Alternate Billing Methods

Transcription

1 Alternate t Billing Methods

2 In Service Assistant, You probably leave an invoice for customers at the time of service, then wait for them to send you a check. However, there are other options.

3 Let s look at a Customer Screen A customer s Billing Type will show on the lower right corner. Note: Changing the Billing Type will only affect future programs scheduled. For existing programs, you will need to edit the programs own Billing Type. Let s look at each choice individually

4 Regular/Invoice This is what you are used to seeing in the remit box. The customer s account will be charged when the service is posted. All aging, interest and calculations will key off the production date.

5 Installments t This is a Billing option where, instead of charging the customer directly for the service, you are charging a periodic (usually monthly) fee. This is covered in the Installments presentation

6 Statement Only A common Billing Type for maintenance companies is Statement Only. This is also known as Monthly Invoices (although they can be run at any frequency)

7 Statement t t Only This an option that groups services together on one invoice (assuming that these jobs were not actually invoiced at the time of service) This is a popular option for mowing and snow removal companies.

8 Statement Only When printing Drivers Reports or Worksheets for this type of job, it will be important to NOT mark these services as printed. A Monthly Invoice will not generate for any posted service with Statement Only Billing Type that HAS been marked as having an invoice printed

9 Statement Only At the end of your billing period, you can group these services on one invoice. Go to Print Invoices Monthly Invoices

10 Statement t t Only Choose a date range of services to be selected. It will get only services of Statement Only Billing Type done in that range that have no invoice number associated. For this reason, you may wish to select All, then hit Get Invoices.

11 Statement Only Let s look at one. This prints on our Multi-Purpose form (which looks similar to a statement)

12 Statement Only All of these services will now be marked in history as being on invoice number

13 Statement Only Note: The Service Date (NOT the invoice date) is used for aging and interest calculations

14 Billing Types History If you wish to change the Billing Type of a service after it has been posted, you can do so from the History tab. Double-click on the Billing Type field, enter your password, and select your new Billing Type. Note: You cannot change to or from Installment billing type, since that will change the dollar amounts posted.

15 Credit Card dbilling You can print the Credit Card Panel on invoices and statements by indicating your wish in General Setup (first tab)

16 Credit Card Billing On the General Setup screen s Miscellaneous tab, you can request that the Credit Card panel prints a space for the customer to write in their security code from the back of their card, if your bank requires it. You can also Disable credit card storage in SA. If you use CAW, the cc info is kept off site.

17 Credit Card Billing Under the Financial Parameters Payments tab, you can indicate which Credit Card types you accept ( Available )

18 Credit Card dbilling Here is the Credit Card Panel as it appears on the remittance portion of invoices and statements, using our parameter choices

19 Credit Card Billing Once a customer has given you their credit card number, you can fill it in on their Billing tab (or during payment entry, which will populate this screen) NOTE: The name and zip code are the ones associated with the Credit Card billing information, not the service information.

20 Credit Card Billing If the customer has given you permission to charge all services to their card, change the main customer screen and all program and job screens to Credit Card Billing Type

21 Credit Card Billing Remittance portion of an invoice for a Credit Card billing type service

22 Credit Card Billing In order to know what In order to know what needs to be charged, you will need to run a report. Go to Reports History Reports Production - Credit Card Billing Type Report

23 Credit Card dbilling Choose the Date Range (such as Earliest to Date ) and make SURE you check Unpaid Only

24 Credit Card Billing This will give you the information you need to process the credit cards and enter the payments in SA. Note: Only authorized employees can print the credit card information (blank for other users) Make sure you process the charges first, before posting payments into SA, in case some are declined.

25 ACH Automated Automated Clearing House New Feature: The ACH Billing Type is now separate from the Credit Card Billing Type. Checking Account Checking Account information is entered on the Customer s Billing Tab.

26 ACH The Production by Credit Card report has been modified: It can be run for the ACH Billing Type alone. You would also want to exclude any payments made through our Customer Assistant Website from this report.

27 Group Billing One more Billing option to consider: Group Billing This is for large customers that t want all of their properties on the same statement (such as property management companies or landscapers for whom you do subcontracting work).

28 Group Billing Step 1) Create an account for the property manager. Make it active. We recommend against adding any services to this account. If you service this address, make another account.

29 Group Billing Step 2) Go to the Billing tab and enter the mailing address and contact name. Check Use Billing Address at top. Then check This is a Master Group Billing Account at the bottom left

30 Group Billing Step 3) Go to one of the properties and edit the Billing tab. Check Bill With Group and select the master account. You will then see the Billing Address information change.

31 Group Billing In viewing the Master account again, we will see all properties associated with it.

32 Group Billing Invoices appear like other Bill-to accounts, but Statement information will print all associated accounts together th on one statement. Go to the Customer Menu Group Billing Customers Group Billing Statements

33 Group Billing Each property will have its own mini-history and balance. The total for the Master Account appears at the bottom

34 Group Billing New Option: On the statement screen for Group Billing, you can sort your sub- accounts by Address or by Customer Account Number.

35 Group Billing Invoicing: When generating invoices, you can choose the Group Billing Master Account from the Account tab and all of its properties will be selected

36 Group Billing Report Filtering: Any report (in detail Any report (in detail, not summary) can be filtered by Group Billing Master Account on the Export Options screen.

37 Group Billing Payment Allocation