Asset Management Billing AR-1150

Transcription

1 Asset Management Billing AR-1150 Overview This Extended Solution to the Accounts Receivable module allows you to bill clients for the management of various assets from the Accounts Receivable module (please refer to the Specific Purpose Rule). AR-1080: User Defined Fields for Customer Masterfile, AR-1108: User Defined Line Fields for Invoices and AR-1074: User Defined Invoice Header Fields must be installed and enabled for this Extended Solution to function properly. AR-1062: Subtotals on Accounts Receivable Invoices adds additional functionality to this Extended Solution. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: 2005 Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 1

2 Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Accounts Receivable Setup menu option screen. After the option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: CUSTOMER MASTERFILE BILL METHOD UDF: Enter the uppercase UDF set up as the Bill Method UDF in AR Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 2

3 CUSTOMER MASTERFILE FORM CODE UDF: Enter the uppercase UDF set up as the Form Code UDF in AR CUSTOMER MASTERFILE SET FEE UDF: Enter the numeric UDF Setup as Set Fee UDF in AR INVOICE HEADER INTERIM BILL? UDF: Enter the Yes/No AR-1074 UDF Setup to indicate if you want to use the Interim Bill. INVOICE HEADER NO OF BILLING PRDS UDF: Enter the AR-1074 Numeric UDF Setup for the number of Billing Periods. (This UDF should be masked as #0 when set up in AR-1074). INVOICE LINE AVERAGE MARKET VALUE UDF: Enter the AR-1108 Numeric UDF Setup to hold the Average Market Value for the line. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Customer Masterfile New fields for Bill Method and Form Code have been added to the Customer Masterfile. One of three bill methods can be selected, each of which will perform a unique calculation in A/R Invoice Data Entry. The UDFs set up in Extended Solution AR-1080: User Defined Fields for Customer Masterfile and entered in the Setup for this Extended Solution provide these fields. A UDF will be used to store the form code used to print invoices from A/R Invoice Data Entry, overriding the printing program s default form code. Three bill methods are available: Flat Rate, Tiered Rate and Set Fee. If the UDF has F, T, or S as the first character, a new screen will be available when you are in the customer masterfile that allows you to enter and maintain a table of up to six tiers consisting of ranges of dollars and their corresponding rates (Figure 2). This table is read according to the Bill Method during A/R Invoicing. You can access this table at any time by pressing the More button (Figure 3). The dollar range masks are #,###,###,###.00, and the rate is masked to 0.###### Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 3

4 Figure 2 Figure 3 A/R Invoice Data Entry When entering a new invoice in A/R Invoice Data Entry, you can use a new Asset Management Portfolio Maintenance option to create A/R Sales Code Lines on the invoice. You can enter multiple portfolios for each invoice. As each portfolio code is entered, the accompanying portfolio codes on the invoice will be recalculated as specified below. When 2005 Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 4

5 you exit the window, the program adds the appropriate A/R Sale Code Lines to the invoice. After all portfolio codes have been entered, you can enter any standard invoice lines as required. In A/R Invoice line entry (Figure 4), press the Special Options button to pop up a window prompting for the following to enter portfolios for an existing invoice (Figure 5): 1. Portfolio Code (a list into on-file Sales Codes) 2. Portfolio Description (defaults from Sales Code selected, override allowed) 3. Number of Days in Year 4. Date Range 5. Market Value by period* and date valued 6. Beginning of period market value and date valued. Figure Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 5

6 Figure 5 *The window will allow entry of a numeric value masked as #,###,###,###.00 into a maximum of 13 period fields, while the actual number you can enter depends on the Number of Periods Being Billed For, which was entered in a header UDF. *You will not be able to access the Management Portfolio maintenance window if the Number of Periods Being Billed For is zero. The Number of Periods Being Billed For is a value that is not unique to the portfolio. This field is maintained as a header UDF along with the Interim (Y/N) flag. After you exit Portfolio Maintenance, all Portfolio Codes on the invoice will be recalculated. The Portfolio Code description becomes the Sales Code Description. One AR-1062 Subtotal will be placed on the invoice following the last Sales Code line when you accept a new invoice. Bill Methods There will be a maximum of three billing methods you can use from A/R Invoice Data Entry: Flat Rate, Tiered Rate, Set Fee and the Interim Bill. The Interim Bill functions as a billing method in that it has a unique way of determining the bill amount. You can indicate to use it during Invoice Data Entry by checking the Interim Bill UDF check box. The Bill Method can vary by customer, but does not vary by portfolio. The calculations for the Bill Methods, other than the Set Fee and to some degree the Interim, are identical with the variation being the values you are inputting Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 6

7 The bill methods and the method in which they calculate the bill amount are as follows: I. FLAT RATE The Market Value for all periods will be added together for a Total Market Value. An average will be taken by dividing the Market Value by the number of periods in which a Market Value was entered. The Beginning of Period Market Value will be considered a period for the purpose of calculating the Average Market Value. These two steps will be performed for each portfolio. The Average Market Values for all portfolios will be totaled. This Total Average Market Value will be compared to the customer s specific table to determine a single Rate. The rate is then multiplied by the Total Average Market Value to arrive at an Annual Rate. The Annual Rate is then divided by 12 and then multiplied by the Number of Periods Being Billed For to arrive at the total invoice charge amount. This Total Charge is prorated back to each Sales Code (portfolio) based on the portfolio s Average Market Value compared to the Total Average Market Value. Another way of explaining this formula: Total Charge [(Rate * Total Average Market Value)/12] * Number of Periods Being Billed Rate for each Sales Code (Average Market Value/Total Average Market Value) * Total Charge II. TIERED RATE This method is similar to the Set Rate bill method; however, a rate schedule applies. The Rate is calculated on the amount corresponding to the tier limit. Multiple rates can then be used to determine the bill amount. For example if the tiers were set up as: 1 million 2 million at million 3 million at.525 And the Total Average Market Value is 2.5 million, the program would calculate the first 2 million at one rate and the second.5 million at the next rate. The bill amount then is the sum of the fee calculated for each tier used. The formula might need to add the results of more than one equation to arrive at the line extension. The Total Charge becomes the sum the following calculations performed on each applicable tier of the rate table. Total Charge = [(Rate * Total Average Market Value)/12] * Number of Periods Being Billed Rate for each Sales Code = (Average Market Value/Total Average Market Value) * Total Charge The rates used, the upper limits of these rate tiers, and the resulting fee for each rate can be printed on the invoice form Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 7

8 III. SET FEE This bill method uses a predetermined yearly fee. One AR-1080 User Defined Field holds the client s Set Yearly Fee. The Market Value will be determined by summing the periods entered. The Set Yearly Fee will be divided by 12 and multiplied by the number of periods being assessed. The extension for the sales code becomes: [Yearly Fee/12] * Number of periods. The rate used can be printed on the invoice form. IV. INTERIM BILLS A method for producing Interim Bills has been provided. Customers will not have a bill method of Interim Bill as their default bill method. From A/R Invoice Header UDF Maintenance, check the Interim Bill check box to produce an Interim Bill. If you respond with a Yes, the system will prompt for the Number of Days in the Year. Users can enter any number up to 999. They can also then enter a date range (mm/dd/yy to mm/dd/yy). They then can enter values in the period fields. The Market Value for all periods will be added for a Total Market Value. An average is then taken by dividing the Market Value by the number of periods in which a Market Value was entered. The Average Market Values for all portfolios entered will be totaled. This Total Average Market Value will be compared to the customer s specific table to determine the Rate(s). Whether the rate table is read as a Flat Rate or as a Tiered Rate depends on the customer s Billing Method. The rate is then multiplied by the Total Average Market Value to arrive at an Annual Rate. The Annual Rate is then multiplied by the number of days from the start date to the ending date, and then divided by the number of days in the year (entered value) to determine the Total Charge. This Total Charge is prorated back to each Sales Code (portfolio) based on the portfolio s Average Market Value as compared to the Total Average Market Value. Multiple portfolios can be entered for this bill method and for the other bill methods. All portfolios entered for the invoice are calculated using the interim bill method. In other words, it will not be possible to perform an interim bill on one portfolio and a Set Rate bill on another portfolio on the same invoice. Notes about Tiered Rate vs. Flat Rate Method of Reading Customer Rate Table: TIERED RATE: As the rate table is referred to, multiple rates can actually be used, corresponding to the tier limit. For example if the tiers were set up as: 1 million 2 million at million 3 million at.525 And the Total Average Market Value is 2.5 million, the program would calculate the first 2 million at one rate and the second.5 million at the next rate. The bill amount then is the sum of the fee calculated for each tier used. The formula used then might actually need to add the results of more than one equation to arrive at the line extension. FLAT RATE: As the rate table is referred to, one single tier corresponding to the Total Average Market Value will be read. This method can be compared to the way in which standard MAS 90 MAS 200 reads the item pricing tables with the quantity 2005 Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 8

9 ordered on a Sales Order. For example, the tier read corresponds with the total amount. Invoice Printing During A/R Invoice Printing, the form code corresponding to the customer s A/R Customer Masterfile UDF will be used. If the user has indicated during data entry that the invoice is an Interim Bill, then the form code for Interim Bill will be used, regardless of the bill method referenced in the customer masterfile. On a form-by-form basis, you can maintain a block of free form text where you can insert various data elements into the text using codes (see the Forms section below). The following data elements can be inserted in the text: Number of Periods, Market Value (for 13 periods), Market Date (for 13 periods), Beginning Date, Ending Date, Beginning Period Value, Beginning Period Date, Total Market Value and Average Market Value. See Figure 6 for an example. ***** INVOICE ***** PAGE: 1 Battersea Power Systems LTD Godalming House Battersea, NW5 (206) INVOICE NUMBER: IN INVOICE DATE: 09/26/95 SALESPERSON: 0000 SALES TAX CODE: WA Trust House Forte LTD CUSTOMER NO: Wembley Park House CUSTOMER P.O.: LN SHIP VIA: CONTACT: Sir George Forrester TERMS: NO TERMS SALES CD DESCRIPTION QUANTITY PRICE AMOUNT INVEST A Portfolio Sales Code EACH There are 13 Periods on this portfolio For period 1 the market value was on 01/01/94. The Beginning Period value is The Total Market Value is 1, The Average Market value is Figure NET INVOICE: FREIGHT:.00 SALES TAX: INVOICE TOTAL: Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 9

10 Figure 7 Sales Journal Update During the Sales Journal Update, the Average Market Value for each Sales Code line will be written to one Invoice Line User Defined Field (AR-1108). No other data from Portfolio Maintenance is preserved. Repetitive Invoice Entry is not affected. The above changes affect Invoice Data Entry only. None of the data entered into Portfolio Maintenance or calculated by the program is saved after the Sales Journal update, with the exception of each line s Total Market Value, preserved in a line user-defined field. The Portfolio History Report A new report running from the A/R Open Invoice file and the Invoice History file will be added to the A/R Reports menu. The report will categorize an invoice into different types of portfolios based on the Sales Code; e.g., a Sales Code equals a portfolio/investment type. The report will sort by the Sales Code and within Sales Code by Customer Name. The report can be selected by a range of customer numbers, Sales Codes and Invoice Numbers (Figure 7). The report will generate a page break when the Sales Code changes. The report will print one line per Customer/Invoice/Sales Code included within the selection range. The user will enter a Payment Cutoff Date, and the system will select and total all invoice payment transactions made on and before this date. The user will also enter an Invoice Date, and only those invoices having this date will be selected Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 10

11 Run Date: 09/30/97 MJF Bootes Chemists Ltd Page: 1 A/R Date: 09/30/97 PORTFOLIO HISTORY REPORT Time: 03:17 PM MARKET PERIOD END DATE: 09/30/97 PAYMENT CUTOFF DATE: 10/30/97 SHAW CUSTOMER INVOICE DATE LAST AMOUNT MARKET OUTSTANDING BASIS NUMBER NAME AMOUNT BILLED CHK DATE PAID VALUE A/R AMOUNT DAYS POINTS STD Std Sales Code 00 MAIN DIVISION SORT FIELD Rowntree /Macintosh /10/97 10/25/ DIVISION 00 TOTAL: SALES CODE STD TOTAL: REPORT TOTAL: ============ ============= ============ Figure 8 The following fields appear on this Report (Figure 8): Customer Sort Field, Titled Shaw # This data element prints as the first column on the report. Customer Name Invoice Amount Date Billed Invoice Due date. Last Check Date Last payment date against this invoice. Amount Paid Amount Paid indicates the total of payment amounts on and before the payment cutoff date. This is obtained by totaling payment transactions only (not debit or credit memos) applied to the invoice where the payment transaction date is on or before the payment cutoff date. Market Value Average Market Value field from invoice. Outstanding A/R Outstanding A/R indicates the invoices balance as of the cut-off date. This is calculated as the standard Trial Balance Report logic calculates the balance as of the aging date. Days Outstanding The calculation of this column is made by comparing the payment cut-off date to the Invoice due date. If the invoice is paid, the calculation is made by comparing the last payment date to the Invoice Due Date. Basis Points Average Market Value divided by Portfolio days. Payment Cut-off Date and selected Invoice Date are printed in the report s header. The Invoice Date is labeled Market Period End Date. This report can be printed to file, including options for Lotus, Excel, DBF, etc. See Figure 8 for an example of the report. Applied Credit Memos and applied Debit Memos are netted against the original invoice amount to obtain the amount billed Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 11

12 Forms Non-graphical Forms You can maintain the new form fields for this Extended Solution by clicking the Form button. A window will pop up where you can select the form you want to maintain (Figure 9). Select this Extended Solution to display the Form Maintenance screen (Figure 10). Figure 9 Battersea Power Systems LTD (MJF) PRINTER LP 09/26/95 INVOICE PRINTING 08:01 AM LN FIELD DESCRIPTOR PRINT? LINE TAB PRINT? DESCRIPTION LINE TAB 1 UPPER TIER AMOUNT 1 Y N 2 UPPER TIER AMOUNT 2 Y N 3 UPPER TIER AMOUNT 3 Y N 4 UPPER TIER AMOUNT 4 Y N 5 UPPER TIER AMOUNT 5 Y N 6 UPPER TIER AMOUNT 6 Y N 7 TIER 1 RATE Y N 8 TIER 2 RATE Y N 9 TIER 3 RATE Y N 10 TIER 4 RATE Y N 11 TIER 5 RATE Y N 12 TIER 6 RATE Y N 13 PORTFOLIO TEXT BLOCK 14 TIER AMOUNT 1 Y N 15 TIER AMOUNT 2 Y N 16 TIER AMOUNT 3 Y N 17 TIER AMOUNT 4 Y N 18 TIER AMOUNT 5 Y N 19 TIER AMOUNT 6 Y N 20 TIER FEE TOTAL 1 Y N 21 TIER FEE TOTAL 2 Y N 22 TIER FEE TOTAL 3 Y N 23 TIER FEE TOTAL 4 Y N 24 TIER FEE TOTAL 5 Y N 25 TIER FEE TOTAL 6 Y N Figure 10 ENTER LINE NUMBER TO MODIFY (1-13, HEADER, <ENTER> to end): [ ] On the Form Header Maintenance screen, click the Options button and the Asset Management Portfolio Text Block Setup screen will be presented (Figure 11). On a form-by Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 12

13 form basis, you can maintain a block of text. You can insert various data elements into the text using the following codes encapsulated within chevrons (< >): Figure 11 <NP> Number of Periods <MKT VAL 01> Market Value: in place of 01 you can enter the Period 01 through 13 <MKT DT 01> Market Date: in place of 01 you can enter the Period 01 through 13 <BEG DT> Beginning Date <END DT> Ending Date <BEG PRD VAL> Beginning Period Value <BEG PRD DT> Beginning Period Date <TOT MKT VAL> Total Market Value <AVG MKT VAL> Average Market Value <TIER FEE 1> through <TIER FEE 6> these codes can be used to print the Portfolio Code Tier Fees for Tier Levels 1 through 6 <ND> number of days in the interim period The new fields that you activate with this Extended Solution will print in addition to any other fields that have been activated in standard MAS 90 MAS 200 or other Sage Software Extended Solution FORM maintenance. Graphical Forms No changes have been made to the Crystal Reports Work Table files. If you have elected to use graphical forms in the modules Setup, the features of this Extended Solution that affect form printing will not be available Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 13

14 Report Master /Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes. File: AR.PTF_DTL AR.PTF_RTE Field: All Fields All Fields The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Extended Solutions installed. Note: The Report Master module is not supported in MAS 200 SQL. Crystal Reports The files listed below have been added or changed in the Crystal Dictionaries by this Extended Solution for Crystal Reports purposes. File: Description Field: AR_MT Asset Management Rate Tier All Fields AR_MP Asset Mgm Portfolio Detail All Fields Be aware that the Crystal Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 14

15 Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. AR-1150 (Revised 08/05) Page 15