimately the status of each line and the corresponding service lines will determine the amount to be billed. This method is based on the amount of work that is completed when the billing deadline is reached. Any lines that are NOT COMPLETED at that time will be exported to a separate order and have a separate CG or invoice number. Prepare First Billing: DETERMINE BILLING AMOUNT AND ORDER LINES ASSOCIATED Run Materials Analysis or review the job lines to determine the amount that will be billed for that phase of the job at the desired cut off. EXPORT NOT COMPLETED ORDER LINES Export the lines that are NOT COMPLETED or will not be a part of the billing onto a new order number. Note: The order number can be typed in to be similar to the original order number for easy reference if the System Setting, computer generated order number s is turned off. If the original order is CG the new order umber could be A or The providers earnings that have been posted to the original order will now stay with that order to be job costed and NEW work orders will be issued for the NEW order number and should be posted to that order when they are presented to be processed. 7 P age

8 Job Cost Each customer order in a billing group will have its individual job cost information, but to the job cost information for the group as a whole cam also be viewed. From the billing group screen go to Print>Choose Job Cost sheet>select Billing Group The information about individual jobs is listed first, with a total for the billing group at the end of the report. Print Billing Notice The first time an order is job costed from a specific billing group, the billing notice will reflect this information by displaying at the top of the printout, Billing Notice #1. Each time another order is job costed the Billing Notices will follow suite. For instance, the second Billing Notice will display as Billing Notice #1-2, the third will be Billing Notice #1-3, etc. Print Lines o o o Do Not Print Lines This option will print no Order Lines. Print All Lines This option will print All Order Lines. Print Current Billing Lines Only This option will print only Billing Lines. 8 P age

9 Partial Billing Procedures Create a New Billing Group or Select Existing Billing Group Enter Customer Order and Lines Export Billable Lines to a new order Split Lines and Create Areas (if Work Orders are used) Set Line Statuses to "Cut" on new order Print Picking Ticket (Optional) and Work Order (Optional) Print JobCost Sheet JobCost the new order Print Billing Notice 9 P age

10 Posting Provider Records on Partially Billed Orders Provider earnings records can be posted to orders within a billing group in the same manner that is used for any other customer order. Likewise, provider records can be moved from one order to another within the billing group if needed with one of two options. Enter a negative provider record to remove all or part of the service charge from one invoice; enter positive provider records (that equal the negatives) to book the service charge to a different invoice. Option Two, is to use the new button move selected provider record to another undelivered order (shown below). This button lets you take the entire record and transfer to any other open order Posting Payments on Partially Billed Orders Method 1: Multiple Payments If you receive more than a few payments at a time (either on individual checks or on one check) you can use the Multiple Payment module found in the Accounting Module: From the Accounting Main Menu, click on File. Click on Accounts Receivable. Click on Multiple Payment. The Main Multiple Payment screen appears. Click on the Down Arrow that is found under the Customer Name or Billing Group Name field. Select Billing Group. Click on the Ellipsis button found to the right of the Billing Group field to select a billing group. A selection list appears that contains all of the billing groups that exist. Search for a billing group by name or by billing group number Select the billing group by double-clicking the mouse. All invoices that have been grouped together in this billing group appear. Selecting the invoices for which payment was received. Tag the invoices to apply payment, a running total is displayed. In the lower portion of the screen, enter the detailed payment information: select the check register and enter check number, comments, etc. Then, enter the total payment amount in the appropriate field on the right side. The total payment entered here should equal the total amount that is tagged above. When the payment information and all invoices and been tagged and they both equal, you are ready to post the payment. Click on the Distribute icon. The last step is to actually post the payment. Click on the Post Payment icon. A receipt is created and the orders are removed from the Multiple Payment screen. 10 P age

11 Method Two - Post to Individual Invoices The second method of posted payments for invoices with a billing group would be to post a payment to each invoice individually. This method is no different than the normal payment posting done for customer invoices that are not a part of a billing group. PERCENTAGE BILLING Percentage billing allows a portion of an original customer order to be billed by percentage instead of on a line by line basis. When using the Percentage Billing feature, the portion to be billed will be exported to a separate order within a billing group. This process puts a negative line(s) on the original order and creates lines on the new order showing the percentage billed amount. Billing Schedule The billing schedule is as follows: SET UP: The option to generate a percentage of the total order instead of each line requires that special product codes be set up track this. To Percentage Bill: Go to Utilities, System Options, Order Entry, Configuration Look or search for the options Percentage Partial Billing Inventory Product Code and Percentage Partial Billing Service Product Code Enter both the Inventory and Service product codes to use for percentage billing. Create Billing Group Select the Partial Billing option located at the top of the Billing Group screen. o If you do not select this option, the Percentage Billing Feature will not work. Open the appropriate Customer Order. Select the Export button. This button is located below the lines of the order screen. Select Export Method screen will display. Click the Create Percentage Lines button. The Percentage Billing screen will display. Enter the appropriate Percentage to Bill. Enter the appropriate Estimated G/P Percent. Enter the appropriate CG Number for the new order. Enter the Material, Material Cost, Service, Service cost amounts, if these costs are different than the number that is currently in the fields provided. Click the Process A dialog message will appear that asks you to verify that you wish to post this billed amount. If so, click YES. To abort this procedure, click NO. Another dialog box will display, showing you the CG number to which this percentage billed amount is now associated with. 11 P age

12 Negative lines now appear on the Original Order, showing the amount deducted from this order and billed on the other order. STEP BY STEP INSTRUCTIONS Select the Partial Billing option located at the top of the Billing Group screen. If this option is not selected, the Percentage Billing Feature will not work. Select the Export button. This button is located at the bottom of the Original Order screen. The "Select Export Method" screen will display. Click the Create Percentage Lines button. The Percentage Billing screen will display. Enter the Percent to Bill. Enter the Estimated G/P Percent. Target Order Number- leave as is for a new computer generated invoice number or click the ellipses button to search for an existing order number to send the billing lines to. 12 P age

13 To Be Billed Based on the numbers entered above, the system will calculate the Material, Material Cost, Service, Service cost amounts. Click the? button to see the material and installation cost breakdown. If these costs are different than the number that is currently in the fields provided change the amounts. Click the Process button when done. A dialog message will appear that asks to verify to post this billed amount. If so, click YES. To abort this procedure, click NO. Another dialog box will display, showing the CG number to which this percentage billed amount is now associated with. Negative lines now appear on the Original Order, showing the amount deducted from this order and billed on the other order. Continue this process until the entire order has been billed. 13 P age