Cycle Billing Edit

Reports Menu -> Automatic Reporting -> Function RSXD14 -> runs Calculate Billing Edit

This Cycle Billing Edit Report must be run in preparation for the Cycle Billing run.
This is a report of all open contracts for On Account Customers which are ready to be billed for the selected day. New Contracts that are opened on the Billing Date will be skipped until a later run.
Overdue contracts for Cash type Customers with no billing day code can also be included for billing, if this feature is activated in the Company Billing Parameters.
Optional selection parameters are provided to print details on Off-Rental and Exchange transactions associated with the products to be billed, to help understand the resulting billing amounts.

For general information on preparing for the cycle billing run, refer to Cycle Billing Overview.
The Cycle Billing Comparison Report can be used to compare invoiced amounts.

Note: The Cycle Billing Edit generates zero dollar invoices only if the rental rates have been fully discounted creating an interim invoice with a zero balance.

Some of the Cycle Billing features available include:

Smart Billing:

Smart Billing processing provides the ability to generate invoice revenue early from a contract through interim cycle billing as soon as all details on the contract have been out on rent long enough to charge the maximum billing target for the month.
This can be activated from the Company Billing Parameters for the entire company or only for specific customers as identified in the "Additional Information" window of Customer Information, and only applies when more than 1 'Billing Day Code' is selected for the cycle billing run.

A second setting in the Company Billing Parameters can control how soon contracts can become eligible for this accelerated billing after the last interim billing each month.

Because the billing amount must exactly equal the amount that would be billed for the monthly period, it is not recommended to activate the Prompt for Bill To Time option in the Company Billing Parameters as changing the time will cause the billing amounts to change and a Smart Bill match is unlikely to occur.

Note: If a contract is billed in advance because of Smart Billing, and then a rental product is exchanged later in that billed month, the revenue posting and revenue history will not be recognized on the replacement rental product, as the billing has already been processed for the period.

Texada Pay

The Texada Pay feature can be used to automatically pay the customers' invoices with a Credit Card or Check on file at the time the invoices are created in the Cycle Billing run.

Suppress Cycle Billing on Specific Items:

Certain Sales parts such as Fuel, and specific Rental products can be flagged in the "Re-Order Information" window in Sales Inventory or in the "Rental Information" window in Rental Inventory never to cycle bill.

Price Break using "Days To Bill" Pricing:

At the counter when a contract is entered, the operator can give a one-time price break on the contract by setting the Days to Bill lower than the actual rental period.
For information on this billing feature refer to the setting in the Company Billing Parameters that controls how this price break is applied over an extended rental period.
i.e. Whether the Days To Bill entered on a Contract is respected on only short-term contracts versus long-term contracts where the contract is cycle billed before it is returned.

Power Kits:

Any Power Kit components accompanying a Primary Non-Bulk Rental, are ignored in the cycle billing process, and only the Primary product is invoiced.
For information on the Power Kit feature refer to Power Kits.

Bill Overdue Contracts For Cash Customers:

This processing provides the ability to generate interim cycle billing for contracts that were not assigned a Cycle Billing Day Code (usually Cash customers), but are out an extended period of time making them eligible for a monthly billing.
This processing applies only to Cycle Billing Edit and Cycle Billing.
It does not apply to Bill A Single Contract.
It can be activated from the Company Billing Parameters and if this is not activated Contracts with no Cycle Billing Day Code are not included in the cycle billing.

The following conditions apply:

• Contracts will only be billed if the complete Billing information has been recorded on the contract including name, address, city, province/state, and postal/zip code. This information must match the information registered for the customer in Customer Information.
• Cash Contracts are not billed for the blank customer or the default cash customer numbers for a division as determined by the Customer# to Clone defined in the Divisional Contract Parameters.
• When the Contract is billed in Cycle Billing Edit, it is assigned a Billing Day Code according to the contract header date out.
• Invoices generated from this billing process will be put On Account.
• The Billing report will print *CASH* under the Contract# field to clearly indicate that the contract is being billed for a Cash Customer.

Additional actions that are executed when Cycle Billing is run, and are controlled by the Company Billing Parameters for this processing include:

• the option to generate a Bad Risk record for the Cash customer in Bad Risk File
• the ability set the flag to Allow or Prevent Further Activity if a Bad Risk record is created
• the option to update the Credit Rating assigned to the Cash Customer when a Cash Contract is Cycle Billed

Applying Contract Deposits:

Usually the deposit from the Contract is held until the equipment is returned. It is then refunded or applied against the invoice generated from Rental Return.
The ‘Apply Contract Deposits’ flag in the Company Billing Parameters can be set to cause the deposit on the contract to be used in Cycle Billing Edit and applied in Cycle Billing to reduce the cycled billed interim invoice amount instead of holding the full deposit until the Rental Return.
This ‘Apply Contract Deposits’ flag also applies to invoices generated from Bill a Single Contract.

Product Status Information on Edit Report:

The status code for each product listed on the report is displayed in the "STA" column, including the Reserved Status such as F for Off-Rent and C for on Contract and W for on W.O., and also any customized status codes as defined in the Status Codes.

• For non-bulk rental equipment, the reserved status code takes priority over the customized Status Codes.
• For bulk products no status is displayed because this product includes multiple units with different statuses, unless there is a customized Status Codes assigned.

Note: The status N/A is displayed if the product belongs to a Group that does not use the Check Availability feature, or if the product belongs to a Rental Product Class flagged as a re-rent class.

Services to Cycle Bill:

The cycle billing invoice also includes charges for services.
When setting up the service in Service Codes a service can be flagged as chargeable on every cycle billing (i.e. Insurance) or as a one time flat charge (i.e. Delivery). If the service is a one time flat charge, it will appear on the first monthly (or 28 day) invoice. If the service is ongoing, the same amount will appear on each monthly (or 28 day) invoice.

If the contract carries service charges flagged to bill every cycle billing, and does not carry any other rental or sales products, then these service charges will be eligible for billing according to the contract Billing Day Code when interim billings are generated from Cycle Billing for that specific code, or from Bill A Single Contract.
A bill through date and accumulated billed amount can be accessed from Review Accumulated Invoice Amount.
If billing periods are not invoiced, the missed service charges are not accumulated, nor are credit invoices generated for service only contracts if a billing run is dated back into an earlier billing date.

Note: Contracts that carry only regular services that are NOT flagged to bill every cycle billing, and have no rental or sales items, are NOT invoiced.

Flat Rate Billing:

When a specific product is given a Flat Rate or an entire contract is assigned a Flat Rate and Billing Day 'F', that flat rate is billed every interim billing including Cycle Billing.
If a product is "Off-Rent" it will still bill the product the Flat Rate up to the Off-Rent time in Cycle Billing and in Bill a Single Contract.

Note: Flat Rate products do not report on an Accumulate Invoice amount on the report.

Rental Cap:

When the Rental Cap processing is active in the Company Rate Parameters all customers will respect any Rental Caps assigned to Rental Inventory unless flagged otherwise in the "Billable Settings" in the Additional Info window of the Customer Information.
When a Rental Cap amount has been assigned to a product in the Rental Information window, that product will NOT be billed above this maximum Rental Cap.
The Rental Cap prints on the spreadsheet output of the Cycle Billing Edit Report for information purposes regardless of whether the cap has been applied.

Seasonal Billing:

Seasonal rental periods can be setup by Group to generate a single billing per season at the appropriate seasonal rate.
This would be useful for seasonal rentals such as heaters, where a different charge could apply to the different seasons according to demand and usage.
A maximum of four seasons can be defined in sequence based on the starting date.

This feature is activated when a unique Rental Rate Code is defined in the Company Rate Parameters for Seasonal Pricing, along with a Billing Day Code.
Then when the Seasonal Rental Rate Code is assigned in the Rental Period window on a contract header, all rental products and Groups added to the document default to the Seasonal Rental Rate.

Grace Days also can be setup in the Group that are respected at the rental return and in cycle billing, so that if a seasonal product is returned or billed at the beginning of a new season but within the Grace Days allowed, the new season is not considered for billing.

Note: Because a contract with a Seasonal Cycle Billing Day Code, could also carry other rental products and because different seasonal periods can be defined, it may be necessary to run the seasonal billing code once a month at month end.

An optional default "Marketing Code" can also be defined in the Company Rate Parameters to print seasonal comments on resulting invoices.

Cycle Billing Meter Usage:

There are two separate methods of tracking and billing meter usage in the interim batch Cycle Billing process:

1. Utilize Manual Meter Count Sheets:
   Billing for meter usage can be included in the interim invoice billing, if the Non-bulk metered item has metered rates and the new meter count has been manually entered in Edit Cycle Billing Meter Amounts.
   Refer to Meter Count Sheets for details on this feature.

2. Automatically Bill Current Meter:
   The “Bill Current Meter” feature can be activated in the Company Billing Parameters to automatically bill up to the current Meter count logged in the Product Meter Information for the Rental Inventory when the contract with that metered asset is included in the billing run.

   When this feature is enabled the 'Meter Count Sheet' billing process is disabled.

Billed meter information prints on the cycle billing invoice and the calculation details can be viewed on the invoice detail in the 'Unit Rate' window of the Rental Period Calculations.

Billing history that can be viewed in the "Each" window of the contract in Contracts, includes any accumulated meter amounts that have been billed either entered manually in Cycle Bill A Single Contract or in the batch Cycle Billing run.

Note: If the metered asset is out on more than one contract, then the meter units not be billed in the Cycle Billing.
Cycle Billing will NOT generate credit dollars for meter charges from previous meter billings.

Cylinder Cycle Billing:

Before initiating Cylinder Cycle Billing for the rented cylinders, bottles, or containers, complete all deliveries and returns in Cylinder Entry for the month to be billed, as the average number of containers out in the month will be billed at the flat rate defined as the "Cylinder Contract Monthly Rate Code" in the Company Rate Parameters.
The Cylinder cycle billing process is available to both On Account and to Cash customers.
However the rental charges for the cylinder units is always billed on account through the Cycle Billing and depending on your firm's configuration, invoices for Cash customers that are charged on account instead of paid could cause the customer to be added to the Bad Risk Customer List.

To preview the billing calculation, window on the AVG field in the cylinder detail of the Cylinder Transaction Inquiry for the contract, as outlined in View Next Billing Average.

Then in this 'Cycle Billing Edit' utility, the Bill To Date for a cylinder cycle billing run must always be the month end, in order to calculate the average number of cylinders out in the month.
Uncheck the All Billing Day Codes options, and for the Billing Day Code select the unique "Cylinder Billing Day Code" defined in the Company Rate Parameters which identifies the cylinder contracts. e.g. CY
All other screen prompts and filters may be answered per the standard Cycle Billing.
The average number of cylinders out in the month are billed at the flat rate.

Each month end must be billed for billable cylinder contracts and the invoices created in Cycle Billing, before the next month can be billed, else a warning is triggered that the rental billing will be skipped, and billing must always be as of the last day of each month.
If there are any outstanding cylinder billings for a prior month the operator is alerted which month needs to be billed and is provided the option to view the Unbilled Cylinder Transactions for Prior Dates.

The calculated billings can be viewed in the Avg window of the Cylinder Transaction Inquiry.

Note: Cylinders cannot be billed in advance, as the calculation is based on the average number of cylinders out during a month times the flat rate for a monthly cylinder rental.

The resulting Cylinder Invoices billed for the rental of the containers in the month, include a summary by Delivery transaction of the cylinders delivered and picked up, as well as the outstanding cylinder rentals.

Open Cylinder Transactions Information Warning:
If a contract has open cylinder transactions with zero rentals due for billing in this period, it can prevent subsequent months from being billed.
If no valid cylinder billings are generated for the month but there are open cylinder transactions with zero rentals, a warning is displayed to alert the operator that Cycle Billing - Generate Invoices must be run for this period to close the unbilled transactions, even though there is nothing to bill.

Customer Credit Warnings:

As part of the Cycle Billing Edit report, a Credit Warning report can be generated listing all customer that have or will exceed their Credit Limit, with the invoices generated from this interim billing run.

Some of the parameters controlling what impacts the Credit Checks include:

• A Credit Limit for each customer can be established in Customer Information.
• A flag in the Company Security Parameters, can be set to prevent a document from being created for a customer, if the customer's Credit Limit has been reached or exceeded.
• A second setting in the Company Security Parameters, can be set with a percent value allowing a percentage of the Credit Limit to be exceeded before the customer is actually cut-off.
• A flag in the Company Security Parameters, can be set to ignore or include unposted invoices in the Credit Check.
• A flag in the Company Security Parameters, can be set to ignore or include future dated invoices in the Credit Check.

Automatic Billing Options:

There are two approaches available to help automate the cycle billing process and to email the results to staff, by setting up RSXD14 with the relevant email addresses in the Automatic Reporting utility:

• The Billing Edit Report can be setup to be run automatically with the results emailed to staff as defined in Automatic Reporting.
  Then after reviewing the edit report, the billing can be completed manually using Cycle Billing to generate the invoices.
• Another option is to generate the Edit Report with the emails, and then to complete the cycle billing run automatically by also generating the invoices.

Billing Corrections:

The details on invoices generated from interim cycle billing or from rental return cannot be modified or deleted in Miscellaneous Invoices, except for the Notes associated with the product, and product Notes can only be changed if the Operator has role permission to access Invoice - Cycle Billed/Returned Notes as setup in Security Roles.

In order to protect against product billings being modified prior to posting, an incorrect Cycle Billed Invoice needs to be reversed creating a Credit Invoice and then needs to be re-billed to correct any billing errors.
A REVERSE button is provided at the bottom of the Bill a Single Contract screen to access the Reverse a Cycle Billed Invoice utility.

Security Controls on Billings:

Several security options are provided to control changes made to invoices generated from a contract by Cycle Billing or Rental Return, including:

• The Allow Override Of Rental Rates flag in Company Security Parameters can be used to set a company-wide rule on whether rental rates and rental dollar amounts on product details can be over-ridden on invoices generated from a contract billing, such as cycle billing and rental return.
  When set to prohibit rate over-rides, any rate adjustments must be made through the discount process, rather than directly to the rental charge.

  Field Access Security in Security Role Permissions can further restrict the ability to change rental rates by individual operators.

• Additional Field Access Security role permissions can be set to restrict certain actions in the Rental Return and in invoices resulting from a rental return by field, as defined for the operator in Security Role Permissions.
  This security feature can be used to control the operator's ability to over-ride field values include discount percents, dates/times, quantities, rates, price, and terms.

Billing Log:

When interim invoices are generated either manually from Cycle Billing or automatically from Automatic Reporting, the contract numbers with resulting invoice numbers are written to a Billing Log that can be viewed as an inquiry or output to a spreadsheet using Audit Log Inquiry/Report.

Edit Report Header:

The edit report sorts the contracts by customer name.
Each Contract eligible for billing that is listed on the Edit Report includes the customer name, number, contract number, Site number, name, date out, Smart Billing flag, P.O.#, customer P.O. requirement, Damage Waiver amount, and customer D.W. requirement.

Edit Report Details:

The billing contract details lists each product number with the product status, description, accumulated invoice amount to date, rental or sale flag, quantity, price each, discount percent, net price per unit and total amount to charge.

A product subtotal is provided along with the list of services with quantity, rates, and totals, Tax totals and the final total.

Note: In the Contract details on the report, any Flat Rate products do not report on any Accumulate Invoice amount.

Edit Report Actions:

Visually inspect the Edit Report to ensure the following:

• That the customer to be billed was correctly selected
• That ALL items on the contracts are actually still out
• That the billing charges indicated on the report are correct

To do this, pull the original file copy of the contract and compare it against the report.
Once the Edit Report has been approved, proceed with the Cycle Billing run.

The prompts to generate the Edit Report now are:

BILL TO DATE

This is the date when the billing period ends, and becomes the Bill Through date.
This date/time impact how the rental rate is calculated.

Note: It is NOT necessarily the same as the invoice date.

• For Monthly Billing:
  If the contract went out December 1st at 8 AM, then the Bill To Date will be 1 month later January 1st at 8 AM.
  The billing period will be from December 1st at 8 AM to January 1st at 8 AM.

  Note: The billing does not charge for January 1st after 8 AM on this run.

  Refer to The Monthly Billing Cycle for more details.

• For 28 Day Billing:
  The Bill To Date is exactly 28 days after the contract date out.
  If the contract went out December 1st at 10 AM, the Bill To Date will be December 29th at 10 AM.
  The billing period will be from December 1st at 10 AM to December 29th at 10 AM.
  Both December 1st & December 29th fall on the same day of the week (e.g. Tuesday), and both are Billing Day Code 1, exactly 28 days apart. The Billing Day Code 1 is cycle billed again will be Tuesday January 26th, which again is 28 days later.

  Refer to The 28 Day Billing Cycle for more details.

• Combination of 28 Day and Monthly Billing:
  If your firm uses both 28 day and monthly billing periods to meet customer requirements, refer to Default Billing Method in the Calendar to setup the billing day codes correctly, and activate the Respect Customer Cycle Bill Interval option in the Company Billing Parameters so that individual customers can be flagged with their billing preference in Customer Billing Settings.

• For Smart Billing:
  The actual Bill To Date for the products on the contract will be bumped up to the next scheduled billing date.

• For Cylinder Billing:
  The Bill To Date must always be month end and all previous months must have already been billed.

BILL TO TIME

This prompt only applies if the Prompt for Bill To Time flag has been set in the Company Billing Parameters, to prompt for the Cycle Billing time to bill.
The default time displays as setup in the Company Billing Parameters and can be over-typed as required.
If this prompt is not activated, the 'Bill To Time' defaults automatically to the same as the 'Time Out' on the contract.

Note: If your firm uses Smart Billing matching the monthly billing calculation is much more accurate if this Prompt for Bill To Time is not activated as changing the time, changes the billing amount calculation.

Another setting in the Company Billing Parameters, controls the rounding of the billable time. The options for the hours billed on the contract include leaving the hours exactly as calculated with no rounding, or dropping the minutes so that only complete hours out are charged.

INVOICE DATE

This defaults from the Bill To Date and can only be changed if the Vertex Tax software is utilized, as the Vertex tax calculation relies on the invoice date.

The invoice date can be set for firms using the Standard or Enhanced Tax processes when the billing is finalized in Cycle Billing.

ALL BILLING DAY CODES

• Check this box to bill all Contracts that have not yet been billed, according to the dates determined by their Billing Day Codes as displayed in the window.

  Note: "All Billing Day Codes" includes Billing Days 1 to 31 and does not include the special Billing Days such as 'F' Flat Rate, or the Seasonal or Cylinder codes, which must each be billed as an individual Billing Day Code.

  Click on the icon to access the Billing Day Code list with the corresponding next Billing Dates for both the 28 Day billing and/or Monthly cycle billing calendars, that include the Bill To Date entered for this cycle billing run.
  Unless Smart Billing has been activated, no contract will bill beyond the Bill To Date.

  Contracts will be billed up to the corresponding date for that bill code. Days that should NOT be included in this billing run can be deleted from this window. Contracts for any deleted days are not billed and are not considered for Smart Billing either.
  

  This option is convenient for billing more than one billing day code at a time.

  If Smart Billing applies, after the standard billing run is compiled, contracts eligible for Smart Billing will be checked. If the billing amounts for all products on a contract as of the "Bill To Date" for this run, equal the billing amounts that would be charged on the next billing day anyway, then the Smart Billing process recognizes that the full monthly billing target has already been met, and it bills ahead to the next scheduled billing date, updating the billed through date and amounts. Contracts that are Smart Billed are identified on the Edit Report.
  Smart Billing can be activated from the Company Billing Parameters for the entire company or only for specific customers as identified in the "Additional Information" window of Customer Information.
  A second setting in the Company Billing Parameters can control how soon contracts can become eligible for this accelerated billing after the last interim billing each month.

  Note: If a contract has been billed past the Bill To Date, the contract will NOT be back billed. To back-bill a contract producing a credit invoice, do not select "All Codes" for billing. Instead run the cycle billing for a single specified billing day code.

• Uncheck this box to specify the Billing Day Code for Contracts to be billed at this time.

  Note: Smart Billing is not applied when only 1 Billing Day Code is selected.

  When a single billing day code is selected for the billing run, all contracts with that Billing Day Code are billed up to the "Bill To Date" entered for the run, regardless of when the next scheduled billing date is.
  Unique types of customers can be setup to always bill on the same day of each month by defining the Billing Day Code in the Customer Types table.

  The following prompts apply only when a the cycle billing run is for a specific day code:

  CYCLE BILLING INTERVAL

  This prompt only applies if the billing is for a specific Cycle Billing Day Code and if the Respect Customer Cycle Bill Interval feature has been activated from the Company Billing Parameters.

  Select one of:

  • Click 28 Day Cycle to only cycle bill contracts that are using the 28 Day billing period.
  • Click Monthly Cycle to only bill contracts using the Monthly billing method.
  • The System Default applies when multiple Cycle Billing day codes are being billed, or if the feature to flag Customers for 28 Day or Monthly Billing has not been set.

  
  BILLING DAY CODE

  This prompt only applies if the billing is for a specific Cycle Billing Day Code.

  The corresponding Cycle Billing Day Code for the Bill To Date according to the Monthly or 28 Day billing Cycle Billing Interval choice, displays.
  Accept this default or to select the correct day or special day code from the drop-down list.

  For 28 Day billing, this date is determined by using the calendar, viewable using Review Calendar.
  For Monthly cycle billing, this is the date of the month.

  When Cylinder Billing is being processed select the unique Cylinder Billing Day Code defined in the Company Rate Parameters which identifies the cylinder contracts.

  
  CREDIT CONTRACTS BILLED PAST THIS DATE

  This prompt only applies if the billing is for a specific Cycle Billing Day Code.

  Uncheck this box to only generate billings for contracts that have not yet billed up to the Bill To Date.

  Check this box to generate billings for contracts not billed to the "Bill To Date", and also to generate credit invoices for any contracts that have been billed past this date.
  This would cause credit invoices to be created by "back-billing" any contracts with this billing day code, that have been over-billed past this Bill To Date.

  
  BILL SERVICE ONLY CONTRACTS

  This prompt only applies if the billing is for a specific Cycle Billing Day Code.

  Uncheck this box to exclude contracts that have service charges flagged to be invoiced every cycle billing but do not carry any other rental or sales items.

  Check this box to bill contracts for this Billing Day Code that have service charges flagged to be invoiced every cycle billing even though they do not carry any other rental or sales items.

SALESMAN, "ALL" OR "SEL"

To filter the contracts by the Salesman choose one of the following:

• Type ALL to include all Salesman codes as setup in Salesman Codes.
• Enter a single specific Salesman for billing, or select one from the drop-down list.
• Type SEL to bill contracts for multiple Salesman codes and select the appropriate Salesman codes as outlined in Select Salesman Codes.

CUSTOMER, "ALL" OR "SEL"

To filter the contracts by Customer choose one of the following:

• Type ALL to include all customers as setup in Customer Information.
• Enter a single specific customer number for billing, or select one from the Customer Search window.
• Type SEL to bill contracts for multiple customers and select the customers in the Select Customers window.

FROM CONTRACT #

Leave this field blank to bill all contracts which have the Cycle Billing Day Code selected above.
Otherwise, type in a beginning contract number. (If the beginning contract is not for the Billing Day Code selected above, the first open contract with that Billing Day Code is displayed.)
A window is provided to search for a starting contract as outlined in Contract Search.

TO CONTRACT #

Leave this field blank to bill all contracts which have the Cycle Billing Day Code selected above or type in a ending contract number, or look for it in the window.

If a contract range is entered, any Contracts outside the range will not be billed and will not be considered for Smart Billing either.

BILLING SORT ORDER

Select one of following sort options to be respected when printing the Billing Edit Report, listing the selected contracts in Cycle Billing, and generating the resulting invoices:

• Click Bill To Name to generate the Edit Report and Invoices in order of Customer Billing Name.

• Click Ship To Name to generate the Edit Report and Invoices in order of Shipping or Site Name.

• Click Salesman Code to generate the Edit Report and Invoices first in order of the Salesman Code assigned to the document, and then within each Salesman by the Customer Billing Name.

  Page Break Between Salesmen ?

  Click YES to print contracts for each salesman on a separate page on the Edit Report.
  Click NO if page breaks are not required on this Edit Report.

  Note: The 'Salesman Code' only prints on the Edit Report when the billing sort order is by Salesman Code.

BILL ALL DIVISIONS:

Check this box to bill all contracts for all divisions.
The 'all division' option is disabled if the flag in Company Billing Parameters is set to Bill Contracts By Division which forces billing to be generated separately for each division and enables the separate Branches to run the cycle billing at the same time.

Uncheck this box to run the cycle billing for contracts from a single division.

DIVISION TO BILL

Enter a division code or select one from the drop-down list.

Note: When the Bill Contracts By Division is set in the Company Billing Parameters and Cycle Billing (RSXD14) is run from the Automatic Reporting a separate RSXD14 job must be generated for each relevant 'Division Code' as defined in the report parameter setup, and the job will fail if the 'Division - All' filter is set to Y.

ACCOUNT STATUS

Select one of the following types of customers:

• Click Cash to only bill contracts for customers flagged as requiring payment in cash, in the Customer Information.

  Impact of 'Bill Overdue Contracts For Cash Customers' flag in Company Billing Parameters:

  • If 'Bill Overdue Contracts For Cash Customers' is checked then Contracts for customers flagged as "Cash" in Customer Information with or without a 'Billing Day Code' are included in the billing selection.

  • If 'Bill Overdue Contracts For Cash Customers' is NOT checked then Contracts with no Cycle Billing Day Code assigned to the document for Cash type customers are omitted.

  For more details and conditions on cycle billing for cash customers, refer to the explanation on Bill Overdue Contracts For Cash Customers near the top of this page.

• Click On Account to only bill contracts for customers that charge On Account, as defined in the Customer Information.

• The Both to include both Cash and On Account customers.

Note: Any contracts with no Cycle Billing Day Code assigned, will only be included if the Bill Overdue Contract for Cash Customers is set in the Company Billing Parameters.

PRINT CONTRACT NOTES

Select one of the following print options to control which contract header comments are printed on the Edit Report:

• Click All to print all comment lines from the contract header on the Edit Report below the Totals information for each contract to be billed, regardless of the individual comment detail print flag.

• Click None to exclude all comments from the contract headers on the Edit Report.

• Click Y Only to only comment lines from the contract header on the Edit Report if the print flag for that comment detail is flagged to print it on the document.

• Click N Only to only comment lines from the contract header on the Edit Report if the print flag for that comment detail is NOT flagged to print it on the document. This will exclude comment details flagged to print.

  Note: This print notes selection option does not impact the resulting invoices.

PRINT BILLED DATE AND RATES

Select one of the following rate options to print on the Edit Report:

• Click Don't Print Rates if the start billing date and the rates are not required on this Edit Report.

• Click Print All Rates to include the start date for this billing for each product and the first six rates from the contract for rental products, as well as the both the original Contract Rate Code from the document (e.g. Daily) and the Billing Rate Code actually used in the billing calculation (e.g. Weekly).
  This information can be helpful in confirming the billing calculation.

• Click Only Contract/Billing to only print the start date for this billing for each product with both the original Contract Rate Code from the document (e.g. Daily) and the Billing Rate Code actually used in the billing calculation (e.g. Monthly).

SELL SALES ITEMS ON SELECTED CONTRACTS

Often sales items are entered on contracts, e.g. sandpaper goes out with a sander.
This field respects the Sell Sales Items Default defined in the Company Billing Parameters, but can be changed as required.

Uncheck this box to leave the billing of sales items for the Rental Return invoice.

Check this box to charge for any sales items out on a contract selected by the billing 'Day Code' for this run, selling them on the first "monthly" interim invoice.
Either way, Sales items will only be charged once.

Note: When sales items are added to an existing contract, the Use Current Date flag can be selected in the Date Out/Date Due window on the contract header, to ensure that the additional sales parts are not billed before the next cycle billing for rest of the contract.
If the default original contract date is allowed as the date out for the additional sales parts, then they will be billed on the very next cycle billing as they will appear to be over-due.

SELL SALES ITEMS ON ALL OPEN CONTRACTS

This prompt only applies if the Sales Items are being billed on the Cycle Billing as activated by the Sell Sales Items On Selected Contracts filter option.

Uncheck this box to bill only contracts that correspond to the Cycle Billing Day code that was selected above.

Check this box to sell all of the sales items on all open contracts, regardless of the billing day code selected above.
The advantage of this is that any sales items on contracts get invoiced as soon as possible, instead of waiting for the regular monthly rental invoice.
This speeds up the cash flow, but may also result in some credit invoices required as well.
This only applies to Sales parts, and Rental items will only be charged if they correspond to the Cycle Billing Day code that was selected above.

Note: When All Billing Day Codes are included for billing, only Sales items with a 'Date Out' before the Cycle Billing Date, will be invoiced.

INCLUDE OPEN PICKUP LINES

Rental products on a Pickup Ticket are temporarily assigned a P type of Off-Rent status to stop the "billing clock".

Uncheck this box if a contract that has all rental product details currently on open Pickup Tickets should not be considered in this cycle billing run. This allows any outstanding billing to be invoiced through the Rental Return instead of the interim cycle billing.
If any rental product on the contract is not on an open Pickup Ticket, then the entire contract will become eligible for billing.

Check this box if all eligible contracts in the range should be included in the billing run, including contracts where all products are currently being returned on open Pickup Tickets.

INCLUDE CLOSED PICKUP LINES

Rental products on a Pickup Ticket are temporarily assigned an Off-Rent status to stop the "billing clock" and when the ticket is closed the status assigned becomes CP until the products are invoiced in Rental Return.

Uncheck this box if a contract that has all rental product details currently on closed Pickup Tickets should not be considered in this cycle billing run. This allows any outstanding billing to be invoiced through the Rental Return.
If any rental product on the contract is not on a closed Pickup Ticket, then the entire contract will become eligible for billing.

Check this box if all eligible contracts in the range should be included in the billing run, including contracts where all products are currently still on closed Pickup Tickets.

INCLUDE OTHER OFF-RENTAL LINES

Rental products can be manually put Off-Rent for various reasons to stop the "billing clock", in the Off-Rent by Contract utility.

Uncheck this box if a contract that has all rental product details currently flagged as Off-Rent for reasons other than Pickup Tickets, should not be considered in this cycle billing run.
This is particularly relevant for determining contracts eligible for Smart Billing.
If any rental product on the contract is not Off-Rent, then the entire contract will become eligible for billing.

Check this box if contracts with all products currently Off-Rent should still be considered for the billing run.

Note: If a product has been assigned a Flat Rate and is "Off-Rent", the Flat Rate will be charged up to the Off-Rent time.

PRINT CURRENT CUSTOMER RATES

Uncheck this box to suppress the customers' customized rates on this Edit Report.

Check this box to include the customer defined rates when they are different from the contract rates on the rental product details.

Note: The contract billing is based on the Rates defined on the contract for each product detail which may not always match the Current Customer Rates.

COPY CONTRACT COMMENTS

Check this box to copy the comments from the source contract header to the billing invoices.
The print flag is respected when the resulting invoice is printed.
Any notes being copied can be viewed in the Invoice Comments window on the Comments field for each contract in the Cycle Billing paging screen.

Uncheck this box if the invoices should not reflect the contract comments.

Note: An Invoice Marketing code can be set in the "Print Settings" of the Divisional Invoice Parameters to cause standard marketing comments as setup in Marketing Codes to print on each invoice for that division.

PRINT CONTRACT OFF-RENTALS

Check this box to any print off-rentals and off-rental information for equipment being billed with the Off-Rent Trx#, the Date/Time of the Off & On Rental, the Reason code, comments, quantity and total days off-rent.
This option also prints the Open off-rental transactions where there is no date/time for the on-rental or days off calculation.

Uncheck this box to suppress off-rental detailed information on the Edit Report.

PRINT CONTRACT EXCHANGES

Check this box to print product exchange information including the old product#, description, and Date/Time of Exchange.

Uncheck this box to suppress product exchange details on the Edit Report.

REPORT OPTIONS

This value defaults to the operator preference as defined in Operators.
Select one of the output options to Print a report or export the data to Excel as outlined in Report Options.

Finished?

Click the ACCEPT button to generate the report or spreadsheet, or click CANCEL to abort.

Posting Control
The Cycle Billing program is designed to be run by one operator at a time.
Locking will occur if another operator attempts to run the program at the same time, or if the first operator did not exit the posting program correctly.
A Posting Control Information warning will appear on the screen preventing the second operator from proceeding, and only operators with Security Role permission to reset the Cycle Billing flag will have access to the RESET button that unlocks the program.
Whenever the posting control flag for Cycle Billing is reset, a record is written to the Delete Log for the Function RSCD13.

ACTIONS:
Additional actions provided by buttons on the Cycle Billing Edit screen include:

• Clear Existing Billing List:
  Click the CLEAR EDIT button to remove all contracts from the list selected for billing by a previous Cycle Billing Edit run so that they are not invoiced through Cycle Billing at this time.

  Clearing the Contracts in the edit list also releases them so that rates on unbilled contracts can be modified in the Rental Rates window, if your firm is configured to Allow Override Of Rental Rates in the Company Security Parameters.

  Note: If your firm has activated the "Bill Contracts By Division" feature in the Company Billing Parameters the 'temp' file to be cleared was created in the operator's sign-in Division regardless of the Division selected for the Cycle Billing edit run.
  The Clear action also applies to the operator's sign-in Division.
  This means to clear the correct edit list, the operator needs to be signed into the same Division as he was when the Edit run was executed.