Webinar Topics Special Charges Billing... 2 Special Charges... 4 Special Credits... 8 Surcharges... 13 Calculate Automatic Billing Plans... 18
Special Charges Billing ClubSelect AR allows you to easily setup recurring or one-time special charges for automatic billing to your membership. Creating a New Special Charges Billing Plan 1. From the menu bar, select Setup and then select Billing Plans. The Billing Plan Setup window appears. 2. Click New. The General tab becomes active. 3. In the Plan Number field, type the billing plan number. It can be a maximum of 10 alphanumeric characters and must be unique. 4. In the Description field, type a short descriptive title for the plan to appear on the member s statement. It can be a maximum of 50 alphanumeric characters. 5. From the Billing Plan Type drop-down list, select Special Charges. 2
6. In the Statement Priority field, type the priority location on the member s statement. For example, a Statement Priority of 1 means the amount appears prior to a Statement Priority of 2. 7. From the Receivable drop-down list, select the receivable with which the billing plan is associated. 8. To have this billing plan only appear on the Memo Processing window, select Include Only on Memo Statements. To have this billing plan only appear on the End of Period Processing window, do not select Include Only on Memo Statements. NOTE: The Include Only on Memo Statements checkbox only appears if Use Annual Receivable or Memo Statements is selected on the Club Information window and the billing plan type selected is Dues or Special Charges. 9. Click Save. A dialog box appears. 10. Click OK. The Special Charges Plan Details tab appears. 3
Special Charges This special charge plan type applies regardless of revenue code usage by the member. NOTE: For annual receivables, the Special Charges Plan Type field defaults to Special Charges and cannot be modified. 1. Complete steps 1-10 Creating a New Special Charges Billing Plan. 2. From the Special Charges Plan Type drop-down list select Special Charges. 3. In the Total Amount field, type the total amount to be billed. For the Billing Frequency tab to populate automatically, this field must be completed. 4. In the Payment Revenue Code field, type the code to associate the billing plan with a payment revenue code. 5. Select Print as Memo if the charge is to appear on the member statements, but the charge is not to be added to the total amount due on the statement. NOTE: Special charges with Print as Memo selected do not appear anywhere except on the Automatic Billing Plans tab in the End of Period Processing window. They are not included in end of period totals and do not transfer to the General Ledger. 6. In the Revenue Code Used to Bill Plan section, click Add. The Revenue Code Lookup dialog box appears. 7. Search for and select a revenue code. NOTE: This is the revenue code used to generate the credit transactions when the special charge is processed. Either sales or payment revenue codes can be selected. A sales revenue code affects the current balance. A payment revenue code affects the oldest balance. 8. Click Select. 9. From the Method drop-down list, select one of the following: Amount a constant dollar amount from this billing plan is allocated to this revenue code. Percentage a percentage of the total billing plan is allocated to this revenue code. 10. In the Value column, type the dollar or percentage amount. 11. If necessary, continue to associate additional revenue codes. 4
12. Click Save. A dialog box appears. 13. Click OK. 14. Click the Billing Frequency tab. The Billing Frequency tab appears. 15. From the Frequency drop-down list, select the frequency the bill is generated. Based on your entries and the current date, the Period Number, Billing Date, Method, and Value columns are automatically populated. NOTE: If Custom is selected, the dates are entered manually and the Plan End Date field becomes active. 5
16. In the Plan Start Date field, type the date the billing plan is available. The billing table populates automatically based on your selections. 17. If necessary, modify the dates in the Billing Date column. 18. If necessary, modify the Method column selection. 19. If necessary, modify the Value column amount. NOTE: The following must be in place to successfully save the Billing Frequency tab information: The table must have at least one row. All rows must have the same chosen method Amount or Percentage. The total of all dollar amounts must equal the total billing plan. The total of all percentages must equal 100 percent. Billing period dates must proceed in chronological order, starting with the earliest. 20. Click Save. A dialog box appears. 21. Click OK. 6
The Payment Statement Message tab enables you to remind and thank members for paying this special charge. 22. Click the Payment Statement Message tab. The Payment Statement Message window appears. 23. In the Statement Message: Request to Pay field, type the payment request message that appears on the members statements before the special charge has been paid. 24. In the Statement Message: Payment Acknowledgement field, type an acknowledgement of payment message that appears on members statements after the special charge has been paid. 25. Click Save. A dialog box appears. 26. Click OK. NOTE: Please refer to the Add Members to a Billing Plan section in your User Guide or Help File for steps on adding dues classes, member groups, and/or individual members to this billing plan. 7
Special Credits This plan type issues credits to the associated members only if they incur applicable transactions for which the credit is to be applied. 1. Complete steps 1-10 Creating a New Special Charges Billing Plan. 2. From the Special Charges Plan Type drop-down list select Special Credits. 3. In the Total Amount field, type the total amount of the plan. For the Billing Frequency tab to populate automatically, this field must be completed. For no limit, use a Surcharge type of Special Charges billing plan. 4. In the Revenue Code Used to Bill Plan section, click Add. The Revenue Code Lookup dialog box appears. 5. Search for and select a revenue code. NOTE: This is the revenue code used to generate the credit transactions when the special charge is processed. Either sales or payment revenue codes can be selected. A sales revenue code affects the current balance. A payment revenue code affects the oldest balance. 6. Click Select. 7. From the Method drop-down list, select one of the following: Amount a constant dollar amount from this billing plan is allocated to this revenue code. Percentage a percentage of the total billing plan is allocated to this revenue code. 8. In the Value column, type the dollar or percentage amount. 9. If necessary, continue to associate additional revenue codes. 10. Click Save. A dialog box appears. 11. Click OK. 8
12. Click the Billing Frequency tab. The Billing Frequency tab appears. 13. From the Frequency drop-down list, select the frequency the credit is generated. Based on your entries and the current date, the Period Number, Start Date, End Date, Method, and Value columns are automatically populated. NOTE: If Custom is selected, the dates are entered manually and the Plan End Date field becomes active. 14. In the Plan Start Date field, type the date the billing plan is available. The billing table populates automatically based on your selections. 15. From the Plan End Date field, select one of the following: None no plan end date for the special credit. Credits are generated up to the total amount if the Total Amount field is greater than 0.00. Specific Date the plan ends on the specific date entered or until the total amount is reached. Until Total Amount is Billed associated members receive credits up to the total amount. 9
16. If necessary, modify the dates in the Start Date and/or End Date columns. 17. If necessary, modify the Value column amount. NOTE: The following must be in place to successfully save the Billing Frequency tab information: The table must have at least one row. The total of all dollar amounts may equal the total credits the member can receive for the entire plan. If there is no limit per period as to how much credit may be issued, zero out the amount in each period before saving the record. Once the Total amount has been reached in any period, the credits will no longer be issued. Billing period dates must proceed in chronological order, starting with the earliest. 18. Click Save. A dialog box appears. 19. Click OK. 20. Click the Special Credits Options tab. The Special Credits Options tab appears. 21. To use a revenue category with this special credit, click Add Rev. Category. If a revenue category is selected, every revenue code assigned to that category is used in the special credit. The Revenue Category Lookup dialog box appears. 10
22. Select the revenue category from the list and click Select. The selected category appears in the grid. 23. To use a revenue code with this special credit, click Add Rev. Code. The Revenue Code Lookup dialog box appears. 24. Select the revenue code from the list and click Select. The selected revenue code appears in the grid. 25. For each revenue category and revenue code, in the Method column, select one of the following: Percentage the assigned members receive a percentage of the amount posted to the revenue code or category. Flat the assigned members receive a flat dollar amount posted to the revenue code or category. 26. In the Amount column, type either the flat dollar amount or the percentage amount for the credit. NOTE: To remove a revenue category or revenue code from the list, select the item from the list and click Remove. 27. From the Options drop-down list, select one of the following: Every Transaction each time a transaction is entered for the associated revenue code or category, a special credit is generated. Every Transaction Summarized a credit is calculated for every transaction entered for the associated revenue code or category, and then summarized into one transaction line. One Occurrence creates one credit transaction if there is at least one occurrence of the revenue codes or categories. It looks at the transaction with the earliest date. This requires a flat amount. When selected, the Per Revenue Code checkbox appears. Highest Transactions one transaction is generated for each of the highest transactions (amounts) up to the value in the No. of Transactions field for the applicable revenue codes or categories. Lowest Transactions one transaction is generated for each of the lowest transactions (amounts) up to the value in the No. of Transactions field for the applicable revenue codes or categories. 11
28. If One Occurrence is selected in the Options field, to base the transaction on one use of each revenue code selected, select Per Revenue Code. A transaction appears for each revenue code. NOTE: If Per Revenue Code is not selected, only the earliest transaction date of all the revenue codes needs to be used with the respective value. 29. If Highest Transactions is selected in the Options field, in the No. of Transactions field, type the number of highest transaction amount(s) to include in the calculation. You can type a number between 1 and 99. 30. If Lowest Transactions is selected in the Options field, in the No. of Transactions field, type the number of lowest transaction amount(s) to include in the calculation. You can type a number between 1 and 99. 31. In the Reason field, type a reason for this special credit. This reason appears in the Memo field for the transaction. This is an optional field. 32. Use the following table to determine check box usage: Check Box Ignore Credits Include Tax Include Service Charge Include Additional Gratuity Description Select if credit transactions (negative sales) should not apply to special credit calculations. Select to include tax in the special credit calculations. Select to include service charge in the special credit calculations. Select to include additional gratuity in the special credit calculations. 33. Click Save. A dialog box appears. 34. Click OK. NOTE: Please refer to the Add Members to a Billing Plan section in your User Guide or Help File for steps on adding dues classes, member groups, and/or individual members to this billing plan. 12
Surcharges This plan type issues charges to the associated members only if they incur applicable transactions for which the surcharge is to be applied. 1. Complete steps 1-10 Creating a New Special Charges Billing Plan. 2. From the Special Charges Plan Type drop-down list select Surcharges. 3. In the Revenue Code Used to Bill Plan section, click Add. The Revenue Code Lookup dialog box appears. 4. Search for and select a revenue code. NOTE: This is the revenue code used to generate the transactions when the surcharge is processed. Only sales revenue codes can be selected. A sales revenue code affects the current balance. 5. Click Select. 6. From the Method drop-down list, select one of the following: Amount a constant dollar amount from this billing plan is allocated to this revenue code. Percentage a percentage of the total billing plan is allocated to this revenue code. 7. In the Value column, type the dollar or percentage amount. 8. If necessary, continue to associate additional revenue codes. 9. Click Save. A dialog box appears. 10. Click OK. 13
11. Click the Billing Frequency tab. The Billing Frequency tab appears. 12. From the Frequency drop-down list, select the frequency the bill is generated. Based on your entries and the current date, the Period Number, Start Date, and End Date columns are automatically populated. NOTE: If Custom is selected, the dates are entered manually and the Plan End Date field becomes active. 13. In the Plan Start Date field, type the surcharge starting date. The billing table populates automatically based on your selections. 14. If necessary, modify the dates in the Start Date and/or End Date columns. NOTE: The following must be in place to successfully save the Billing Frequency tab information: 15. Click Save. The table must have at least one row. Billing period dates must proceed in chronological order, starting with the earliest. A dialog box appears. 16. Click OK. 14
17. Click the Surcharge Options tab. The Surcharge Options tab appears. 18. To use a revenue category with this surcharge, click Add Rev. Category. If a revenue category is selected, every revenue code assigned to that category is used in the surcharge. The Revenue Category Lookup dialog box appears. 19. Select the revenue category from the list and click Select. The selected category appears in the grid. 20. To use a revenue code with this surcharge, click Add Rev. Code. The Revenue Code Lookup dialog box appears. 21. Select the revenue code from the list and click Select. The selected revenue code appears in the grid. 22. For each revenue category and revenue code, in the Method column, select one of the following: Percentage the assigned members receive a percentage of the amount posted to the revenue code or category. Flat the assigned members receive a flat dollar amount posted to the revenue code or category. 15
23. In the Amount column, type either the flat dollar amount or the percentage amount for the surcharge. NOTE: To remove a revenue category or revenue code from the list, select the item from the list and click Remove. 24. From the Options drop-down list, select one of the following: Every Transaction each time a transaction is entered for the associated revenue code or category, a surcharge is generated. Every Transaction Summarized a surcharge is calculated for every transaction entered for the associated revenue code or category, and then summarized into one transaction line. One Occurrence creates one surcharge transaction if there is at least one occurrence of the revenue codes or categories. It looks at the transaction with the earliest date. This requires a flat amount. When selected, the Per Revenue Code checkbox appears. Highest Transaction one transaction is generated for each of the highest transactions (amounts) up to the value in the No. of Transactions field for the applicable revenue codes or categories. Lowest Transaction one transaction is generated for each of the lowest transactions (amounts) up to the value in the No. of Transactions field for the applicable revenue codes or categories. 25. If One Occurrence is selected in the Options field, to base the transaction on one use of each revenue code selected, select Per Revenue Code. A transaction appears for each revenue code. NOTE: If Per Revenue Code is not selected, only the earliest transaction date of all the revenue codes needs to be used with the respective value. 26. If Highest Transactions is selected in the Options field, in the No. of Transactions field, type the number of highest transaction amount(s) to include in the calculation. You can type a number between 1 and 99. 27. If Lowest Transactions is selected in the Options field, in the No. of Transactions field, type the number of lowest transaction amount(s) to include in the calculation. You can type a number between 1 and 99. 28. In the Reason field, type a reason for this surcharge. This reason appears in the Memo field for the transaction. This is an optional field. 16
29. Use the following table to determine check box usage: Check Box Ignore Credits Include Tax Include Service Charge Include Additional Gratuity Description Select if credit transactions (negative sales) should not apply to surcharge calculations. Select to include tax in the surcharge calculations. Select to include service charge in the surcharge calculations. Select to include additional gratuity in the surcharge calculations. 30. Click Save. A dialog box appears. 31. Click OK. NOTE: Please refer to the Add Members to a Billing Plan section in your User Guide or Help File for steps on adding dues classes, member groups, and/or individual members to this billing plan. 17
Calculate Automatic Billing Plans ClubSelect AR allows you to select and calculate individual billing plans, review and edit the resulting information, and generate reports based on the calculations. You have the flexibility to calculate one, several, or all of the billing plans occurring in the period at one time. The calculations automatically transfer to member inquiry, statements, and reports. The calculations are also automatically included in the period totals for End of Period processing. Calculating Automatic Billing Plans 1. From the menu bar, select Processing and then select End of Period. The End of Period Processing window appears. 2. If you do not use the Select All button, select the appropriate Active check box to select the plan for calculation. 3. Click Calculate. All the selected billing plans are calculated for the associated membership according to the billing plan criteria. 18
4. Once calculations are complete, for any Active billing plan or finance charge, click the corresponding Edit Transactions button. The processing window for the specific billing plan group appears. NOTE: If multiple billing plans are calculated within the same billing plan group, select the Plan Number to review from the top of the window. 5. To delete a member s calculated transaction, select the line and click Delete. The member s transaction is deleted and the billing plan totals are updated. 19
6. To modify the calculated Amount, Tax, SC, or Addl.Gr fields for a member, type the new value in the field and press Tab. A dialog box appears. NOTE: If the associated revenue code is not assigned tax, service charge, or additional gratuity revenue codes, these fields are inactive and cannot be changed. 7. Click OK. 8. When you are satisfied with all the calculated billing plan transactions for the plan number or revenue code, click Edit Report. The Transaction Entry Edit Listing report for this automatic billing plan appears. 9. To print the report, click the Print toolbar button. 10. To close the report, click the Close button. 20
11. When you are satisfied with all the calculated billing plan transactions for the entire billing plan group (all the plan numbers) and have printed each Transaction Entry Edit Listing, click Done. The Reviewed check box is selected for all the billing plans that are reviewed through Edit Transactions. 21