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Invoice Billing

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					                                                 Invoice Billing

The following is a brief explanation of the process for Invoice Billing

   1. From the report menu select the report called “Invoice Billing” from the Renewal Notices and Bills
      Folder




   2. Here is a brief explanation for the parameters on the first window. When you are through entering the
      required information press the Next button to continue to the next window:
         a. Billing Format - Invoice template created and set up in the t_format_info table
         b. Business Unit - business unit associated to corresponding invoice payment methods
         c. Invoice Start Date - This represents the beginning of the invoice order date you wish to run
              from.
         d. End Date - This parameter represents the last order date you wish to run from.
         e. Bill Invoices w/o Schedules – This will determine if you only want to find invoices with
              payment schedules within the start and end order dates or all invoices whether they have a
              schedule set up or not.
         f. List – can use a list of patrons to narrow the job down as well
         g. Update Transactions – Yes will update the patrons account in the promotions table indicating a
              bill has been sent. So if you do not want a promotion record created for the accounts leave this
              field as No.
         h. Billing Type - Select the Billing Type to be billed in this run (from system table
              TR_BILLING_TYPE). Only ticket orders with the chosen type will be selected for billing.
         i. Batch Type – Select the batch type you wish to have the billing process associated to.
         j. Current Billing Period Start - This represents the beginning of the current billing period. This
              parameter only determines how much of a total bill is “Current Due” as opposed to “Past Due”.
              Consider the example of a $1000 ticket order that has a schedule records of $500 due 1/1/2003
              and $500 due 6/1/2003 and nothing has been received. If you are billing on 6/10/2003 and the
              Start Date is set to 1/1/2003, then the bill will be for $1000, all of it marked Current Due.
              However, if you are billing in June and the Start Date is set to 6/1/2003 (which is more typical),
          the bill will be for $1000, $500 marked Past Due (it was due before the Start Date) and $500
          Current Due (it was due after the Start Date).
       k. Current Billing Period End - This parameter represents the end of the current billing period
          and does directly control which ticket orders are billed. Only those orders for which payments
          are due by this date will be billed. So in the above June billing example, if the End Date is set to
          5/31/2003, the ticket order will be billed for $500. If the End Date is set to 6/30/2003 (more
          typical) the ticket order will be billed for $1000.




3. Here is a brief explanation for the parameters on the second window. When you are through entering
   the required information press the Next button to continue to the next window.
       a. Cut Off Date - This value allows the billing run to exclude ticket orders that have been billed
           since this date. This is helpful in cases where you need to bill orders quite frequently (weekly or
           daily) but you only want to send bills to constituents who have not received them in the last
           month. In the June billing example, a typical value for this parameter would be 5/11/2003,
           meaning don’t send this bill to anyone who has received once since 5/11/2003.
       b. The Minimum and Maximum parameters define the number of bills that an invoice must
           already have received to qualify for this billing run. These values allow you to send special bills
           for invoices that have not received a bill yet (by setting both the Minimum and Maximum to 0)
           or to exclude invoices that have already been billed repeatedly (by setting the Maximum to some
           threshold). For example if Minimum is set to 0 and Maximum is set to 10 (a common setting),
           then the system will only bill invoices that have already received from 0 to 10 bills.
       c. Pmt Method Group – In Payment Method setup (Campaigns/References) each payment method
           must be in a Payment Method Group. This parameter is used to select the group of payment
           methods to use for this billing run. While a value must be entered here, the choice is important
           only when a system has multiple payment methods for the same Invoice type. (Invoice Box
           Office and Invoice Development, for example). In that case, this parameter defines which
           Invoice payment method will be used.
       d. Appeal - Each billing run creates a unique source code. This parameter defines the appeal in
           which the source code will be created.
       e. Source Name - The description of the source code to be created.
       f. Media Type - media type to associate with the created source code.
       g. Mailing Details - These four parameters are the standard “Address Selection” parameters asked
          in many reports. Values entered here will determine which address is selected for billing. Values
          are again, somewhat unimportant for credit card billing where the bills are not actually mailed.




4. Electronic Address Information - These three parameters are the standard “EAddress Selection”
   parameters asked in many reports. Values entered here will determine which address is selected for
   printing on the form. Values are again, somewhat unimportant for credit card billing where the bills are
   not actually mailed. Once the information is entered press the OK button to process the report request.
5. Once the report has found all invoices the meet the criteria the form/report will appear on your screen.




6. If you wish to have a summary report for the invoices that just ran locate the run # (number at bottom
   lefthand side of invoice form).
7. Use that number to run the Invoice Billing Summary report then press OK

				
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Jun Wang Jun Wang Dr
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