M4 Systems. Advanced Recurring Billing (ARB) User Guide

Transcription

1 M4 Systems Advanced Recurring Billing (ARB) User Guide M4 Systems Ltd Tel: International: +44 (0)

2 Table of Contents Overview Introduction Summary of Features Key Benefits Installation/Maintenance Software Prerequisites Installation & Configuration Software Installation with Installer Create / Upgrade Tables Add RB Shortcuts RB through Web Client M4 Connection Setup Setting up Security Alternate/Modified Windows RB Security Access Task and Role Create Security Task for Admin Users Create Security Task for Regular Users Create RB Security Role Upgrade Manual Upgrade/Removal Running RB Application Setup Product Registration Enabling Recurring Billing Companies Contract Billing Setup Deferral Account on the Contract Line Imported Contracts and Lines Status Pricing Method Notice Period Minimum Period Item Setup SOP User Defined Setup Pro Rata Options

3 Contract Line Text Fields Name Setup Contract Classes Pricing Method Enable/Disable Billing Frequency Important Notes for Final Bill Calculation User Defined Setup User Defined Fields Setup Global Additional Fields Additional Fields Example 1 Contract Additional Fields User Defined Costs Setup Additional Fields Example 2 Using User Defined Costs M4 Recurring Billing Cards Approvers - User Settings Contract Admin or Advisor Role Contract Approver Role Approval Example 1 Invoice Limit Master Record Maintenance Item Maintenance Discount Items Debtor Maintenance Item Class Setting Deferral Account M4 Recurring Billing Transactions Contract Entry - Header Contract Entry - User Defined Additional Fields Comment ID Adding Notes on Contract Header Billing Frequency Creating Contract Lines Deferral on Contract Line Costs on Contract Line Discount Item Example for Running Billing in Advance Leap Year Calculations Leap Year Example 1 Quarterly (Daily) Billing

4 Leap Year Example 2 Difference between Annual Daily and Periodic Billing Contract Line - User Defined Additional Fields Adding Notes on Contract Line Action Buttons on Contract Line Contract Entry Actions Contract Entry - Exporting Contract Entry - Importing Contract Header - Status Editing Contract Lines Contract Line Example 1 Annual (Daily) Billing Period is Part of Leap Year Contract Line Example 2 - Annual (Periodic) Prorated Today Included with Price from Item Contract Line Example 3 - Annual (Daily) Prorated Today Included with Price from Item Contract Line Example 4 Quarterly (Periodic) Include Today Set Contract Line Example 5 Monthly (Periodic) Prorate full Period Include Today Contract Line Example 6 Monthly (Weekly) Use of Revise Important on Line revise: How to Hold Contract Contract Approvals Approvals and User Roles Multiple Approvals Referring Contracts Submit Recommendation - Advise M4 RB Routines Importing Contracts Important Notes for Import/Export Excel 2013 Template Contract Classes Import Example 1 Contract Class Import Contract Header Import Example 2 Contract Header file without Import ID Import Example 3 Contract Header file with Import ID Contract Lines Import Example 4 Contract Lines without Import ID

5 Import Example 5 Contract Lines with Import ID Importing Procedure Contract Import Error Handling Export of Existing Contracts Contract Header Tab Contract Lines Tab Contract Header User Defined Contract Lines User Defined Billing Routine RB Billing Preset Creating New Preset for Billing Selecting Preset Billing - Report Only Create RB Invoices Billing Example 1 - Quarterly (Periodic) Prorated with Bill all Periods Due Billing Example 2 Quarterly (Daily) Prorated with Bill all Periods Due Billing Example 3 Bi-Annual (Periodic) Billing Example 4 Bi-Annual (Periodic) with RB start Date Billing Example 5 Using Discount Items M4 RB Enquiry Advanced Search Advanced Search Example Contract Enquiry Billing History Recreate Invoice Contract Entry and Line - Billing History Audit Billing Run RB Integrations Direct Debit Integration Integration with M4 Advanced SOPGL SOPGL Example Sales Distribution Taken from SOPGL Integration with PO Purchase Order Entry - RB Contract Link Purchasing Item Detail Entry - RB Contract Link

6 RB Deferrals Deferral Example 1 - Equal per Period and 2 Billing Frequencies on Invoice Posting Date on Deferrals Deferral Example 2 Days in Period Deferral Example 3 Using Billing Recognition Account RB Utilities Re-pricing Utility Index Entry Index Values Running Re-pricing Re-pricing Example 1 Using Index Re-pricing Example 2 - Adding a set Percentage Re-pricing Example 3 - Manual Price Modification Clear Lock Utility To Cease Contract To Cease a Contract Line To Cease all Lines on a Contract Cease Example 1 Line Calculation - Leap Year Cease Example 2 - Monthly (Monthly Price) To Stop Billing a Contract Cease Example 3 To Stop Billing Already Billed Contract Using End Date on Contract Header Cease Example 4 Stop Billing Contract with Several Lines Test Case - Stop Billing Line using Auto End Date Final Bill Calculations Example 1 - Monthly (Periodic) Monthly Price Type Example 2 - Quarterly (Periodic) Prorated Annual Price Type Update Contract Status Ceased/Closed Process Example 3 Ceased/Closed Contract Manually Update Contract to Ceased / Closed Appendix A Known Issues No Billing Frequency on Contract Line Revise Contract Line Unable to Make Changes

7 Advanced Search Missing / not Updated Stored Procedure Login Failed for non-sa User No Contract are Displayed No Credit Amount on Cease No Deferral Account on Contract Line even Deferral is Checked Imported Contract - No Annual Price on Contract Header Error on Import Unhandled Exception Users are not Receiving Referral s

8 Overview Introduction M4 Systems Advanced Recurring Billing M4 Advanced Recurring Billing automates the billing of any items (typically services) which need to be billed on a regular basis. In addition to automating regular billing, this module is able to handle any one-off or adhoc billing that may be part of a contract, such as set-up fees. The module assists with the management of processes involved with setting up contracts, such as approvals for changes. M4 Advanced Recurring module keeps track of all changes and keeps historical data for all details of invoices generated. The module also improves on standard SOP functionality particularly with regard to period based billing and period based pricing. 007 M4 Advanced Recurring Billing has been developed using Dexterity (the same programming language used to develop Dynamics GP) and it seamlessly integrates with other Dynamics GP modules, particularly Sales Order Processing and Inventory. Summary of Features Seamlessly integrates with Dynamics GP Sales Order Processing and Inventory modules Records all key contract data such as: dates created, changed and approved entered by user id, approved by user id, key contacts items, descriptions, prices billing periods, billing frequencies Improved time-based pricing functionality Maintains an historical record of all contract billing Includes full multi-currency functionality Reliable reprinting of historical invoices Handles terminations, notice periods and resulting credits Contract import functionality from Spreadsheets (contract header and line)

9 Re-pricing ability with indexing Variety of user defined fields for Contract Header and Contract Lines including costs Advanced Search by various criteria in all GP companies The ability to enter / upload prices for use on contract lines Export to Microsoft Excel functionality Integration with M4SOPGL Defaulter Integration with PO Deferred Billing Key Benefits Re-keying of recurring data at each billing cycle completely eliminated Re-import of recurring data at each billing cycle completely eliminated Review by managers reduced considerably 008 Accuracy improved, in terms of: credit notes reduced less risk of billing and revenue being missed less chance of irritating customers all billing controlled within one secure system Improved control: approval can be more focused upon setting up the contract correctly more focus on correct pricing within the accounting system better security is applied to procedures Some upstream legacy systems may be removed helping to reduce costs Audit and regulatory factors: full history of all changes with accurate invoice reprint, version and change control approvals procedure segregation of duties easy to enforce exception reporting

10 Installation/Maintenance Software Prerequisites Microsoft Dynamics GP Advanced Recurring Billing v12.x.x has been designed to work with Dynamics GP v2013 Microsoft Dynamics GP v12 must be installed on the machine. Important: There are separate RB versions for GP12 SP2 and GP12R2 Server Components Windows Server 2003 SP1 or higher with.net Framework 4 If you plan to refer Contract and send notifications, M4SendMail utility needs to be installed inside GP folder Microsoft Office Excel version 2003 or later Installation of the M4.Net Connection Provider (see below) 009 Client Components Windows 7, Vista or XP or with.net Framework 4.0 If you plan to refer Contract and send notifications, M4SendMail utility needs to be installed inside GP folder Microsoft Office Excel 2003 or later Installation of the M4.Net Connection Provider (see below) Installation & Configuration The installation and configuration of recurring billing has several phases 1. Install the software 2. Launch Microsoft Dynamics GP as the sa user and accept the new code 3. Add a shortcut to the RB main menu (optional) 4. Set security to recurring billing alternate windows Software Installation with Installer The program is delivered in a single installer file. Copy this file to a suitable location accessible to the client PCs. Ensure that the Microsoft Dynamics GP application is not running and double-click the installer to start the installation process wizard.

11 Click on Next to proceed to the next step in the installation process. 010 The installation directory will be displayed. Click Install to start the installation. A progress bar will be displayed during the installation. After M4 Recurring Billing is installed, a message will be displayed. Click Finish to exit the wizard. Repeat the installation on all client PC s. Installation with User Access Control Active The installer is designed to be run as a user with administrator s rights. If User Account Control is enabled on Windows Server

12 2008/2012, Windows 7/8 or Windows Vista an approval message will appear. For nonadministrator users the installer will prompt for an account with administrator rights. If UAC is not on, warning message will appear for user without administrator s rights: Add Code to Dynamics.dic Launch Microsoft Dynamics GP as the sa user and accept the new code: Create / Upgrade Tables After applying a new chunk file, first time the sa user logs in, the Create/Upgrade Tables window will open. It is crucial that this process is undertaken, as the tables need to be recreated, (data will be exported and returned back) and new RB version will be written. While the create/upgrade tables is running, the status bar will display the progress that has been made. After successfully upgrade the message Finished successfully will appear on the Create/Upgrade Tables screen (shown below) and current Product Version column will be populated. Please notice the Product Version and Build fields will be set to the new release version. This version number is displayed on the bottom right of the RB main menu window. Close the Create/Upgrade window. 011 Important: In case of new stored procedure, (new version of RBaddin.dll file) user needs to click on Additional Menu >> Recreate Stored Procedure (depicted below):

13 Note: In case if Create/upgrade error, please check if all old RB dictionary files are removed from GP and GP Data folders. Add RB Shortcuts Shortcuts are displayed in the upper part of the navigation pane when Home Page is displayed. If the navigation pane is not visible, choose the Layout menu and select Navigation Pane. It is recommended to create two shortcuts to Create / Upgrade RB and RB Main Menu windows (depicted right): To add shortcut, Right-click anywhere in the list of shortcuts and choose Add than select Other Window, expand Sales and choose RB Main Menu. 012 Click on Add button, then on Done button.

14 RB through Web Client If using Gp2013 web client access, as Tools menu is not available, please add shortcuts to RB Main menu or RB windows you intend to use. In addition, all RB menus are available through Sales menu. Please note that MS Excel functionalities are not supported in current GP Web Client version. Also due to GP web client restrictions advanced search is not working. 013 M4 Connection Setup This module is used for setting database connection (username and password) for various M4 DLL Products. Setup involves window with username and password, which will be used for.net connections. Setup can be found under Tools >> Setup >> System >> M4 Connection Setup Important: To access M4 Connection Settings use sa user or user with dbo rights! Important: You cannot enter GP User application will not allow this. If the user specified does not exist, the application will create this user with proper rights.

15 Note: This user will be a member of DYNGRP Role and will have Select, Insert, Update, Delete and Execute permissions on all tables, stored procedures and functions inside DYNAMICS and GP Company DB s. 014 Note: If a new GP company is added after setting m4dotnet user, there message will pop up during login into a new company. This will be resolved by giving the m4dotnet user access to the newly created company. Setting up Security Advanced Recurring Billing utilises two modified windows. The security needs to be granted to these windows instead of the standard GP windows or the users will not see the advanced recurring billing functionality. Alternate/Modified Windows Refer to: GP Tools >> Setup >> System >> Alternate/Modified Forms and Reports, for the relevant ID select M4Recurring Billing as the Product and Windows as the Type. Select M4 Recurring Billing for Item Price List Maintenance and Item Maintenance window and then save these changes. In addition, if using RW report with RB fields an access to this modified report need to be given. This is covered in separate technical document.

16 RB Security Access Task and Role For users that need access to RB or part of RB, user needs to create Security Task for RB and define Security Role for RB. Security tasks contain the windows, reports, and other resources that users need to access to complete tasks in Microsoft Dynamics GP. Those users will add this role so they will be able to use RB module. Create Security Task for Admin Users 1. Open the Security Task Setup window (Tools >> Setup >> System >> Security Tasks) 2. Enter a task ID RB ADMIN 3. Enter a name and description for the task. 4. Select a category for the task - Sales 5. Select a M4 Recurring Billing product from the Product list 6. In the Type list, select the type Windows Using the Series list, specify the series you want to set access to Series Sales Mark all Series System Mark all Series 3rd Party Mark all Series - Company Mark all Series - Inventory Mark all Series - Purchasing Mark All 8. Using the Access list, mark an item to grant access to it and unmark an item to remove access. 9. Choose Save to save your changes.

17 Important: In case of upgrade from previous versions, please check Access List. Create Security Task for Regular Users Product: M4 Recurring Billing Type: Windows Series: Sales, System Access list: Can be like on the window below, or can be changed Important: For Regular users, access need to be set for RB Main Menu! 016 Create RB Security Role Use the Security Role Setup window to create new security roles. Security roles can contain multiple security tasks and can be assigned to users to provide them with security access to groups of tasks in Microsoft Dynamics GP. 1. Open the Security Role Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> System >> Security Roles) 2. Enter a role ID. 3. Enter a name for the role. 4. Enter a description for the role. 5. Select a category from the drop-down list to display the tasks for that category 6. Mark the security tasks that users who are assigned to this role should have access, 7. Click on Save to save your changes.

18 Upgrade M4 Systems Advanced Recurring Billing To upgrade from previous versions of M4 Recurring Billing run the installer. Click on Uninstall to remove the installed version first. Once the uninstall process has completed close the installer. Next, run the installer again to install the new version of the product. Refer to Installer link for full instructions on installation. After the installation has completed go to the Create / Upgrade Tables section. 017 Note: After upgrading, please check RB security access. In addition, check Contract Class window add all relevant billing frequencies, they are disabled for old contract class

19 Manual Upgrade/Removal To upgrade M4 RB module follow the steps below: Also, refer to M4.Net_Connection Provider Installation, if not already installed. For upgrade or removal: 1. Make a copy of Dynamics.set file 2. Remove old M4R27521.dic from GP folder 3. Copy the software code into your Dynamics GP client directory. Chunk File M4RB12XX (xx- depends on version) Application.M4RecurringBilling.dll 4. Copy the software code into your Dynamics GP AddIn client directory: RBAddIn.dll 5. Launch Microsoft Dynamics GP as the sa user and accept the new code 6. After applying a new chunk file, first time the sa user log in the Create/Upgrade Tables window will open. 7. If needed update stored procedure inside Create/Upgrade Tables window 018 Repeat the installation on all client PC s.

20 Running RB M4 Systems Advanced Recurring Billing After a successful setup, including setup of the appropriate security, start the application. RB is included inside GP Tools menu: 019 If you prefer, start using Recurring Billing from RB Main Menu (shortcut previously created): In addition, RB is a part of Sales Home menu, using the same logic as from RB Main Menu:

21 020 Application Setup Before using the Contract Entry, it is advisable to go through Setup, define Approvers, select RB Companies, create Contract Classes and define UD fields and costs. Product Registration The RB Registration can be accessed from RB Main Menu or use Tools >> M4 Recurring Billing >> Registration, or from Sales Home >> Setup Section Enter the registration key to activate the product. Temporary keys are available for trialing a test installation. To obtain a key for the trial demo to run, please contact us. The key is typically valid for a period of days. Please see our Privacy Policy for details on how we use and protect the data which you submit to us.

22 On the Registration window, verify that the correct version has been installed; this can be seen on the Version No and Build No fields. Enabling Recurring Billing Companies 021 M4 Advanced Recurring Billing can be selectively enabled in the companies in use in Microsoft Dynamics GP. To enable recurring billing for Dynamics GP companies either select RB Companies from the RB Main Menu or navigate to the window using Tools >> M4 Recurring Billing >> Setup The same window is accessible from Sales Home >> Setup Section: The company names displayed in the scrolling window are the companies that have M4 Advanced Recurring Billing enabled. To add a GP company that is not currently showing in the list: Select the required company using the lookup icon next to the company name field Select the Add Company button The new company name will appear in the scrolling window and M4 Advanced Recurring Billing functionality will be enabled for that company. Important: It is essential that M4 Advanced Recurring Billing is enabled for a company before setting up Items/Debtors. This includes additional fields on Item that will not be

23 saved inside Item Maintenance window. In addition, Advanced Search utility will not display contracts that are from disabled GP Company. Contract Billing Setup The Contract Billing Setup window is used to define the default settings used by the M4 Recurring Billing Module. Either select Setup from the RB Main Menu or navigate to the window using GP Tools >> M4 Recurring Billing >> Setup >> Contract Billing Setup Select the Billing U of M Schedule that is required. This may be typed into the field or selected from those available using the look up icon next to the field to search the options available. (The Billing U of M defines the default Units used on the Contracts set up) Disable RB Invoices - this option is relevant for RB History. If it is checked it will not allow price change inside the invoice created by the billing routine see Disable RB Invoices inside Billing History Section 022 Mail Server Name or IP needs to be setup, to accomplish referral process. For more information concerning this item about refer to the Editing Contract Lines section later in this guide Use Default Contract Class this option will set the selected contract class on Contract Entry window. If checked, default contract class may be typed into the field or selected from those available using the look up icon next to the field to search the options available.

24 023 Show Once Off charges in Annual Price/Cost if not checked cost for lines with Once billing frequency will not be taken into Annual Cost and Annual Margin calculation (depicted below) Date format Preview- Import displays current date format on system- RB Import\Export date format will adjust to system date format with limitations :

25 Year must have full value e.g not 13 (YYYY not YY)) Date must be formatted with all numbers not letters (e.g. avg for 8th month) Master Update Item Description - Setup to set Extra descriptions from Item Maintenance window to be updated from contract line (depicted right): 024 Note: After upgrade, setup window must be open and closed. Deferral Account on the Contract Line Determines how the account on contract line will be presented, will it be Deferral (Balance Sheet) or Billing Recognition Account (Profit &Loss) when deferral for that contract line is created. RB setup is taking settings from GP: More about these settings can be found inside Deferral Example. Check also Item Class Additional Menu for Deferral accounts. Imported Contracts and Lines Status This option is for Importing Contract Data - choose between Draft or Submitted Note: If imported Contract has only header (no lines) contract will be imported as draft. Note: If contract is imported as submitted and it needs editing if can be referred and edited afterwards. More about this can be found in Approvals sections Referring Contract

26 Pricing Method Price Levels - billing calculation will be performed according to Price Level/U of M/ Currency ID for the contract line (From/To Dates will not be considered), (Price levels need to be defined at Customer side) Date Sensitive Pricing - standard RB pricing which includes From/To Dates, from Item Price List Notice Period Notice Period - defines time schedule for notice; default period in months or days to be used for contracts before cease can be performed. Minimum Period Minimum Period - defines time schedule for notice period in months or days (from Live Date) which must elapsed before contract can be ceased Note: Notice and Minimum Period are visible on both Contract Header and Contract Lines window. 025 Item Setup For the items, there are two options: Use Contract Class Items - if this option is checked, only items that belong to the selected Contract Class will be available inside Contract line entry window. For further information refer to the Contract Classes section in this guide Use All Items - if this option is selected, all items will be available inside Contract line entry window. For further information refer to Contracts Lines later inside User Guide RB Start Day day of the month used to bill from on schedule bill Important: This day will be used as a first circle date; for example, Contract lines will have first circle date set to 15th of the month. RB Start Month Month to bill from on schedule bill- choose among months displayed in drop down list Important: This month, together with RB Start Date will be used as a fist circle date, for Annual Billing contract line. Important: This value will not be considered for items that have own RB Start Day/Month set on Item Maintenance window.

27 Important: RB Start Day /Month will be used only for Pro Rata contract lines. Important: If using Price Lists for Items (not adding item price manually) it is important to define RB Start Date/Month on RB setup level for all items or on each item individually. 026 Important - Ability to define Period Start Day and Month at Contract Header is added. If Start Day and Month are defined on Contract Header, values will be defaulted when line is created.

28 SOP User Defined Setup If check box is marked that field value will be assigned to user-defined field accordingly. After billing, SOP User Defined and Document Detail Enquiry windows (depicted) will have fields populated. Pro Rata Options Pro Rata Only this option will count billing days until the end of billing period (end of month end of year etc...) Pro Rata + Full Period (based on grace Period) - on the right side, there is Grace Period Setup for selected Billing Frequency. Depending on Grace period the billing period will be different (see tables below) Pro Rata + Full Period based on billing frequency pro-rate will be added into calculation with full period 027 Note: Those options are valid only of a Pro rata is checked inside Contract Line Entry. Below are tables explaining billing period for different RB date and Pro-rata set: Frequency Annual (Daily /Periodic) No Pro rata Annual Daily/Periodic Prorated Annual (Periodic/Daily) Prorated Pro Rata Options no Pro Rata Only Pro rata + full period First Circle Date 01/04/ /04/ /04/2014 Next Billing Start Date 01/04/ /04/ /04/2013 Next Billing End Date 31/03/ /12/ /12/2014 Billing Period(Days) Next Billing Period Amount 1, RB Live Date Monthly Quarterly Annually Billing Period in Days Pro-Rata Only 1 32 (29/02-31/03) 307 (29/02 31/12) Pro-Rata + Grace Period days Pro-Rata + Grace Period (not set) Pro-Rata + Full Period (29/02-30/06) 672 (29/02 31/ ) No Pro Rata (29/02-28/05) 731 (29/02 28/ ) Another example of calculating Billing period for Live Date set to 17 Nov, for Monthly and Bi-annual billing frequency:

29 RB Live Date Monthly Bi Annual Billing Period in Days Pro-Rata Only 14 (17/11-30/11) 45 Pro-Rata + Grace Period (12 days) (17/11-31/12) Pro-Rata + Grace Period (20 days) Pro-Rata + Full Period No Pro-Rata 76 (17/11-31/01) 181 (17/11-16/05) Contract Line Text Fields Name Setup ID Field Name and Two Text field labels can be defined here. If not redefined, default labels will be used. Fields are part of Contracts Lines, also used in Advanced Search and displayed in Billing History. Contract Classes Contract Classes are used to group contracts for reporting and set-up options. If using Items from Contract Classes RB Setup, each Item need to have Contract Class assigned. More about adding items to Contract Class can be found in Item Maintenance section. 028 To access Contract Classes, either select Contract Classes from the RB Main Menu or navigate to the window using Microsoft Dynamics GP >>Tools >> M4 Recurring Billing >>Setup>> Contract Classes, or from: Sales Home Setup section >> M4 Recurring Billing Select Add Contract Class to define a new contract class or select a class listed in the scrolling window and select Open Contract Class to amend the settings for a preciously defined contract class. For each contract class key fields are: Contract Class required, identifies the class throughout the system. Description text field where a description of this class can be defined Contract Prefix - this is user-defined prefix to be concatenated with incrementing number to form the main contract ID for all contracts within this class. It must be unique, i.e. other classes may not use same prefix - this is to ensure that all contracts have a unique ID Next Contract ID next number for a new contract within this class. Every time a new contract is created this number automatically increments by 1. It may be changed in order to fit in with existing sequence or to change a sequence. Concatenates with the prefix to form a unique contract ID each class therefore has its own sequence of numbering Next Contract No next contract number to be used with this class Invoice SOP Type default SOP Invoice type to be used for contracts within this class; if left blank Default SOP ID from price tables used Return SOP Type - default SOP Return type to be used for contracts within this class; if left blank Default SOP ID from price tables used

30 029 Use Contract Class Addresses checkmark option if checked Bill To and Ship to Addresses can be added; If it is marked addresses have to be populated and these addresses will be used on the contract header; If it is not marked addresses are greyed out and customer addresses will be used on the contract header Default Bill to Address default address ID indicating which address should be used for addressing Invoices for contracts within this class Default Ship to Address default address ID indicating on Invoices where the service was delivered to for contracts within this class Notice Period - default period in months or days (as defined in setup) to be used for contracts before cease can be performed; if left blank; the notice period from price tables is applied Tip: Cease Requested Date + Notice Period = Cease Date Minimum Period - period in months or days (as defined in setup) in which contract cannot be ceased (from Live date) which must elapsed Referral used for Referring Contracts this is recipient Allow line zero amount contract lines with zero amount can be created, this is allowed by default Default Starting Day of Week Drop down list holds 7 days of the week, Day selected in this window will be defaulted to line on creation

31 Anniversary Rule if this is ticked then this is the means that the contract renews each year. Anniversary rule is not to apply to one-off items." (If frequency is once then do not apply the rule). For item frequency see Contract Lines. For further information concerning applying an Anniversary rule see the Cease section in this guide Default Use Pro-Rata - for Default if this should be ticked or not on contract line. If ticked, When user adds a new line this should be defaulted Enter Price Manually checkmark box if this option is marked on the class maintenance screen contracts that belong to this class will have this option marked by default on each new contract line Bill Period Include Today Date user date will be included (see example below) in billing time span, for periodic contract that will be end of current period like end of month or end of year, this setting exists on Contract Header too Final Bill Calculation (based on Price Type) - If option is marked then RB will only allow prices to be entered manually on the contract line and will not allow price changes once the line has been billed for the first time. For any Price Changes - user must cease line and then add a new line. In case of price change, a warning message will pop-up and prevent change) 030 Pricing Method Price Levels - billing calculation will be performed according to Price Level/U of M/ Currency ID for the contract line (From/To dates will not be considered) Date Sensitive Pricing - standard RB pricing which includes From/To dates Note: This needs to be the same as for Debtors, which will be used for contracts inside this class. Override Item Deferral - deferrals are defaulted based on Item Class Master, can only be overridden in line if option is enabled within setup Note: If Deferral account is not set on Item master and overwrite is not enabled deferral account will be greyed out and not populated. Deferral Method - ability to define the deferral to be based on "Days in Period" method or Equal per Period Enable/Disable Billing Frequency This checkmark shows ability to enable/disable Billing Frequencies by Contract Class. When creating new Contract Class, all frequencies will be enabled by default. More about Billing Frequencies can be found in Billing Frequency chapter. Note: Monthly (Weekly) frequency is disabled by default for new Contract Class, but can be enabled; this is by design.

32 Tip: There is a Clear button added use it to clear the screen for new entry. Important - Delete button - only classes that are not used on contracts or items can be deleted. Important Notes for Final Bill Calculation For Final Bill calculation, two fields are introduced to Contract Line: 1. Total Billed To Date 2. Original Live Date Final bill Calculation is performed only when line is ceased. FB Billing Period is calculated from Original Live Date to RB Cease Date Billing Period cycle date is Original Live Date Final Bill Calculation founds number of whole periods contained in FB Billing Period, bills period price amount for periods found. Outstanding days are calculated by daily price. Because Cycle Start Date for this calculation is different from RB Start Cycle Date, then difference in amounts calculated in Final Bill and those billed in RB can be significant. For more information, please refer to FBC examples inside this user guide. 031 Note: Final Bill calculation can be used only for Price Levels Pricing Method Note: For Final Bill Calculation, after cease is performed a warning message will be displayed in red.

33 User Defined Setup Dynamics GP >>Tools >> M4 Recurring Billing >>Setup>> Used Defined Setup Dynamics GP >>Tools >> M4 Recurring Billing >>Setup>> Used Defined Cost Setup 032 From RB main menu click on User Defined Setup will open drop down list with two options: User Defined Fields and User Defined Costs. User Defined Fields Setup In addition to all the standard fields in M4 Advanced Recurring Billing, a number of userdefined fields can be configured to hold information appertaining to the contract header or contract lines that is appropriate to the company using the Module. This enables each implementation to be tailored to the information requirements of the company using it. When new contract is been created the additional button gives access to the screen where the required information can be entered. Next to each Used Defined field there is a checkbox, which is enables the field. User can define whether this filed will appear on Contact header / Contract line. By default, all UD entries are disabled. Even populated, if not checked, the field will be greyed out. In the same manner, RB Import Template will have only checked fields available for import. More about templates can be found inside Import Chapter.

34 For example, we can define the user-defined fields for the contract header as follows: 033 List field is unchecked for the purpose of this test, and UD line entry look like on the screenshot below: (the unchecked field is not available): Up to five List type fields can be defined with associated drop down list values that can be selected by the user when they define the contract header. These list items need to be defined before the user adds the contract header. They are defined by selecting the expansion icon next to the field to be defined. Tip: Use TAB to get to the next row.

35 Important: Pick List 1 value if set and populated can be used as a filter in Billing process. Up to 10 Text type entry fields can be defined Up to 5 Date type entry fields can be defined Up to 4 Number type fields can be defined Up to 3 Currency type fields can be defined Up to 3 Boolean (tick box) type fields can be defined Global Additional Fields If Global fields are added inside UD setup, those fields will be available inside all GP companies. 034 Note: Global setup can be applied on User Defined fields and on User Defined Costs Additional Fields Example 1 Contract Additional Fields When a new contract is been created, the additional button gives access to the screen where the required information can be entered.

36 Similar is for the contract line: When a new line is created, Use Additional to add extra fields. 035 Important: Used defined fields can now be exported to the report, using Report Writer function rw_tablelinestring, and passing in UD as report name parameter. More about this can be found in separate technical document. User Defined Costs Setup New window with 20 User Defined Costs field which sum up as a total on a Contract Line and sub of all lines costs is displayed on contract header: Prior to adding costs on contract line, User Defined Costs need to be set.

37 036 Like on standard UD fields, setting can be defined by GP Company or on Global level. Only costs that are checked will be visible on contract line. Important: For Once-Off frequency cost Check RB Setup Additional Fields Example 2 Using User Defined Costs Inside contract line, several costs are defined (based on User Defined Costs Setup) and sum with contract id and line number is displayed on bottom right of the User Defined Costs window: Total costs are displayed on each line as Annual Cost:

38 On Contract header, the sum of costs is displayed: 037

39 M4 Recurring Billing Cards An Approvers/Advisors/Admin screen (restricted to users authorised to access this form) is designed for managers who need to define GP users and assign roles to manage contracts and contract data. The three different roles coexist and can be created: Admin, Advisor and Approver. Cards menu of M4 Recurring Billing consists of Approvers/ window: 038 Important: GP user can exist inside one role only. To move user to another role, first delete it from one role then assign to the new role. Approvers - User Settings Either select Approvers from the RB Main Menu or navigate to the window using: Tools >> M4 Recurring Billing >>Setup>> Approvers; Approver/Advisors window is also accessible from Sales Home >> Cards >> M4 Recurring Billing Contract Admin or Advisor Role For Admin and Advisor, Maintenance window looks the same, containing the fields below. Admin has all rights and Advisor role cannot approve but can set advised status. User Role defined by clicking Create button User ID lookup glass for existing GP users User Name generated from ID

40 User for sending referral this will be used as sender Contract Class - In order for a user to have access to contracts within a class they need to be assigned to that class. To assign a new class to a user select the class using the lookup icon next to the contract class field and select the Add button. After user has a class assigned, it will be displayed in the scrolling window. A user can be associated with one or more contract classes Contract Approver Role In addition to fields listed above, Approver has Limit fields added. 039 Invoice Limit An amount of money that defines the limit that this user can approve invoices up to (For further information see the Approval screen section in this guide) Cease Limit - An Amount of money that defines the cease limit for this user (For further information see the Cease section in this guide) Important: For Approvers an amount of money that defines the Invoice limit and Cease Limit need to be defined. These are limits that the selected user can approve for Contract or for Cease for contracts within the classes assigned to them. An Approver can see only submitted contracts with amounts less than their defined limit on their approvals screen. Approval Example 1 Invoice Limit User has been set up with an 100,000 approval invoice limit. When the user logs in and opens the approvals screen only those contracts that meet three criteria are displayed.

41 1. Amount is equal or less than the limit set on the user 2. The contract is in a class that has been assigned to the user. 3. The contract has been submitted Master Record Maintenance The creation and maintenance of master records is vital to the use of the M4 Advanced Recurring Billing module - It is important to ensure that the items & Debtors master records are accurate before proceeding to Contract Entry. Item Maintenance 040 Select Cards >>Inventory >> Items and open Item Maintenance window. If set inside RB Setup, every Item which is used in Recurring Billing, needs to be associated with a Contract Class. This may

42 be used to limit the items that can be added to a specific type of contract and is Use contract Class items is define inside RB Setup. To add Items to Contract classes use Item Maintenance (RB) window (depicted below). For further information on Contract Classes, see the RB Classes section of this guide. In addition, there is a checkbox user to define if Item is to be deferred or not, and a checkbox user to define if item is discount type or not. Extra Descriptions are added in this window, if set those descriptions will be populated on each line. For more information check RB Setup. Note: Inside Contract Class, there is an option to overwrite Item deferral. For each item use the Go-to button and choose Price List to open the Item Price List Maintenance window (RB). Within is window the prices for the contracts are created. For each price level entered, the From Date field needs to be added to select the proper time interval for using the selected price level. Select the Calendar icon under From Date to select the appropriate date. Note: Price list does not need to be set if using One-Off Pricing (enter price manually) for the Item. 041 Note: If not using RB start/end date, Item needs to be set with the same Price Level and UOM as inside contract line. Note: If this screen is not updating with dates, please check if your GP Company is enabled. Note: If the RB Start Day/ Month is not set on the item, RB with use the settings from Setup. Important: For smooth billing the item, using price lists, define RB start Date/Month for the item. On the following screen, there is an example of quarterly billing Item with RB start

43 date set (first four lines) and last two lines showing quarterly billing amounts for RB date not set: Note: If Price list is not being used then the billing process takes the Price Level from the Debtor ID. Note: If the security error is generated on Item Maintenance window, check Security Settings. Discount Items Discount Item billed amount will be deducted from Contract total, passed to SOP as negative amount. Note: 042 If price is added manually, the value will automatically become negative In Price List, discount Item must have negative Price amount In case of using deferrals on discount items: Item need to be a part of Item Class that has deferrals set Sales account on item need to be set within proper account category

44 More about discount items billing can be found in Example below. Debtor Maintenance 043 Use the Debtor Maintenance window (Cards >>Sales >> Debtor) to add and modify Debtor/Customer records and information. For Price level, enter or select the price level you use most often when selling items to this customer. Use lookup button to choose Default Price level. Set up the Currency for the Debtor/ Customer. From Debtor Maintenance window, click on Options button, Open Debtor Maintenance Options Window and check Currency ID. Enter the currency ID for the currency typically used by the selected customer. This will be used as the default currency ID for this customer. This field is available only if you are using Multicurrency Management and you selected Open Item in the Balance Type field. Sales Person on Contract Header defaults from Customer Master Record

45 Item Class Setting Deferral Account On Item Class, there is Additional window, which holds the Deferral Account. 044 Based on this setting and inside Contract Class deferral account will be added on contract line: If deferrals are set differently -Using the Profit and Loss method, you can identify up to four accounts, which allows greater detail in financial reporting Note: If Deferral Account field name is missing, and Deferral Account cannot be saved, please check if Revenue Expense Deferrals is installed.

46 M4 Recurring Billing Transactions Contract Entry - Header Contract Entry window is used to add and maintain the contracts in Microsoft Dynamics GP. It can be accessed either by selecting Contract Entry form the RB Main menu. Relevant key fields are: 045 Contract Class choose one from among those already created. Only classes that user belongs to will be displayed, for more see Contract Classes Contract ID this is auto-generated upon setup criteria e.g. Customer ID plus an autoincrementing number (set up from class Next Contract ID) Hold checkmark to Hold/Unhold, can be applied only to live contract after revise Description description of the contract or overall services; populated with Contract Class description by default, but this can be overwritten Contract Ref editable field on Contract Entry, when new contract is created or imported, Contract Reference field is defaulted with Contract Number, When SOP is created, Contract Reference becomes GL reference Default Live Date date from when the contract can start billing from ; for contract the default date must be setup, this date will go for every item in the contract line, but can be changed RB Start (Day-Month) this setting will overwrite setting from item and from RB setup Important: RB Start order is Contract Header>> Item >> Setup

47 End Date - date when contract is to finish ; To enter a contract end date the checkbox for End Date must be selected to make the end date field editable; more about using End Date can be found under how to Stop Billing Contract chapter inside this guide Signature Date date of signature on contract Reference; set to GP user date by default; However, this can be modified 046 Contract Documentation ability to linked saved files to contract. Each customer will have their own folder specified on the network and a link to that folder will be entered here; browse to folder where relevant document will be stored and saved Review Frequency defines how often the contract is reviewed; can be Annually, Quarterly or Monthly Next Review Due Date default next review date according to option above specified; calculated as- Default Live Date + Review Frequency Contract Status draft as this is a new contract, more about at chapter Contract Status Customer ID - Customer that the contract is linked to - link to Debtor ID selected using the lookup icon provided. Selected debtor need to be setup accurately prior to contract entry commencing (For further information see the Debtors Maintenance section of this guide), several fields below are populated based on Customers data but can be changed accordingly. Salesperson ID - If Salesperson ID is populated on the Contract header or line than use it from RB otherwise take from SOP When the Customer is selected, the rest of fields are automatically populated: Customer Name from Customer ID Invoice SOP Type Defaults from contract Class

48 Return SOP Type - Defaults from contract Class Currency ID defaulted from customer, can be changed Contract Status automatically set see Contract Status below for explanation Bill to Address - address where Sales Invoices are sent. Lookup field defaults from Contract Class or Contract Header but may be overridden at line level Default Supply At Debtor address automatically chosen from Contract Class Price Level taken from Customer, but can be changed PO Number field to populate SOP PO Number, there is also a field on PO that refers to Contract ID, follow Integration with PO link Bill Period Include Today Date user date will be included inside billing period Total Contract Amount sum of all Next Billing Period amounts on contract lines (ceased lines will not count) 047 Annual Price sum of annual prices for items on lines Annual Cost If set, will be populated automatically from contract lines using Cost User defined fields Annual Margin automatically calculated as Annual price - Annual Cost Cease Ceased check button Cease Request Date/Ceased Date populated if contract is already ceased Notice Period (Months or Days) defaulted from Contract Class, can be changed default period to be used for contracts before cease can be performed, if left blank, the notice period from price tables is applied Tip: Cease Requested Date + Notice Period = Cease Date Minimum Period (Months or Days) defaulted from Contract Class, can be changed; period in which contract cannot be ceased (from Live date) Contract Entry - User Defined Additional Fields Use Additional button to open the User-defined Fields Entry screen for any fields that have been configured for use with the contract header. If not set on GP Company itself, global settings will be used.

49 Click on Save to save contract, which is now in draft status. On the bottom right corner, there are the following options: View Line, Edit Line and Create Line. These buttons are used to add the detail of the contact lines to the record. Contract line part consists of several columns; those columns are explained inside next chapter. 048 Note: Pick List 1 from User defined fields, if set and populated can be used as a filter inside Billing process. Comment ID On the bottom of contract header there is a Comment filed from: Administration >> Setup >> Company >> Comments Contract Comment Entry: Adding Notes on Contract Header There is a Note icon placed bottom right of the Contract header screen; if there is no note, icon is white, if notes are added, becomes yellow:

50 On the left there is icon View Line Note, selected line s note will open (depicted above). Billing Frequency Billing Frequency defines how often the contract line will be billed. Drop down list consists of several billing frequencies (depending on Contract Class setup): 049 Monthly (Periodic) - billing days will be generated till the end of the month; also Item Monthly price can be set manually Monthly (Daily) - billing days will be generated till the end of the month based on Annual Price, Price is calculated as : Annual price(calculated based on price type) /365 = Daily List Price (for a leap year 366 days) Next Billing Period Amount = Billing Days * Daily List Price ; also Item Annual Price can be added manually Annual (Periodic)- by default, billing days will be generated from Live date till the end of the year, but depending on Pro Rata Options can be different; no matter of days 365 or 366 price will be the same (see example below regarding annual billing in leap year) Annual (Daily) by default, billing days will be generated from Live date till the end of the year, but depending on Pro Rata Options can be different Once - Billing Period is one day, used for One off entries such as Installation Quarterly (Daily) - Billing Period is calculated based on Live Date till the end of quarter ; Annual price(calculated based on price type) /365 = Daily List Price Next Billing Period Amount = Billing Days * Daily List Price Custom - user defines Billing Period in days Quarterly (Periodic) - billing days will be generated till the end of the quarter; also Item Quarterly price can be set manually price ; Daily List Price is calculated as:: Quarterly Price * 4 /365

51 Bi_Annual (Periodic) billing period is calculated as 6 months, Bi-annual price is taken for price calculation Bi_Annual (Daily) billing period is calculated as 6 months, price is calculated as : Annual price (calculated based on price type) /365 = Daily List Price (for a leap year 366 days) ; Next Billing Period Amount = Billing Days * Daily List Price Monthly (Weekly) Calculation to count occurrences of day selected in dropdown named Starting Day of Week in the month and then multiply with price and Qty for the billing amount Important: Frequency Monthly Weekly is not using following functionalities: Pro rata, Notice Period and Minimum Period Creating Contract Lines 050 There is a separate line for each product or service ordered on the order form, as well as a separate line for each location enablement. For the same service at various locations the lines simply repeat but with different Installation ID s. In some instances, one contract may only have one line for example if an order was signed off for one service and at only one location. If any line is amended, deleted or added, then a new version of the contract with an incremental version number will be saved. To create Contract line use Contract Entry from Main RB Window. Containing relevant fields are: Line Status set to Draft as the new line is created Item - Item records that have already been created can be selected for inclusion on the contract. Use the lookup icon to find appropriate items for this contract. Important: If in the RB Setup the Use Contract Class Items option was selected the item needs to be added into the class for the contract in order for it to be displayed in the look up list. However, if the Use All Items option was selected all items will be displayed in the lookup list. Note: Non inventory items cannot be used in RB. Once the correct item has been located double click on it in the item list to add it to the contract line. Item Description - from GP Inventory Extra Description1, 2 - populated from item but editable, they are used on RW reports Currency ID defaulted from Contract Entry or Customer ID can be used as a Customer Contract Number Reference text field for adding a record of the internal installation record (this filed is used as one of Advanced search filters); label is defined in RB setup

52 Text Field 1, 2 labels on those two fields are defined within RB setup, also part of Advanced search Salesperson ID - defaulted from Contract Entry; If Salesperson ID is populated on the Contract header or line than use it from RB otherwise take from SOP Supply At lookup glass select from Addresses held against the debtor record. Live Date Date from when this item can be billed; use calendar icon to select the proper date, each line can have its own date Note: Contract can be saved without Live date in header, but cannot be submitted. Anniversary Date - Live Date + One Year Note: If no item is present inside lookup window check Item Maintenance Go to Cards >> Inventory >> Item and check RB Start Day and RB Start Month Note: Ensure that the Price on the right changes, as Billing period too. If the price is 0.00, check Debtor Price Level settings. 051 Billing Period (Days) automatically calculated based on Billing Frequency Run Billing in Advance - stores how many days in advance billing can be performed (see example below) Annual Price automatically generated Daily Price - automatically generated calculated Daily Price from Frequency and Annual Price QTY - Quantity typically 1 for time-related billing however, this may be more than 1 for products such as software media. 100 % Discount checkmark button Discount Value (%, Amount) A reduction in the amount payable, typically offered if the payment is made by a certain date. Cease Date and Cease Request Date, QTY to Cease - It is possible to cease just part of quantity. Afterwards Contract line will have Ceased checkmark, and ceased Item will not be part of billing process. For more see Cease End Date - to enter a contract end date the checkbox for End Date must be selected to make the end date field editable ; more about using End Date can be found under how to Stop Billing Contract chapter inside this guide Notice Period (Months or Days) defaulted from Contract Class, can be changed default period to be used for contracts before cease can be performed, if left blank, the notice period from price tables is applied. Tip: Cease Requested Date + Notice Period = Cease Date Minimum Period (Months or Days) defaulted from Contract Class, can be changed ; period in which contract cannot be ceased (from Live date) which must elapsed

53 Auto End Date checkmark if selected Auto End Date on contract line the billing will be stopped at exact date Notes: It is not possible to set this date before Last Billing date. For credit generation, current End Date must be used. Auto End Date can be any date after last billed period or if line is not billed, then any date after live date. If Auto End Date is reached before Contract End Date, line will be ended with Auto End Date. However, if Contract End Date is reached before line Auto End Date, the whole contract will be ended and Auto End Date on line will not be applied 052 Item Annual Price if the Enter Price Manually is checked, this field can be populated manually Enter Price Manually -checkbox - select this option if the price has to be added manually, if already set inside Contract Class the checked field will be greyed out Index ID from previously defined Index, see more inside Index Entry link Add Percent - % can be added see Re-pricing Note: Any new line will pick up current date, for the live Date, unless user specify different. On the right side of the Contract Line window fields are: Contract ID generated as from contract setup Line Number 1 for new line, then incrementing Customer ID - generated from contract entry window Customer Name from Customer ID First Cycle Start Date first date for billing, RB start date if using Pro-rata Next Billing Start Date calculated from User date in GP and billing frequency Next Billing End Date calculated from billing start date and frequency As it is a new line, the following will be empty: Last Billed Date as no billing has been performed Last Billing Start Date Last Billing End Date The following will be populated automatically:

54 SOP Type ID from the contract heading Billing U of M schedule from setup Billing U of M - lookup will show U of M from Items U Of M Schedule Price Level taken from header, can be changed Annual List Price annual price for the item Daily List Price calculated from annual price/number of days (365 or 366) Next Billing Period Amount see Billing Routine later in this guide If the line is being ceased there are: Credit Start Date equal to Cease Request Date + 1 day Credit End Date equal to Last Billing End Date Credit Amount this amount will used for billing On each line, there are two fields for reference: Total Billed to Date sum of billing period amounts Original Live Date same as Live date, but if date was changed this will display the original value 053 Deferral on Contract Line For Items that are set as Deferral, on contract line Deferral will be ticked Billing Recognition/Deferral Account (as from RB Setup) Deferral Method - defined from Contract Class and if Overwrite is set method can be changed Start Deferral Date set to RB start Date End Deferral date defaulted to RB end date, but can be changed- that will change number of periods to defer Important: If a user changes End Deferral Date, it will be saved and on View line user can check this date, but Edit button will default End Deferral Date to RB End Date. Costs on Contract Line If we add some costs on line, this will affect Annual calculations on right side: Annual List Price Annual Cost sum of costs from UD costs screen Annual Margin calculated as List Price Cost Annual Margin % - amount above in % of Annual list price

55 054 Discount Item Item set as Discount will have negative amounts for billing.

56 Example for Running Billing in Advance User Date is 16 October, contract line is showing Next Billing Start Date on 1 November 2012 and has an option run Billing in advance for 20 days: 055 Using this option user can bill this contract using To Date 20 days in advance (depicted below): Billing Run Report will show:

57 Leap Year Calculations Leap Year Example 1 Quarterly (Daily) Billing 056 For leap year the Billing period is 91 days and next billing amount is for 3 months ( ). Leap Year Example 2 Difference between Annual Daily and Periodic Billing Live date is 1.December 2011, for Annual billing period is 366 days as RB calculates leap year.

58 If a user needs the same price no matter of leap year Annual (Periodic) Billing need to be selected. If there is a need for price to be different based on daily price, calculations will be different: days will be calculated with 1200/366 daily price = December is in non-leap year so calculation will be 1200/365 * 31 = These two prices calculated together will give next billing period amount as 1, Contract Line - User Defined Additional Fields Select the Addition Button to open the User-Defined Fields Entry window for the contract line. If any User Defined fields have been configured this is where the information can be added. For further information, see the User Defined Fields Setup section in this guide.

59 058 Adding Notes on Contract Line At the bottom, there is a space for Notes. Use Add Note button, create note and then click on Attach. To delete note, click on note and use provided Delete button. When attached, notes are displayed in table view with date/time added, class and User ID. They can be sorted using arrows or by provided keyword. To display all notes use Clear Filter button. Action Buttons on Contract Line Save to save contract line line gets Draft status. Depending on Contract class, lines with zero amounts can be saved Delete by clicking the delete selected contract line will no longer exists After closing Contract Line Entry Window, the added line is displayed as draft, and any further lines can be created, using the same procedure. To create new line use Create Line button To edit line use Edit Line button To view line use View Line button Note: Any new line will pick up the current date for the Live Date, unless the user specifies otherwise.

60 Tip: Click on Contract line to see the last note on this line. Next step is to submit the contract. Click on Submit on the top left. To continue with RB process, go to Approvals section. To edit contract or correct contract lines go to Editing section. Contract Entry Actions 059 Contract Entry - Exporting Any contract can be exported. Before export a warning message will popup. An Excel file will open with tabs containing contract data. There are separate tabs for header, lines, user defined fields header and UD and costs for lines. About each field refer to Import section of this manual.

61 Contract Entry - Importing 060 After exported file is edited, it can be imporeted again using import button. All existing Excel files need to be closed first. Click on Actions >> Import and select Excel file. Contract is amended, status is changed to draft, and all lines have now draft status. Also the ContractID number is incremented. Contract Header - Status The Contract Status of all Contracts can be viewed from Contract ID lookup window found inside contract entry. On this lookup window, contracts can be sorted by keyword or by any of the shown columns by selecting the provided arrows. To open any contract, double click on it, or use one click and select button. Recurring Billing application uses the following statuses of contracts: Draft - details entered but not approved, ignored by Billing Routine. Contract lines inside a contract in a draft status are also in draft status. By clicking on the line and then on Edit line button, it is easy to change or delete the line. In addition, it is possible to create more lines inside draft contract. Submitted draft contract after submit gets this status, they are on wait to be approved, submitted contract are listed in Approval

62 061 Advised When submitted, instead of approval or refer, contract entry can be recommended using Submit Recommendation Button. That contract can be viewed as Advised both from Approvals window and from Contracts window Live contracts are entered, approved and used by RB Billing Routine to generate invoices, they can be revised to create draft copy of existing one Historical - contract complete or terminated so no longer live or active. Data is kept for historical reporting capability Referred this contract need to be checked by a user with the status to do so. A referral is sent if this has been configured. They are listed in Approval window together with submitted, see Approvals. In addition, Referred Contract can be deleted Ceased/Closed if contract gets cease/closed status no other actions on this contract are possible, see Cease/Closed process diagram. Editing Contract Lines When a contract is submitted, it needs to be passed through the approvals process before it can be made into a live contract. Submitted contract, waiting for the approval, can be found inside Approvals window. User with approval rights can select contract, and View Line. Depending on user role user can: Approve inside Contract line window only line can be approved Refer send for further check, and if referred can be revised back to draft Recommend Approval line inside contract will get status Advised - Approval Recommend Referral line will be referred status will be set to Advised-Refer. Refer will be a part of the approval process, see Approving Contract Data section.

63 Contract Line Example 1 Annual (Daily) Billing Period is Part of Leap Year 062 Inside RB setup Pro rata is set to Full period, so billing will cover whole year. The contract line price is $1, annually. A contract and line is added with the line status of Draft; Live Date is set to 14/11/2012; Anniversary Date: Live Date + One Year (giving 14/11/2013) First Cycle Start Date 01/01/2013 Next Billing Start Date - is the same as the live date

64 Next Billing End Date is the day before the next RB Start date Daily List Price - Annual List Price is 1200 / 366 gives $3.27 for 2012 Daily List Price - Annual List Price is 1200 / 365 gives $3.28 for 2013 Billing Period Amount - Daily List Price * Billing Period (Days) Note: As there is a leap year calculation is different; we have days in 2012 calculated as 1200/366 * 48, and the rest of 317 days in 2013 calculated as 1200/365 * 317, the sum of those two amounts will give next billing period amount. Same example using Pro-rate Only RB Setup (Pro Rata Options) Billing period is now 48 days will cover billing until the end of Billing amount calculation is 1200/366 * 48 days 063 Same example without pro-rate will have 365 days for billing with price calculations different for leap and no leap year.

65 Tip: If user need to have annual price as billing amount Annual (periodic) billing frequency need to be used instead. Contract Line Example 2 - Annual (Periodic) Prorated Today Included with Price from Item User Date is 27/03/2012; the contract line price is $ annually. A contract and line is added with the line status of Draft; Live Date is set to 01/09/2012; Anniversary Date: Live Date + One Year (giving 01/09/2013) Billing Frequency is set to Annual (periodic), and the price is taken from Item RB Setup is set to Pro-rata only (Pro Rata Options) Billing Period (Days) is set to 487 First Cycle Start Date 01/01/2013 Next Billing Start Date - is the same as the live date Next Billing End Date is the day before the next RB start Day & Month Daily Price is calculated as /366 Billing Period Amount is calculated as days in 2012 with daily price 064 Contract Line Example 3 - Annual (Daily) Prorated Today Included with Price from Item If the RB setup is set to Pro-rata + Full period (Pro Rata Options):

66 Billing Period (Days) is calculated to 852 days First Cycle Start Date 01/01/2013 Next Billing Start Date - is the same as the live date Next Billing End Date is the day before the next RB start Day & Month but full year is taking into calculation (user date is in 2013) 31/12/2014 Billing Period Amount is = Contract Line Example 4 Quarterly (Periodic) Include Today Set Live date set to February and User date is RB Setup is set to use Pro-rata only (Pro Rata Options).Billing Frequency is set to Quarterly (Periodic) this means in this example 53 days for billing First Cycle Start Date day after end date as this is using Pro-rata Next Billing Start Date - is the same as the live date Next Billing End Date is the day before the period ends Daily List Price Item Quarterly Price is 300 * 4 /365 = $ 3.28 Billing Period Amount 53 days calculated with daily list price

67 066 Contract Line Example 5 Monthly (Periodic) Prorate full Period Include Today User Date is ; Price is added manually Item Monthly Price =$ Live Date is set to 07/02/2013; Billing Frequency is set to Monthly (Periodic) - this means days are left for billing. First Cycle Start Date is 1/03/2013 Next Billing Start Date - is the same as the live date

68 Next Billing End Date full period end as user date is Daily List Price calculated as: $280.00*12/365 Next Billing Period Amount is calculated as 22 days * Daily List Price + 2*monthly price Contract Line Example 6 Monthly (Weekly) But if Start Day is set to Wednesday, RB will count 5 weeks amount: 067

69 U 068 ser Date is ; Price is taken from Item Price list Item Weekly Price =$ Live Date is set to 07/02/2013; Billing Frequency is set to Monthly (Weekly) - this means 30 days with 5 weeks for billing. First Cycle Start Date is 06/03/2014 Next Billing Start Date - is the same as the live date Next Billing End Date full period end 2. July 2014 Annual price is calculated as * 52 weeks = $7,030.4 Daily List Price calculated as: $7,030.4/ 365 = $19.26 Next Billing Period Amount is calculated as for 5 weeks $135.2 * 5 = $ Use of Revise Live contracts can be copied and then saved for further approval. This can be done by choosing live contract from contract entry menu. Open the entry menu and click on Revise button. A warning message will popup.

70 User confirmiramation of the Revise action is needed. 069 If you click on Yes, copy of the contract (now in draft status) will be created using the next available ContractID number. Now it is possible to select and edit each line. Use Revise button again, change what you need and save. Amendments can be made to the line. The contract has to go through the approvals process just as for a new contract. At this moment, it is possible to Hold contract. Using Hold checkmark next to Contract ID. Each line can be revised separately (if being billed by RB routine):

71 070 Line, which has been changed now, is in Draft status again, and it is ready to be submitted for approval. The old contract is assigned a Historical status after the new draft version has been approved. Important on Line revise: Lines, which are billed, can be revised, but some data cannot be changed, for example, Live Date on line, but Item descriptions ad ID fields can be edited now, also billing frequency can be changed. UOM on line will be editable if line is in draft or revised to draft and was not billed on ceased/closed Revised Contract can be ceased with all lines or some line. More about cease can be found in Cease chapter inside this document. How to Hold Contract On contract header, next to actions, there is Hold button, which will put contract on hold after revising the contract; billing routine will check hold status and avoid billing contract that is on hold. Note: After revise contract need to be approved again. Note: Hold/Unhold can be applied only on live contracts.

72 Contract Approvals A new contract will have a status of draft until approved. If an existing approved contract is amended in any way then the amendment will create a new contract version with a status of draft. After submitted amendment is approved, the latest version would switch status from draft to live and the previous version would simultaneously switch from live to history. 071 There is an approval screen (restricted by user classes and user roles) from which managers would need to authorise contracts. It can be accessed either by selecting Approvals from the RB Main menu or by navigating to it using Tools >> M4 Recurring Billing >>Contracts >> Approvals Approvals and User Roles Only the Authorised users can access Approvals window to approve contracts. To approve, click on contract, then on Select button (or double click) to open the contract. Tip: User needs to be assigned to the Contract Class to see contract on their approval screen.

73 If the filter is applied, use Clear filter - contract lines inside the contract can be viewed applying filters, and sorting by any column- to see all the lines by default view use this button. Double clicking on the contract will open it. Double click on the line to open it. When opened, each line can be viewed individually, and if required the contract can be revised. After approval line status is changed inside contract window. Note: A user will only be able to approve contracts within the classes they are assigned to that are below their approval limit. For example if this user s Cease Limit is reduced to $10, they are no longer able to approve contracts with higher amounts they will not be listed on the Approvals screen. Important: To approve contracts a user (even one with an admin role) needs to be a member of the Contract Class in which that contract is. It not, contract will be displayed, but user will not be able to approve it (Approve button will be greyed out) Multiple Approvals It is possible to approve multiple contracts at the same time, by selecting them (or by using Mark all button) and click on Approve afterwards: 072 A warning message will popup asking user to confirm the action. Old contract status is Historical and new will get Live status. This can be easily seen by using Lookup Window inside Contract Lines:

74 Referring Contracts If needed, submitted Contract Entry can be referred by sending Referral (see earlier notes under Using RB - Approvers). Thereafter the contract line status changes to Referred. See System Requirements also. 073 To refer contract user needs to select it from Approval window and to click on select button. If multiple contracts are selected it will open last contract selected. For Gp2013 R2 window looks different:

75 The recipient set inside Contract Class will receive with Contract ID as Subject: 074 So next user can open contract from Contract Entry window and edit lines. After editing, click on save will change line and contract to draft. Each line is now editable will have note from referral

76 075 Submit Recommendation - Advise Contract can be advised by selecting Submit Recommendation

77 M4 RB Routines Importing Contracts Important: Before running import, it is important that the RB Settings for Imported Contracts and Lines are considered. The status of imported Contracts & Lines can be set either to Draft or Submitted 076 To open the contract Import utility either select Import Contracts from the RB Main Menu or navigate to the window using Microsoft Dynamics GP >>Tools >> M4 Recurring Billing >> Contracts >> Import Contracts Important Notes for Import/Export There are two types of Export\Import: 1. New Contracts Create template, fulfill data in excel and Import from Import Contracts Window. Important: PLEASE DO NOT IMPORT NON-INVENTORY ITEMS AS NON-INVENTORY ITEMS ARE NOT SUPPORTED IN RB. 2. Existing contracts Export: All contracts, from Import Contract Window >> Export Contracts

78 One contract, from Contract Entry Window >> Action >>Export Re-import can be performed only from Contract Entry window, one contract at the time, could be re-imported from single exported excel (from window) or from all exported excel. For Example: 1. Export all contract in file. 2. Amend all needed in excel 3. Open Contract (one that needs to be amended) in Contract Entry window. 4. Select Import and choose file created in first step. Note: If live contract is amended, automatically on import, live contract becomes revised. Important: ONLY LIVE AND DRAFT CONTRACTS CAN BE EXPORTED AND RE-IMPORTED ONLY AS DRAFT. Excel 2013 Template As RB template has several sheets, this needs to be set inside Excel2013 before template creation; Click File >> Options, and then on the General tab, under When Creating new workbooks, add number of sheets: 077 For new contracts, there is a template, click on Create Template button. Excel file will open ready to insert data. The template workbook that is created will have 3 tabs. Contract Classes Contract Header Contract Lines Data can be entered into these tabs and imported into GP based upon the rules in the following pages. Important: Before importing data, ensure that all other MS Excel workbooks are closed except the one with data to be imported.

79 Contract Classes Tip: Class must not exist inside RB, leave empty if you do not need new class 078 Name Comment Contract Class mandatory Description Contract Prefix mandatory Invoice SOP Type must exist in GP - One of the predefined Document ID values for SOP Invoice Return SOP Type must exist in GP - One of the predefined Document ID values for SOP Return Use Contract Class Addresses 1 (need to populate Addresses below), 0 or empty (if empty, value will be 0) 1=true Default Bill To Address must exist in GP Default Ship To Address must exist in GP Notice Period (Months) Minimum Period Allow line zero amount "0, empty = false 1 = true" Default Use Pro rata "0, empty = false 1 = true" Anniversary Rule Include Today Date 1, 0 or empty (if empty, value will be 0) 1-true Final Bill Calculation Based on Price Type Pricing Method 1 - Date Sensitive Pricing, 0 or empty - Price Levels (if empty, value will be 0) 1 (pricing method need to be 0), 0 or empty (if empty, value will be 0) Enter Price Manually 1 (final bill calculation need to be 1), 0 or empty (if empty, value will be 0) Override Item Deferral 1, 0 or empty (if empty, value will be 0) 0 = false 1 = true Deferral Method 1 - Days In Period 2 - Equal Per Period, ****Annual (Daily, Monthly) and all billing frequencies Start Day Of Week (Weekly\Monthly) default (if empty) - 2 "0 = not available, empty, 1 = available" 1 = Monday, 2= Tuesday, 3 = Wednesday, 4 = Thursday, 5 = Friday, 6 = Saturday, Type String(20) string(60) string(8) string(15) string(15) int string(15) string(15) integer(4) Integer(4) string(255) int int int int int

80 7 = Sunday ****The same setting are for all Billing frequencies, so if not populated they will be allowed in contract class Import Example 1 Contract Class Import This data would create the following class when it was imported 079 Contract Header Note: Contract Lines and Contract Header and User Defined data need to be imported at the same time. Name Comment Example Type Import ID Required if Next Contract No is to be generated in GP. Must be empty if Contract No is populated. 1 string(22)

81 Contract Class mandatory LTE string(20) Contract Prefix mandatory LTE string(8) Contract No Mandatory, if Import ID is not populated integer(9) Description Contract Ref Default Live Date 01/11/2013 date End Date Signature Date 28/10/2013 date Contract Documentation Review Frequency 1 - Annually, 2 - Quarterly, 3 - Monthly 1 int string(60) string(32) date string(255) 080 Next Review Due Date Customer ID must exist in GP AARONFIT0001 string(15) Salesperson ID must exist in GP date string(15) Currency Currency ID Z-US$ string(15) Bill To Address PRIMARY string(15) Default Supply At WAREHOUSE string(15) Price Level must exist in GP ENGINEER string(11) Include Today Date 1, 0 or empty (if empty, value will be 0) 1 Int Notice Period 30 Integer(4) Minimum Period 1 Integer(4) PO Number PO1234 String Start Day (Periodic 1 integer Contract) Start Month 1 integer (Periodic Contract) Comment ID string (15) Comment Text text (up to User Defined 1-15 User Defined User Defined User Defined User Defined chars) date string(51) integer numeric integer

82 Important: On Import, if Contract Number column is empty, Next Contract Number will be picked from Contract Maintenance but if column is populated then will be populated from file. Important: Column Names also will be exported from UD label setup. Only enabled fields will be exported/imported; setup must be equal for export and import. Import Example 2 Contract Header file without Import ID Will create Contracts 081 Import Example 3 Contract Header file with Import ID With Import ID Header file looks like:

83 082 Contract Lines Name Comment Example Type Import ID Required if Next Contract No is to be generated in GP. Must be empty if Contract No is populated. 1 string(22) Contract Prefix mandatory LTE string(8) Contract No Mandatory if Import ID is not populated LTE integer(9) Line No Line number 1 Integer(4) Item Number mandatory 100XLG string(30) Item Description Extra Description 1 Extra Description 2 ID(label name from RB setup) string(100) string(80) string(80) string(20) Salesperson ID must exist in GP GREG string(15) Ship To Address MAIN string(15) Anniversary Date 01/11/2014 date Pro Rata 1, 0 or empty (if empty, value will be 0), for Monthly(weekly)- 11 default to 0 Billing Frequency 1-Annual (Daily) 2-Quarterly (Daily), 3 Monthly (Daily), 4-Custom, 5-Once, 6-Monthly(Periodic), 7- Quarterly (Periodic), 8- Bi-Annual (Periodic), 9 Bi- Annual (Daily) 10- Annual (Periodic) 11-Monthly (Weekly) Billing Period (Days) Run Billing In Advance If Frequency is Custom - 4 Billing Period (Days) Int(7) column has to be populated; if Frequency is other that Custom, Billing Period (Days) has to be left blank. Number of days 25 Int(4) QTY 1 Int(12) Price* numeric(19, 5) Price Type** 1 Annual; 2 - Bi-Annual; 3- Quarterly; Index ID 4 Monthly; default 1" string(21) Add Percent 0.00% numeric(19, 5) Deferral 0 - do not create deferral, 1 - create deferral 0 boolean Deferral Method 1 - Days In Period; 2 -Equal Per Period; default 2 0

84 083 Billing Recognition Account If not populated will default from GP string Billing U Of M if it is entered, it has to be valid U of M (from the EACH String Billing Schedule ID that is in the RB setup) Price Level Valid value from GP DEFAULT string(11) Notice Period 30 int(4) Minimum Period 1 Int(4) *Original Live Date *Mandatory field if Final bill calculation on contract class is checked 01/11/2013 date Total Billed To Date used for Final Bill Calculation 0 numeric(19, 5) RB Live Date*** 01/11/2013 date Text Field1 (Label string (50) from RB setup) Text Field2 (Label String (50) from RB setup) Comment ID string (15) Comment Text text (up to 500 chars) User Defined User Defined fields are available User Defined User Defined User Defined User Defined it is a checkbox in the application; if the value is 1 checkbox will be ticked; if any other value, checkbox will be cleared User Defined Cost 1-20 Important notes: string(51) date Integer numeric Integer numeric Red fields are mandatory Contract Prefix is the same as on Contract Header Item Number must exist inside GP with correctly set up price lists (see Price List inside Item Maintenance section in this guide) *If price is set, it is assumed that add price manually is checked, and price type need to be populated **If there is no price type set, for manually added item price, it will be defaulted to annual price type Important: Column Names will also be exported from UD label setup. Only enabled fields will be exported/imported; setup must be equal for export and import.

85 ***If Original Live Date is populated, then the default Cease date will be based on the Original Live Date. Cease date cannot be before RB Live date. Import Example 4 Contract Lines without Import ID One of the Contract line is displayed below: 084 Import Example 5 Contract Lines with Import ID

86 One of contract lines is presented on the screenshot below: 085

87 Importing Procedure Important: Only new contracts can be imported using template. For reimport single contract use Action button in contract header. When the excel file is ready for import, save it and close. Then use import contract from excel file. If an error is generated it will be shown inside extra created excel sheet inside the same document (the example is shown below): On the next screenshot all new imported contracts are shown. They are in Draft status, ready for approval. 086 Contract Import Error Handling Import Errors window is available from main import window. If there are errors inside Excel file Import Errors window will open with detailed error descriptions, with date, time contract prefix and line number: Errors can be filtered by date Print button - creates an Import Errors Report containing all of the errors messages within import Redisplay button refreshes the Import errors screen Mark All button - click the Mark All button to include a tick against all checkboxes in the Delete column

88 Unmark All button - click the Unmark All button to remove all previously marked checkboxes in Delete column Correct the error inside excel file and start import again. Export of Existing Contracts Existing contracts can be exported in two ways: Single contract - from contract header using Actions Button >> Export All Contracts - from Importing Contracts menu Export Contracts Note: Please wait for process to finish, e message indication will popup, it may take a while, depending on amount of data. When Export Contracts is finished there is an Excel file with 2 tabs Contract Header Tab The example of exported header tab with all contracts is depicted below: 087 For more information about fields check Contract Header Import Tab Contract Lines Tab The example of exported lines tab from all contracts is depicted below: For more information about fields check Contract Lines Import Tab Contract Header User Defined Contract Header User Defined fields are placed inside contract header tab, column names depend on Contract Header User Defined Setup Contract Lines User Defined Contract Lines User Defined fields and Costs are placed inside contract line tab. Column names depend on Contract Lines User Defined Setup

89 Billing Routine M4 Systems Advanced Recurring Billing The billing routine involves checking all live lines on the contract and using the values held at the line level as the basis for raising invoices. The billing routine can be accessed either by selecting Billing Routine from the RB Main Menu, or select Microsoft Dynamics >> Tools >> M4 Recurring Billing >> Billing The Billing Routine user can run in two modes: Run RB Report Only Creates a report to show which contracts would be invoiced given the criteria provided. No contracts are billed and no invoices created in this mode. This report can be output to excel to aid the checking process Create RB Invoices This is the actual billing activity and contracts will be billed and invoices created using this mode Several criteria that can be set for the billing routine to limit the contracts that will be included: 088 Batch ID this is a mandatory field for Invoice Creation as this is the batch within SOP where the invoices will be created From/To SOP Type Depending upon RB setup different contracts classes can result in different SOP invoice types these criteria lets you limit which SOP invoice types will be created. The invoice types can be selected using the lookup glass provided From/To Dates the Date Range option allows to restrict the current range of billing dates to be used on this billing run. The default To Date is set to User Date Bill all Period Due check mark to define if several invoices will be created until To Date is reached

90 All Contracts is marked by default, but can be changed by using range of contracts can be selected to limit the contracts From/To Contract ID, the entire contract id must be provided including Prefix, Number, and Version - those fields are mandatory Note: When Run Billing Routine is run with Document Date set, documents are created with Tax Date and Posting date from Run Billing Document Date field. There is also a warning which will prevent billing of invoices with document date is not inside existing financial year. From/To Customer A range of customers can be selected so only the required customers are billed during this run. Selection can be made using the lookup glass provided. From/To Contract ID A range of contracts can be selected to limit the contracts that are billed in this run. The entire contract id must be provided including Prefix, Number, and Version - those fields are mandatory unless user marks the All Contracts checkbox. From/To Contract Line (all lines are defaulted), if user need to bill some of lines, only one contract need to be selected For Currency - currency is selected using the lookup glass provided 089 User Defined - one more filter is available for billing process. Added ability to filter contracts for billing with User defined Pick List 1 field, check UD section in this Manual: Note: The verification of exchange table and rates setup is done before billing starts. When the routine is run, it checks all lines in live contracts to see if a current billing To Date falls within this routine s active time span. If this is the case, the routine will either create

91 an entry on a report or create a SOP Invoice for that Contract Line, based upon the data held in the contract tables, depending if the Run RB Report Only Option or the Create RB Invoices option has been selected. Note: Contracts that are on hold will not be billed. For more info on hold check Contract Hold link. Note: This RB version supports billing zero amount invoices. This is by design if enabled through RB Contract Class setup. RB Billing Preset There is a new functionality - Preset Filter Options for billing run. This allows user to define preset for billing run and save them for further billing. User can define more than one preset. If user has default preset, run billing window will open with default filters set. When Preset Option window is open from current, filter setting will be picked up from Run Billing window then user can decide to save changes or not. 090 Creating New Preset for Billing From RB Billing window after all options/filters are selected click on Preset Filter Action. New button allows creating new preset by entering all options/filters

92 091 Set as default should be checked if this is a default preset for billing. Open from current will use all currently selected settings for already selected preset:

93 092 Selecting Preset To select one of existing presets, user needs to use lookup glass next to Preset Option button:

94 Billing - Report Only This option will create Billing Run Report and the destination can be chosen between: Screen, Printer and File or send by . No invoice will be generated. 093 The RB report can be exported to MS Excel using the Excel Icon next to the Run RB Report Only Button. The MS Excel version of the report is displayed on the following screenshot:

95 Columns on the report are: 094 Contract ID Line Customer ID Customer Name Item Item Description ID Text Field 1 Text Field 2 Supply At From Date To Date Currency ID QTY AMT GL Sales Revenue Code - taking account from Item master Deferral Code Start Deferral Date End Deferral Date All enabled Header UD fields All enabled Line UD fields Line Comment Text For Ceased Lines there is also a button for creating reports. Follow the link How to Cease Contract Line. Note: Even a Bill All Period Due is checked, report (GP or MS Excel) - will show only contracts from first billing run. Note: If there is MS Word Installed, instead of standard GP report, the report will open in.docx format Note: Discount items will have negative amounts inside RB reports: Create RB Invoices If the Create RB Invoices option is selected you will need to confirm that you want to continue. If you select to continue with the creation of RB Invoices, the Invoices will be

96 created in the defined Sales Order Processing Batch for each Live Contract Line based upon the data held in the contract tables. 095 While the Billing Routine is running, the status bar will display the progress that has been made. A message will be displayed when the process has completed. After the billing routine is finished, invoices can be seen via the Billing History window. Important: On SOP creation, several Contract fields in SOP Line Work table will be populated for tech review purpose: CONTNBR Contract Number CONTLNSEQNBR Contract Line Sequence Number CONTSTARTDTE Contract Start Date CONTENDDTE Contract End Date CONTITEMNBR Contract Item Number CONTSERIALNBR Contract Serial Number When SOP is created, Contract Reference (from Contract Header) becomes GL reference

97 Billing Example 1 - Quarterly (Periodic) Prorated with Bill all Periods Due A Contract is added that goes live on 13 January Line Value of Contract is $ For this contract line Billing Frequency is set to Quarterly (Periodic). Setup is set to use Pro-Rata. From Next Billing Start Date to End Date Billing Period is 78 days form go-live to the end of the first quarter. The contract was not billed before so Last Billed Dates are empty. 096 Annual List Price is $118.30/365 gives $0.32 Daily List Price (rounded to two decimal places) Next Billing Period Amount is Daily List Price * Billing Period = $25.28 (uses the unrounded daily amount) The same contract will be billed with To Date and Document Date set to Report will show only the first billing round.

98 Billing history is showing billing the same amount for 8 periods as depicted below, last period is first quarter in 2013: 097 Billing Example 2 Quarterly (Daily) Prorated with Bill all Periods Due Annual price is calculated as $152.10*4. As it is pro-rated it will calculate the first period differently and for the rest of billing periods the price for whole quarter (90-92 days). Billing with Bill all Periods Due will generate 9 different invoices. Billing amount are different because billing frequency is Daily. Also as billing covering leap Year, daily price will change during this year and the amount for the same number of days in 2011 (non-leap) and 2012 (leap year) differs:

99 days is / days in /366 Billing Example 3 Bi-Annual (Periodic) In this scenario Price was added manually and set as Quarterly price, It is not Pro-rated and will take 6 months for billing period Next Billing Period End Date will be end of Bi-annual period ( ). Contract is billed once, and the next period will be next 6 months with the same billing amount:

100 099 Billing Example 4 Bi-Annual (Periodic) with RB start Date For using a pro rate on this item, it will calculate 140 days, next billing and date will be one day before First Circle start date (taken from RB star date/month on item): Next Billing amount will cover 6 moths and price will be calculated as 2 X Quarterly Price = 2 X 1, = 2, (depicted below).there is a previous billing amount field Total billed to Date $1,838.26

101 100 Billing Example 5 Using Discount Items Contract below has one regular item with Monthly (Daily) Price and discount Item intwo billing frequencies: Items price is takes from price list and have negative amount(90.00). Next billing peiod is for 4 weeks which is (360.00). Line has Discount Item checked.

102 Contract was billed and invoice getting from Billing History window shows negative amounts in two lines, but as presumed total on invoice is a positive sum: 101

103 M4 RB Enquiry Recurring Billing offers several enquiry windows: Contract Enquiry, powerful Advanced Search and Billing History: Advanced Search The advanced contracts search gives the user the ability to search for contracts using many different criteria. Note: Please refer to M4 Connection setup before start using Advanced Search features. To open the Advanced Contract Search, either select Advanced Search from the RB Main Menu or navigate to the window using Microsoft Dynamics GP >>Tools >> M4 Recurring Billing >> Contracts >> Advanced Search 102 Company GP Company with RB enabled, defaulted to currently logged in GP company Contract Class enter existing RB Class Contract Status select All or choose from drop down list Default Live Date if checked, select date in format dd/mm/yyyy End Date if checked, select date in format dd/mm/yyyy Customer ID lookup button provided Customer Name Item lookup button provided Item Description Billing Frequency All or select from drop down list ID Field - labeled from RB setup, ID on contract line Text Field 1 - labeled from RB setup, field is on contract line Text Field 2 labeled from RB setup, filed is on contract line By default, if no filter is applied, all contracts are displayed. In addition to fields that are available for filter criteria, contract list has the following fields displayed: Contract ID Line line number Billing Period Amount On the top of the window available buttons are: View Contract button opens selected contract from the grid below Clear button - the Clear button clears all filers in the window Redisplay button the Redisplay button refreshes search results Note: Advanced Search is not supported through GP web client.

104 Advanced Search Example You need to see all contracts in Fabricam Company in selected RB Class and selected Customer narrowed by History status and Quarterly (Periodic) billing: To see the contract details either double click the contract or select the contract the select view contract. 103 Tip: For Displaying next/previous, use video Buttons on Contract Header/Line Entry and Contract Enquiry windows. Contract Enquiry Button Contract Enquiry from RB main menu is reserved for view any contract from GP company currently user is in. This enquiry window is available from RB group in the menu: Microsoft Dynamics GP >> Tools >> M4 Recurring Billing >> Contracts >> Contract Enquiry

105 There is a Lookup button next to Contract ID field, which opens Contracts list. This window is read only. Use a Filter on each column to refine a search. Also on a bottom left corner, there are radio buttons to go to the next/previous record. 104 On Contract View Line enquiry window, User Defined Costs in Total are displayed, and arrow next to total sum will open details window (depicted below). To view next/previous line use radio buttons provided on a bottom left corner on contract line:

106 Billing History M4 Systems Advanced Recurring Billing Each time a Billing Routine successfully creates a SOP Invoice batch the RB history tables are updated. This enables comprehensive audit trails reporting as well as accurate reporting of all billing activity originating from RB. If a SOP batch created by RB is deleted before posting then the RB history tables will be rolled back to exclude this data. The Billing History window gives the user the ability to search on many columns concerning the contracts that have been billed. The Billing History can be accessed either by selecting Billing History from the RB Main menu or by navigating to it using M4 Recurring Billing >> Billing >> Billing History. Columns displayed are: 105 Contract ID Full Contract ID Number Line Contract Line Number Customer ID ID Field Name and Two Text field labels Data Held on Contract Line, set as Contract Line Text Fields Name Setup Item Number U of M QTY Invoice Number SOP Invoice ID From/To Date date interval used for billing Days billed days Billing Amount Start Deferral Date End Deferral Date Batch ID batch defined on Billing window Status Document Status - Posted, Unposted, Deleted, *History, Voided *Note: History status is taken from RM00401 after document is fully applied and removed through sales routines.

107 The data can be sorted by a specific column by clicking on the arrows shown at the top of the column (ascending or descending). A search string can be applied by typing the key word in the space above the column and only those invoices matching the search string are displayed. The Billing list (whole or filtered one), can be exported to Excel using Excel icon shown on the top right of the enquiry screen. The example of filtered list is depicted on the screen below: 106 This contract was billed using Bill All Period Due option. Line on contract has Total Billed to Date amount for all 17 billings: Any selected Sales Transaction document can be viewed - this can be done by doubleclicking the line or selecting the View Invoice button.

108 GL Reference and UD 4 fields are populated with Contract Number. User Defined fields are taken from RB Setup: 107 Important: The Billing History table only takes two parameters from GP, rest are from M4 table, including the Batch ID.

109 108 Recreate Invoice If the batch of SOP invoices that is created as part of the billing routine gets deleted before the invoices are posted they can be re-created from within the Billing History window. Select an invoice with a status of deleted and select recreate invoice. The SOP batch will be re-created and the selected invoices created within it.

110 109 Contract Entry and Line - Billing History Foe every contract on its header, there is Billing History Button this will open standard Billing History window with all relevant data for this contract: The same button is on every contract line, showing invoices that have this particular line:

111 Note: New columns are added in contract header and contract line tables modified on, modified by, created on and created by and they are used for further reference. Audit Billing Run 110 New feature is added onto Enquiry RB Audit Billing Run. Inside this window users can see content of M4AUDITBLLRUN table added to hold filter data set on Run Billing window while user performs billing\reporting. Search available by Batch Number. Several fields from RB Billing window are audited and present on the window: Date Billing Date Time Billing Time

112 User RB User that run RB billing Batch Number RB Billing Batch From/To SOP Type the invoice types From/To Dates the Date Range Bill All Period Due if checked on Billing run From/To Customer customers can be selected so only the required customers are billed during this run. Selection can be made using the lookup glass provided. From/To Contract ID From/To Contract Line For Currency By UD 1 Field Action Billing invoice/credit report or Create RB Invoices or Credits If user expands RB Billing lines all Billing fields will be visible: 111

113 RB Integrations Direct Debit Integration Inside Billing Routine, Direct Debit integration is set: when SOP Invoice/return is created from billing routine, it will be marked as Direct Debit for all customers with Bank Details. The Transaction Code will be set to 01 if this is the first Direct Debit transaction that has been created for the Customer. If it is an ongoing transaction then this should be set to 17. For SOP return Transaction Code will be Integration with M4 Advanced SOPGL During RB Billing run, SOPGL will default accounts as per SOPGL setup. Note: To setup and run Advanced SOPGL Defaulter, please refer to M4 Advanced SOPGL User Guide. SOPGL Example Sales Distribution Taken from SOPGL On the screen below, there is a SOP Invoice Enquiry window, displaying SALES account taken all segments from ITEM as set inside SOPGL:

114 113 Integration with PO Purchase Order Entry - RB Contract Link There is a new window on the Additional menu - option which allows for the Purchase Order to be linked to the Contract, could be multiple PO's linked to once contract or multiple contracts linked to one PO.

115 114 Purchasing Item Detail Entry - RB Contract Link There is a new Window on the additional menu option which allows for the Purchase Order Line to be linked to the Contract Line(s), could be multiple PO lines linked to one contract line or multiple contract lines linked to one PO line.

116 RB Deferrals M4 Systems Advanced Recurring Billing Note: Deferrals need to be set inside GP, before using this functionality. Deferrals can be applied on a Return type also. Different Deferrals are created for the different lines of the contract with the same deferral account taken from line. An each deferral picks up the period from the start and bill date of its line. Deferral Example 1 - Equal per Period and 2 Billing Frequencies on Invoice GP Deferral Setup: A contract is created with one line billed biannual (periodic) and one line billed quarterly (periodic). Item has deferral set (Item Class Maintenance) and equal per period is used for deferral method (set inside contract class). 115

117 116 Invoice is posted now there are two SALES accounts: GP Invoice is created through billing and posted through GP batch. The amount will be spread across the as defined in the Method set up of the deferrals module. Billing History

118 window will show the transaction as posted. Both transactions can be seen under Deferral Inquiry window. First line with bi-annual price has deferral set for 4 periods apportion to defer is $6, (depicted on next screen): 117 Second line enquiry windows is depicted below showing 4 periods for deferral

119 Posting Date on Deferrals 118 Important: GL Posting Date is always Document Date and if Document Date is outside of Deferral range deferral lines are caught. In example below posting Date is not inside Deferral Period, so whole sum will be applied on posting date. Deferral Example 2 Days in Period and Posting Date inside Deferral Period Days in Period is defined as Deferral inside Contract Class

120 119 Posting date is set to 16/09 - inside Defferal period, RB will use period from Defferal start until Posting Date as one period, see exaple below: Deferral Example 3 Using Billing Recognition Account

121 Caontract was raised with two lines, approved and billed. GP Invoice is created through billing and posted through GP batch. 120 The amount will be spread across the as defined in the Method set up of the deferrals module. Billing History window will show the transaction as posted. Both transactions can be seen under Deferral Inquiry window. Select the transaction zoom will show the detail of the amounts being deferred and the periods deferred over.

122 121

123 122

124 RB Utilities M4 Systems Advanced Recurring Billing Re-pricing Utility The Re-pricing Utility enables authorised users to amend the price on a line of a contract that is live without having to revise it. 123 There are two methods of calculation on Re-pricing: 1. Use either 100 as the base figure in the calculation so that, for example, going from 105 to 106 gives 1%: Index Change = (Index Today Value Index Value) / Use the last entered figure in the calculation Index Change = (Index Today Value Index Value) / Index Value Before using the Re-pricing Utility Indexes and Index Values must first be set up. Index Entry In order to use the re-pricing utility a price modifier needs to be created. These modifiers are known as indexes. Inside Index ID window, type Index ID and Description.

125 After Index ID creation, either use click on Index values or use Main menu shortcut to enter the Values for the index. For more information concerning using an Index refer to the Re-pricing Utility section in this guide. Index Values 124 Index Values can be set directly from the RB Main Menu or through Index Entry >> Index Values. For each Index ID, Index values are defined through Index Date and Value. Enter the Index Date and Index Value and select Insert button to add a new Index Value. Insert, Remove or Remove all buttons are provided. Clear Button will clear the screen and no changes will be made. When values are added, click on OK to close the Index Values window. Running Re-pricing The Re-pricing Utility can be accessed either by selecting Re-pricing Utility from the RB Main menu or by navigating to it using Microsoft Dynamics >> Tools >> M4 Recurring Billing >> Re-Pricing >> Re-pricing Utility. Important: Contract lines that can be a part of re-pricing should have the following attributes: Contract has a status of Live

126 Contract line uses manual price entry Contract line has not been ceased Contract line has an Anniversary Date that is earlier than the current User Date Contract Line has Index ID associate with it (only for re-pricing using Index) There are two methods that can be used for re-pricing. First in using index and is covered in two scenarios, and the second is manual price modification. 125 Using Index The Index Date and value will be updated when the Apply button is clicked for the ticked contract lines in the Re-pricing Utility window. Based on Index Values a new calculated price is shown. Re-pricing Example 1 Using Index Values The contracts shown below double in price each year and show their current price and new calculated price based upon the index that is attached to the contract lines.

127 An Index ID PRICE X2 has been created. The index values double each year (screenshot on previous page Index Values). A manually price contract line is set up with the Price X2 Index associated with it. When the Re-pricing utility is run after a year of the contract has passed a suggested new price is calculated. Mark the line by checking the change box associated with the line then select the apply button on the top left. Annual price on contract line is changed (depicted below), also Index ID Details and Price History windows: 126

128 Re-pricing Example 2 - Adding a set Percentage A contract line is created that is attached to the PRICE X2 Index but has an Add Percent value of 40% set against it. Running the Re-pricing utility suggest increasing the price to $ Applying the change sends the current contract to history and creates a new one with the new price and a status of live. Note that the price history is keeping all records of price change: Also Index ID Details window shows current Index Value (depicted below):

129 128 In addition, Index ID Details window shows current Index Value. Manual Price Modification Re-pricing Example 3 - Manual Price Modification The re-pricing utility can also be used to adjust the price manually. Running the utility shows items that meet the criteria. A suggested new price is shown. A new price can be manually entered.

130 129 Clear Lock Utility There is a Lock set to be used during Billing Routine (Create Invoice/Credit Notes) in case if one user is running this process then no other user can run this at the same time. During billing run, if another user attempts to start billing a warning message will popup (depicted below):

131 130 At the same time a lock is activated, showing Date, time and GP user that was running billing routine. To deactivate a lock user can click on Clear Lock button which opens RB Active Locks window, select lock and click on Remove.

132 131 To Cease Contract Under some circumstances, cancellation, upgrade of services, etc. it might be necessary to discontinue a contract line. This will mean the line is no longer part of the billing routine but for the sack of keeping history, it remains on the contract. In this scenario, the line can be ceased. To Cease a Contract Line Once a line has been billed, it is not allowed them to change the billing frequency or the price, user will have to cease the line and add a new line. 1. From the Contract Entry window use the Contract lookup icon and select the select live contract containing the line you want to cease (double click or use the select button). 2. The contract entry window with its contract lines will open. At this point the only active button is View Line as the Edit Line and Create Line buttons are greyed out.

133 3. Click on the Revise button a warning message will appear requesting you confirm you want to revise this contract. Answering yes to this message will make enable the View Line, Edit and Create buttons. 4. Select the line you wish to cease and click on Edit line button. 5. The Line details are displayed on the screen. Click the Revise button. A Warning message appears asking you to confirm you want to revise this line. Select Yes to confirm and the contract line is ready to edit. 6. Add a checkmark to the Cease checkmark box to start the cease operation. Click on Yes to confirm when presented with a warning message Now the line can be edited: Select the Cease Request Date (defaulted to GP User Date), Cease Date will be created automatically. Select QTY. Add a note if needed. Click on save. Credits will appear on the right side. Next step is to submit the Contract, than approve through Approval screen. Ceased Item will not be part of billing process. 8. Save the contract and submit it through the approval process. Now there is Credit amount on Approval screen: 9. After the contract is approved the original contract is moved to history.

134 10. Run the billing routine and look at the cease report and the details of the lines that have been ceased and the credits to be raised will be listed. The example of Cease Report in Excel is depicted below. Column GL Sales Revenue Code is taken from Item Master: Run the cease credits within the billing routine to raise any credits due to the customer for the services already invoiced. 12. When the process has successfully completed a message will be displayed. The details of the credits created can be viewed within the Billing History from the Main Menu. Viewing the details will show the details of the return that has been created. On the screen below: Double-clicking on AF12/2 will open the ceased document - invoice type return, which can be accessed through Billing History window.

135 Note: For Run Cease Reports and Create Cease Credits you are not required to enter a date. To Cease all Lines on a Contract If a user needs to cease all lines inside a contract there are Cease fields on Contract Header: check box Cease, Cease Request Date and Cease Date. 134 Check box Cease will be enabled when Contract is revised. A warning message pop up to confirm cease of all lines. Click Yes, Cease Request Date and Cease Date will be enabled. Note: Cease Request Date cannot be less than Live Date on the Line, and Cease (End) Date cannot be more that one day before Live Date on the Line. If Cease Request Date on the header is less than Live Date on the line, Cease Request Date on the line will be empty, since line can be manually ceased even if Cease Request Date is empty. If Cease Date on the header is more than one day before Live Date on the line, the line will not be ceased. Cease date is dependable on Notice and Minimum Period (see RB Class Setup) Note: If Original Live Date (DM Contracts) is populated then the Cease date is based on the Original Live Date.

136 Important: If contract has Items Discount type, cease need to be performed on Contract level, not on lines separately. 135 Cease Example 1 Line Calculation - Leap Year On the following screen shot, one of approved cease lines is presented. As this is a Leap Year, Daily list price is calculated as: Quarterly Price *4 /366. Credit Amount is calculated as Daily List Price * 32 days. Total Billed to Date is as contract was billed once for a 01/11(Last Billed Start Date) to 31/12/2012 (Last Billed End Date) Cease Example 2 - Monthly (Monthly Price) In this example item has price taken from the price list. Note: Please check Item Price list for the columns From and To Date

137 Daily List Price /366 = 5.26 Billing period amount is 1, /12 (Monthly price) = Contract line is ceased: Credit amount is calculated as: Credit Start date End date period is 32 days As Monthly (Monthly price) is used for billing, amount is calculated as: for month 31 days + 1 day which gives: = Cease report: After Billing >> Create Cease Credits a Return is created (depicted below):

138 To Stop Billing a Contract 137 Cease Example 3 To Stop Billing Already Billed Contract In this example a contract line has already been billed, so the last billing period is from 01/11/ /11/2012. If a user enter End Date before Live Date, and line was billed, it calculated the Credit Period and Credit Amount; It should calculate Credit Period from (End Date + 1) to the Last End Bill Date (depicted below):

139 However, if a user would like to stop billing he/she needs to enter End Date one day before the Next Billing Start Date, in this case

140 Using End Date on Contract Header If a user needs to hold a bill - End Date on the contract header can be entered so it stops the billing. And End Date on the Contract Header must be one date before Next Start Bill Date (Live Date) on each line of the contract. 139 Important: all lines must have the same Next Start Bill Date (that date is relevant), and in the case when billing was not done at all this date matches the Live Date on the line. Using this scenario, billing amount is 0 and there is no need for cease. Note: After End Date is reached in RB Billing run, contract will be Ceased/Closed, and revise will not be possible. Note: End date can be changed only on draft contract and on live if not billed (using cease) Cease Example 4 Stop Billing Contract with Several Lines On the next screenshot a contract with several lines need to be ceased in other to stop billing. Cease request Date = Last Billing End Date All lines are ceased. There is no credit, no next billing amount.

141 Test Case - Stop Billing Line using Auto End Date Similar to End Date on contract header Auto End Date can be applied on each line. 140 The line depicted below should be billed bi-annual from But if we set Auto End Date on and save the line, billing days will be different:

142 Next Billing End Date will be = Auto End Date 141 Next Billing period Amount will be calculated as: ( )/365 X 161 day = On the screen below there is a contract line with monthly billing and Auto End Date set to , so this line will be billed several times before Auto End Date is reached:

143 Next Billing will be run for this contract until end of March 2015 using Bill All Periods Due functionality: 142 Biannual line is depicted below with Billing History Report; there is no credit/debit on line any more. Another line with monthly billing set was billed for several times:

144 143 Again Billing Period Amount and Credit amount are set to 0 so this line will not be billed any more. Final Bill Calculations Example 1 - Monthly (Periodic) Monthly Price Type Original Live Date Total Billed To Date: (this amount is imported on contract creation, so RB presume that this amount is billed before RB Live Date, each billing will add billed amount to Total Billed) RB Live Date Billing Frequency Monthly Periodic, No Pro Rata Period (Monthly Price) Contract Billed until: CEASED with Date: Billing history:

145 Contract Line: Final Bill Calculation will be: RB Contract Line was billed 7 times 7 * 1, Previously Billed Total Billed To Date should display: 7, Full Periods from Original Live Date: 15/12/ /01/2013 1, /01/ /02/2013 1, /02/ /03/2013 1, /03/ /04/2013 1, /04/ /05/2013 1, /05/ /06/2013 1, /06/ /07/2013 1, /07/ /08/2013 1, Outstanding Days:

146 15/08/ * (12,000.00/365) FB Real Amount to Bill: 8, = 8, Final Bill Calculation = Real Amount minus Total Billed 8, , = Final Bill Calculation will set Billing amount to as in final Bill Calculation mode line is not fully paid. 145 Example 2 - Quarterly (Periodic) Prorated Annual Price Type Original Live Date 03/01/2012 Total Billed To Date: 0 (before RB billing started, amount billed is zero) RB Live Date 03/07/2013. Billing Frequency Quarterly Periodic, Pro Rata

147 Period (Annual Price) Contract Billed until: 31/12/2013 CEASED with Date: 02/07/2013 M4 Systems Advanced Recurring Billing 146 Billing History for this line: Final Bill Calculation will be: RB Contract Line was billed Previously Billed 0.00 Total Billed To Date should display: 6, Full Periods from Original Live Date: 03/01/ /01/ , full period by Price Type (Annual) Outstanding Days: 03/01/ /07/2013 6, (12495/365 * 181 days, outstanding by Price Type) FBC Actual Amount = 18, (need to be billed) Total Bill Amount = 6, (what is actually billed) Final Bill Calculation = Real Amount minus Total Billed 18, (need to be billed) - 6, (what is actually billed) = 12, Final Bill Calculation will set Billing amount to 12, as in final Bill Calculation mode, line is not fully paid.

148 147

149 Update Contract Status New button is added to RB Utilities - Update Contract Status. Contract Status window will show all contracts with statuses for user to review. After Check and update is clicked, routine will search for live contracts with zero billing\credit amounts and set their status to Ceased\Closed. 148 If already billed, contract has to be billed in fully and Credit / Next Billing amounts on all contract lines need to be 0. If credit/debit amounts are 0, contract does not have to be ceased to change status to Ceased/Closed.

150 149 Note: To get Ceased/Closed and revised column update please reopen the Contract Status window. Ceased/Closed Process On the following screen, Ceased/Closed process is explained in briefly:

151 Example 3 Ceased/Closed Contract On the screen below, there is a contract with Ceased/Closed status assigned. 150 On approvals, debit and credit amounts need to be 0 Manually Update Contract to Ceased / Closed Ti update contract to Ceased/Closed, try with RB Utility Update Contract Status displayed above. If you just need to stop billing an old contract user needs to update M4CONHDR table using script similar to below: update M4CONHDR set M4ContractStatus ='7' where M4ContractID = 'PER24/3' Note: Before running any script ensure that your data is backuped.

152 Appendix A Known Issues No Billing Frequency on Contract Line If there are no billing frequencies displayed inside contract line (as per screenshot below): 151 Re-check Contract Class some bling frequencies need to be enabled Revise Contract Line Unable to Make Changes Contract Line is revised but no data can be changed, except to cease line.

153 Re-check the Contract Class Options Final Bill Calculation is checked this will not allow price changes once the line has been billed for the first time. For any Price Changes - user must cease line and then add a new line. 152 The solution is to cease contract line stop billing it at all, and to create new line with required data changes.

154 Advanced Search Missing / not Updated Stored Procedure Beside error while running advanced search it is possible that ID and Text fields are not defined or not updated. Both errors are caused by stored procedure not recreated. Refer to Create/Upgrade Tables section inside this manual. Login Failed for non-sa User If there is an error Login Failed for User check Net Connection Provider settings and User access to GP Companies 153 No Contract are Displayed Check if selected GP companies are enabled for RB. No Credit Amount on Cease While trying to cease contract there is no Cease credits, evens cease dates are ok.

155 154 Important: Values for credits calculations are Original Live date and Total Billed to Date. If Final bill calculation inside Contract Class is checked, as this value is to be used for Old contracts that we billed even before using RB, there are two solutions: Put Total Bill to Date amount to be exactly the same as amount billed through RB ( ) Put Original Live Date = Live Date Note: For detail instructions, check Technical Document Cease - Credit Amount fix.

156 No Deferral Account on Contract Line even Deferral is Checked Check Item Class Deferral settings. 155 Imported Contract - No Annual Price on Contract Header If contract does not have Annual Price listed in contract header, please check Item Card for Price List and From/To Dates for Price level selected in Contact:

157 Error on Import Unhandled Exception There are several possible causes to get unhandled exception: 156 Invalid class string 1. There is no MS Excel installed 2. MS Excel has addins that do not support this utility *this can be re-checked with disabling add Ins from MS Excel 3. Import file does not have proper columns for Standard, ID fields or/and Used Defined fields. This will generate an error below: User need to create a template, and copy data from import file to new document (based on template). Users are not Receiving Referral s Check the following: RB Setup for Mail server name or IP RB Class setup = for Recipients

158 RB User setup for Senders Check if file M4SendMail.exe is present inside GP folder M4Log txt file in the same folder will give more details in case of error: 157