Enter One-Time/Recurring Charges
|
Access this form using Maintain>Accounts Receivable>Billing Groups or Activities>Accounts Receivable>Enter One-Time/Recurring Charges. |
Use this form to enter exceptions or adjustments to default charges. With this form, you can accomplish the following:
- Enter charges for customers, where the customers are not currently part of a Billing Group with default charges assigned;
- Enter one-time adjustments to existing default charges, and then consolidate those charges when invoices are processed.
Once the invoices are processed and printed (an accounting entry has been generated), the one-time charges are deleted (those which do not have the Recurring box selected). Those charges that do have the Recurring box selected, generate invoices for the customer each time one-time/recurring charge invoices are printed. Remove the charge code from this form when the recurring charges no longer apply.
If default charges also exist for the Billing Group and Customer combination, or if multiple Billing Groups containing the same customer are processed simultaneously, the default charges and one-time charges are consolidated onto one invoice. If you want to generate separate invoices for default and one-time charges, the Billing Groups should be processed separately.
Multicurrency Users
If the All Customers option is selected, the Customer ID column only displays customers whose currency matches the currency of the selected billing group. The Distribution Code field only displays codes that either share the same currency as the customer or have a currency of ANY.
Customer Information
- Billing Group ID: Select a Billing Group ID from the drop-down list. Only Active and Inactive Billing Groups display.
- Customer ID: Select a Customer ID from the drop-down list. Once a Billing Group ID is selected, this box becomes available. The data available in the Customer ID box depends on the selection made in the Select Customer From box.
- Select Customer From Billing Group, All Customers: If Billing Group is selected, the Customer ID drop-down list displays all Active and Inactive customers assigned to that Billing Group. If All Customers is selected, the Customer ID drop-down list displays all Active and Inactive customers. If a customer is selected who does not belong to the current Billing Group, he is added to that Billing Group upon saving.
Charges Table
- Recurring: Select this check box if the charge appears in subsequent billings.
- Charge Code: Select a charge code from the drop-down list to be used for this transaction line. After a charge code is selected, the remaining columns become available.
- Description: Either accept the default description, or enter a new one to assign to the current Charge Code. This only applies for the One-Time Charge entry.
- Charge Date: Either accept the default (the current system date), or enter a new date. This is the date the charge is effective.
- Distribution Code: Select a Distribution Code from the drop-down list. The system defaults to the Distribution Code assigned to the current Charge Code using the Maintain>Accounts Receivable>Charge Codes. This Distribution Code determines the transaction lines generated when the invoices are processed.
- Calculation Period: The system displays a calculation period of This Month, Quarter, Year, or Last Month, Quarter, Year, if the charge code (Maintain>Accounts Receivable>Charge Codes) has a calculation method of Percent of Account Activity (PA).
- Percentage: The system displays a charge code percentage if the charge code (Maintain>Accounts Receivable>Charge Codes) has a calculation method of Percent of Account Activity (PA).
- Fixed Charge: This column displays the fixed charge applied to the current Charge Code for the entered quantity (if applicable).
- Quantity: Enter the quantity of the Charge Code to be billed.
- Unit Price: This column displays the unit price applied to the current Charge Code for the entered quantity (if applicable).
- Amount: The system displays the total amount of the Charge Code. This calculated column is equal to the unit price, multiplied by the quantity, and added to the fixed charge.
Total Amount: The system displays the total amount of all Charge Codes in this box. This is calculated by adding the total of the Amount column.
If a customer is assigned to a Billing Group, the customer remains in that Billing Group, even though some One-Time Charges are deleted upon saving.