Periodic Billing Maintenance

Perodic Billing Maintenance Header Information Tab Screen

	Bill Code - The Periodic Bill number that has been allocated to the selected periodic bill
	Customer Account Billing & Delivery Address – The customers account & delivery details. Users can select to automatically pick up the addresses from the billing and delivery addresses on the customers masterfile, which will ensure that if the details are altered in the masterfile then the periodic bill is automatically updated. Alternatively, the address can be specified on the periodic bill.
	Cust Ord Num - The customer order number or a reference to the bill that the customer has provided W/H Code - The warehouse code that the invoices/credits should be created in Sales Rep - The Sales Rep code that will be used on the invoices generated from this periodic bill. Users can select to use the rep code from the customer masterfile which will ensure that if the details are altered in the masterfile then the periodic bill is automatically updated. Ship Via - The Ship Via option that will be used on the invoices/credits generated from the periodic bill.
	Delete Bill - Deletes the current periodic bill

Periodic Billing Maintenance Line Items Tab Screen

Number 1

Line - The line number that the product relates to.

Product Code - Enter the product code for the product that will be added to the periodic bill. When the product code has been entered the UOM (unit of measure), Alt UM (alternative unit of measure) and product Description will automatically populate.

Line Comm - A line comment can be entered if required.

Qty to Inv – Enter the quantity that the customer will be invoiced for.

Use Price:

•Standard Sell Price - Will select the standard sell price for the product if set up in your system

•Catalogue Price - Will select the Catalogue Price for the product if set up in your system

•Government Price - Will select the Government Price for the product if set up in your system

•Special Pricing Level - Will select the special pricing level for the product if price levels have been set up in your system and the selected customer has been set up to receive a special price level

•Product Level Contract Price - Will select the product contract price for the product if it has been added to a product contract and the selected customer has been set up to receive the product contract

•Customer Contract Price - Will select the customer contract price for the product if a contract price has been set up in your system for the selected customer

•Promotional Price - Will select the promotional price for the product if set up in your system

•Specific Price - Will allow users to enter a specific price for the product (although this price will need to be reviewed manually on an ongoing basis)

•Customer Default Price - Will select the price for the product that would be offered automatically when entering a sales transaction for this customer for this product. This is the recommended option for all periodic bills.

Sale Price - The price that the goods will be sold for.

Extension - The sale price multiplied by the quantity of the product that is being invoiced.

Sales Tax - The total GST amount of the line item will show. The GST amount is calculated from the extension so it will be based on the quantity to invoice not the single quantity sale price.

Cost Price - The cost price for a single unit of the product is displayed.

G/P% - The gross profit made on the product for this periodic bill which is shown as a percentage.

Add/Update Line (F7) - Click Add/Update Line (F7) to add the product to the periodic bill

Clear Line - Click Clear Line to clear the current line and remove the product from the periodic bill

Number 2

Displays a list of all product codes and quantities added to the periodic bill. Double clicking on a line will allow users to edit or delete the line.

Periodic Billing Maintenance Messages & Freight Tab Screen

	Invoice/Credit Messages – Users can add messages to the Periodic Bill. Messages can contain automatically calculated dates that can be inserted using the ‘Auto Date’ drop-down.
	Freight - The freight charge if required to be added to the periodic bill

Periodic Billing Maintenance Recurrence Details Tab Screen

	Recurrence Type – Users can choose a recurrence type of Daily/Weekly, Monthly or Yearly
	Daily/Weekly – The recurrence details if Daily/Weekly is chosen as the recurrence type. Users can select the periodic bill to recur every 1, 2, 3 etc weeks on any given day or on multiple days in the week.
	Monthly – The recurrence details if Monthly is chosen as the recurrence type. Users can select the periodic bill to recur every 1, 2, 3 etc months on a specific date of the month.
	Yearly/Annually – The recurrence details if Yearly is chosen as the recurrence type. Users can select the periodic bill to recur every 1, 2, 3 etc years on a specific month and date.
	Recurrence Range – The recurrence details of the Periodic Bill. •Start Date - The date the first periodic bill will occur •No End Date (Never Expires) - When selected the periodic bill will occur indefinitely •End after 'x' occurrences - When selected the periodic bill will no longer occur after the nominated amount of times •End By - When selected the periodic bill will no longer occur after the nominated date
	Next/Last Occurrence – The date of the last occurrence, the next occurrence and how many cycles are remaining for the Periodic Bill

To create a new Periodic Bill click the New Periodic Bill button.

Select Periodic Bill Type, invoice or credit.

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The Header Information screen allows users to select the customer, delivery code and other periodic bill header details. Users can select to automatically pick up the addresses and sales rep code from the customer masterfile and delivery address masterfile, which will ensure that if the details are altered in the masterfile then the periodic bill is automatically updated. Alternatively, the addresses and rep code can be specified on the periodic bill.

The Line Items screen allows users to specify the non-diminishing line items for the periodic bill, and specify the quantity required, as well as line comments. Many pricing options exist to allow users to select the correct pricing from the various pricing levels within BBS. Users can also select to enter a specific price (this price will need to be reviewed manually on an ongoing basis), ‘Customer Default Price’ which will select the price for the product that would be offered automatically when entering a manual sales transaction for this customer for this product. There are other options available including Standard Sell Price and Government Price.

The Message & Freight screen allows users to specify a freight amount, as well as messages for the periodic bill. Messages can contain automatically calculated dates that can be inserted using the ‘Auto Date’ drop-down.

The Recurrence Details screen allows users to select the interval which the periodic bill should automatically reoccur.

Users can specify to have a periodic bill reoccur multiple times a week on certain days, or on one day in a week every week, fortnight, three weeks etc. Users can also specify that a periodic bill should reoccur on a specific date every month, every second month, every third month, etc, or on a single day every year, every second year, every third year, etc. Users can also specify a start date and the ‘Next Occurrence’ date will be calculated and displayed automatically to ensure the selections are correct. Users can specify that a periodic bill should automatically expire after a certain number of recurrences, or by a certain date.

Once all entries are complete, users must click the Save Changes button before the entries are saved.

Please refer to Generate Periodic Bills & Report for more information.

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