M4 Advanced Recurring Billing. User Guide

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1 M4 Advanced Recurring Billing User Guide Version 8.23 Last Updated: November 2009

2 Table of Contents Overview 4 Introduction 4 Summary of Features 4 Key Benefits 5 Installation / Maintenance 6 Software Prerequisites 6 Server Components 6 Client Components 6 User Access Control 6 Installer 6 Installation 6 Create / Upgrade Tables 7 Upgrade/Uninstall 8 Uninstall 8 Upgrade 9 Setting up Security 9 Add a Shortcut 10 Running RB 12 Product Registration 12 Setup 14 Recurring Billing Companies 14 Contract Billing Setup 15 Contract Classes 17 Approvers Users Settings 19 Admin/ Advisor Role 19 Approver Role 20 User Defined Fields Setup 22 RB Contracts 24 Maintenance 24 Item Maintenance 24 Debtor Maintenance 26 Contract Entry 28 Contract Entry - User Defined Additional Fields 30 Creating Contract Lines 31 Contract Line - User Defined Additional Fields 35 Contract Status 36 Page 2 of 83 Version 8.23; Updated: November 2009

3 Editing Contract Lines 37 Example 1 Contract Line with Annually Price 37 Importing Contracts 38 Contract Classes 39 Example Contract Class Import 40 Contract Header 40 Example Contract Header Import 41 Contract Lines 42 Example Contract Lines Import 43 Contract Header User Defined 44 Contract Lines User Defined 44 Contract Import Error Handling 45 Approvals 46 Approvals and User Roles 47 Use of Revise 50 Billing 53 Billing Routine 53 Report Only 54 Create RB Invoices 55 Example 2 Live Contract 56 Example 3 - Quarterly Billing 57 Billing History 58 Recreate Invoice 59 Disable RB Invoices 60 Re-pricing 62 Index Entry 62 Index Values 63 Re-pricing Utility 63 Example 4 Re-pricing 63 Example 5 - Re-pricing add Percent 65 How to Cease Contract Line 67 Cease Part of QTY 72 Using Deferral 75 Example 6 Using Deferral of Invoice 75 Example 7 Using Deferral with Different Billing Period 79 APPENDIX A: Manual Install/Uninstall 82 Manual Installation 82 Manual Uninstall 82 Contact 83 Page 3 of 83 Version 8.23; Updated: November 2009

4 Overview Introduction Recurring Contract Billing automates the billing of any items (typically services) which need to be billed on a regular basis. It 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. In addition to automating regular billing, this module is able to handle any one-off or ad-hoc billing that may be part of a contract, such as set-up fees. This module also assists with the management of processes involved with setting up contracts, such as approvals for all changes. This module keeps track of all changes and keeps historical data for all details of invoices generated. It also improves on standard SOP functionality particularly with regard to period based billing and period based pricing. Summary of Features Seamless integration with Dynamics GP Sales Order Processing and Inventory modules Records all key contract data such as: o o o o dates created, changed and approved entered by, approved by, key contacts items, descriptions, prices billing periods and frequencies Improved time-based pricing functionality Maintains an historical record of all contract billing Full multi-currency Reliable reprinting of historical invoices Recreate invoices functionality for RB invoices Handles terminations, notice periods and resulting credits New Import Contract functionality Re-pricing ability with indexing User Defined fields for Contract Header and Contract Lines Page 4 of 83 Version 8.23; Updated: November 2009

5 The ability to enter / upload prices for use on contract lines Contracts can be uploaded from Spreadsheets (contract header and line) as well as from a specified file location Key Benefits Re-keying of recurring data at each billing cycle completely eliminated Re-import of recurring data at each billing cycle completely obviated Time associated with managerial review considerably reduced Accuracy improved, in terms of: o o o credit notes reduced less risk of bills being missed and revenue being lost less chance of irritating customers All billing controlled within one secure system Approval can be more focused upon setting up the contract correctly More focus on correct pricing Some upstream legacy systems may be removed helping to reduce costs Audit and regulatory considerations: o o o o full history of all changes with accurate invoice reprint, version and change control Approvals procedure Segregation of duties easy to enforce. Exception reporting Page 5 of 83 Version 8.23; Updated: November 2009

6 Installation / Maintenance Software Prerequisites Server Components Windows Server 2003 SP1 or higher For using of import utility on the server- Microsoft Office Excel version 2003 or later Client Components Vista or XP or Windows 7 Microsoft Office Excel version 2003 or later need to be installed for the import from Excel User Access Control The installer is designed to be run as user with administrator s rights. If UAC is enabled on the Windows Server 2008 server, Windows 7 or on Vista, admin approval message will appear. For non-admin users installer will prompt for Administrator password: For Windows 7 if UAC is not on, warning message will appear for user without administrator s rights: Installer Installation The program is delivered in a single installer file (M4 Recurring Billing v8.2.x Setup). Double-click will start the installation process wizard. Page 6 of 83 Version 8.23; Updated: November 2009

7 Click on Next, and click on Install. Next, start GP and accept new code. Go to Create / Upgrade Tables section inside this User Guide. 1. Click Finish to close the installation wizard. 2. Launch Dynamics GP and select Yes to include new code. 3. Log in as sa and select any company. Create / Upgrade Tables 4. Once logged into Dynamics GP, the Create/Upgrade Tables Window will appear. 5. Select the companies you wish to install this product for and click on process. Click on the Tick box on the Select column to select all companies at once. Page 7 of 83 Version 8.23; Updated: November 2009

8 When the process finishes, you will see the message Finished successfully on the Create/Upgrade Tables screen (shown above). Note: If you are upgrading Advanced Recurring Billing to a newer version, please notice the Product Version and Build fields will be set to the new release version. Close the window. Note: For the upgrade prior to version 8.20: You will need to run script UpdateStartAndEndDefarralDates.sql against all RB Companies. This script will update Start and End Deferral Dates to Next Billing Start/End Date For detail information about upgrade please call or M4 Support team Upgrade/Uninstall Uninstall If Recurring Billing is already installed and you wish to install a newer version of the product or simply uninstall it, do so following these steps. It is recommended to uninstall the product uninstalled before it is updated. If your previous version includes Installer file, use it to remove the application. Installer file is located locally in: C:\Program Files\Microsoft Dynamics \GP\M4 Systems. Page 8 of 83 Version 8.23; Updated: November 2009

9 Upgrade 1. Run the new installer M4 Recurring Billing v8.2.x_setup.exe file provided. 2. Follow the instructions mentioned above on the Installation section Click on Uninstall to remove product first. Close the installer. Next run it again to install the product. Refer to Installer link. After installer go to Create / Upgrade Tables section. Note: For the manual removal of this product, please refer to Manual Install/Uninstall at Appendix A of this User Guide. Setting up Security To setup or verify security settings go to: Tools >> Setup >> System >> Alternate/Modified Forms and Reports Choose GP Database and M4Recurring Billing as a Product. M4 Recurring Billing for Item Price List Maintenance and Item Maintenance window. For all users RB acces is set. For new users add: Expand Cards >> Inventory>> Item, check M4 Recurring Billing Expand Cards >> Inventory>> Price List, check M4 Recurring Billing Page 9 of 83 Version 8.23; Updated: November 2009

10 Alternate Windows security need to be set for Inventory: Add a Shortcut To add o shortcut use Shortcuts >> Add>> Add Other Window: From M4 Recurring Billing, expand Sales and choose RB Main Menu, click on Add button, then on Done. Page 10 of 83 Version 8.23; Updated: November 2009

11 Page 11 of 83 Version 8.23; Updated: November 2009

12 Running RB After a successful setup, including setup of the appropriate security, start the application. If you prefer use the RB Main Menu from shortcut previously created: Ensure that the version is displaying on the bottom right on main window. Product Registration The RB Registration can be accessed from RB Main Menu or use Tools >>M4 Recurring Billing >> Registration Register the product by entering registration keys. Verify that correct version is displayed in the bottom of the screen should be Page 12 of 83 Version 8.23; Updated: November 2009

13 Enter registration keys.. You can test the product in GP Test Company (Two Inc.). A permanent key must be purchased for use with any live systems. If you have any issues with keys or registration or the product please call M4 Systems on Page 13 of 83 Version 8.23; Updated: November 2009

14 Setup Recurring Billing Companies To enable recurring billing for Dynamics GP companies, click on RB Companies from the RB Main Menu, or use Tools M4 Recurring Billing >> Setup The list of all GP companies can be found by click on Lookup. Select GP Company, click on Add Company. Companies which will use RB will be displayed. Later, any GP Company can be added or Removed from RB. Close the window. Page 14 of 83 Version 8.23; Updated: November 2009

15 Important: Enable GP companies before setting up Items/Debtors Contract Billing Setup The Contract Billing Setup window is used to define multiple Unit of Measure Schedules to be used by Contracts. From the RB Main Menu click Setup, or use 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 you may use the look up glass to search the options available. (The Billing U of M is the default Units used on the Contracts set up). Annual Unit of Measure for Annual Billing - Click the look up glass and select the Annual Unit of Measure Monthly Unit of Measure for Monthly Billing Once Frequency Unit of Measure select Unit of Measure Schedule when the item is billed once Custom Frequency Unit of Measure select Unit of Measure Schedule for Custom Billing O of M related to Billing Frequencies - this option determines if availability of frequencies and items will depend on U of M setup in the Setup window; items can now be used without entering price lists, If checked: Frequencies that have UOM setup the same as default UOM of the Item (Item Price List Maintenance Window) will be available on the contract line entry, otherwise the Billing Frequency dropdown list will be empty: Page 15 of 83 Version 8.23; Updated: November 2009

16 If the Item has EACH as Default UOM (as defined inside Setup, Billing frequencies will be displayed). Disable RB Invoices - this option is relevant for RB History if checked -will not allow price change inside invoice see Disable RB Invoices inside Billing History Section. On the same window Mail Server Name or IP needs to be setup, to accomplish referral process. More about refer find in Approvals and User Roles section later in this guide. Item Setup For the items there are two options: Use Contract Class Items if checked, items belong to Contract Class, refer to Contract Classes Page 16 of 83 Version 8.23; Updated: November 2009

17 Use All Items if selected all items will be deployed see Contracts Lines later inside User Guide Next two options will be used when Items do not have RB Start Day/Month Set inside Item maintenance Window: RB Start Day select number for the start date RB Start Month choose among months displayed in drop down list Imported Contracts and Lines will have Status - this option is for Importing Contract Data - choose between: Draft Live/Approved Review the selections, then click Save. Contract Classes From the Main Menu, Contract Classes are used to group contracts for reporting and set-up options. Items are grouped also inside Contract classes through Items Maintenance. For each contract class key fields are: Contract Class - identifies the class throughout the system. Description text field 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. Page 17 of 83 Version 8.23; Updated: November 2009

18 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 select among Invoice types; 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 select among Return types- default SOP Return type to be used for contracts within this class; if left blank Default SOP ID from price tables used. Use Contract Class Addresses checkmark option if checked Bill To and Ship to Addresses can be added, if not they are greyed out- If it is marked addresses have to be populated and these addresses will be used on the contract header; If it is not marked, 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 (Months) - default period to be used for contracts within this class, if left blank, the notice period from price tables is applied. Minimum Period (Months) - period in months in which contract cannot be ceased (from Live date) which must elapsed Referral used for Refer option in contract line. Page 18 of 83 Version 8.23; Updated: November 2009

19 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. More about applying an Anniversary rule inside Cease Enter Price Manually checkmark box if this option is marked on the class, for contract that belong to this class each new contract line will have this option marked by default 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. Approvers Users Settings 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. Important: GP user can exist inside one role only. To move user to another role, first delete it from role, than assign. Use Create Admin button to create user with Admin rights: Admin/ Advisor Role For Admin/Advisor Maintenance window is presented below: Page 19 of 83 Version 8.23; Updated: November 2009

20 User Role defined by clicking Create button (create Admin, create Approver) User ID lookup glass for existing GP users (use CTRL L ) User Name generated from ID User for sending referral (like on screenshot below) (See Approvals and User Roles) Contract Class - User need to be in the contract class to see Contracts that belong to that class. Select class, click on Add button. After added, the class must be listed. User can belong to one or more contract classes. Tip: To clear the screen use Clear button Approver Role For each Approver several fields need to be setup: User Role defined by clicking Create button User ID lookup glass for existing GP users (can use CTRL-L) User Name generated from ID User for sending referral (like on screenshot below) (See Approvals and User Roles) Invoice Limit limit set for Invoice which that user can approve on the Approval screen Cease Limit - limit for the cease of the contract see more about Cease Contract Class - define one or more contract classes to which Approver belongs to, then on Add button. After added, the class must be listed. user need to be in the contract class to see Contracts that belong to that class Page 20 of 83 Version 8.23; Updated: November 2009

21 Important: For Approvers, Invoice limit and Cease Limit need to be defined. These are limits which that user can approve for Contract or for Cease. Approver can see only submitted contract with amount less than his/her limit. Contracts that belong to class user is assigned to, will be displayed. Example: On the Approvals Screen (screenshot below), if the invoice limit is $ approver can only see invoices below this limit. Important: GP user can exist inside one role only. To move user to another role, first delete it from role, than assign. Page 21 of 83 Version 8.23; Updated: November 2009

22 User Defined Fields Setup For each GP Company (which is set to use RB) extra user defined fields can be added for Contract Header and for Contract Line. For example if we define for test company contract header to include: For the User defined type list values need to be defined in advance. Tip: Use TAB to get to the next row. When new contract is been created, click on User Defined fields on the bottom left corner: Page 22 of 83 Version 8.23; Updated: November 2009

23 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. Page 23 of 83 Version 8.23; Updated: November 2009

24 RB Contracts Maintenance Note: Maintenance part is very important for creating and using contracts. Check Items and Debtors and Setup before proceeding to Contract Entry. Item Maintenance Select Cards >>Inventory >>Items and open Item Maintenance window. Every Item which is used in Recurring Billing needs to be inside contract Class. To add Items to Contract classes use Item Maintenance window. For more on Contract Classes see RB Classes. Depending on Setup settings - RB Start Day and RB Start Month on Item Maintenance Window (Cards >> Inventory >> Item) need to be set see on screenshot below: Page 24 of 83 Version 8.23; Updated: November 2009

25 For each item use the Go-to button and choose Price List. Within the Item Price List Maintenance window the From Date field needs to be set up. For each price level, click on Calendar Icon under the From Date, to select the proper time interval for using the selected price level. Also Default UOM needs to be the same as the one defined inside RB Setup. Note: If the RB Start Day/ Month is not set on the item, RB with use the settings from Setup. Note: If Price list is not being used then the billing process takes the Price Level from the Debtor ID Page 25 of 83 Version 8.23; Updated: November 2009

26 Note: If this screen is not updating with dates, please check if your GP Company is enabled Note: If the security error is generated on Item Maintenance window, check Security Settings. Debtor Maintenance Use the Debtor Maintenance window (Cards >>Sales >> Debtor) to add and modify Debtor/Customer records and information. 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. This will be used as the default currency ID for this customer. This field is available only if you're using Multicurrency Management and you selected Open Item in the Balance Type field. Page 26 of 83 Version 8.23; Updated: November 2009

27 If Price list is not being used then the billing process takes the Price Level from the Debtor ID so Inside Debtor Maintenance set Price Level: In this case Enter Price Manually must be checked. View Invoice for Contract created for that Debtor (see about Billing later inside User guide) will give: Page 27 of 83 Version 8.23; Updated: November 2009

28 Important: If any of those options are not fulfilled the result will be null value of price on contract line - see picture bellow Contract Entry Contract Entry window can be easily accessed in a single click from the Main Menu. Relevant key fields are: Contract Class choose one from among those already created. Contract ID this is auto-generated upon setup criteria e.g. Customer ID plus an auto-incrementing number (set up from class Next Contract ID) Description text field populated with Contract Class description by default, but it is editable Contract Ref memo field, such as Contract ID from other system such as econtracts. Default Live Date for contract the default date must be set End Date checkmark, need to be checked to enter End Date Signature Date set to GP user Date Page 28 of 83 Version 8.23; Updated: November 2009

29 Contract Documentation browse to folder where relevant document will be stored and saved. Review Frequency select Annually, Quarterly or Monthly Next Review Due Date calculated as- Default Live Date + Review Frequency Customer ID - link to Debtor Details in RM Tables lookup button provided. Selected debtor need to be setup properly (see Debtors Maintenance section) When the Customer is selected, the rest of fields are automatically populated: Customer Name from Customer ID Invoice SOP Type Defaults from contract Class Return SOP Type - Defaults from contract Class Contract Status automatically set see Contract Status below for explanation Bill to Address - Address where Sales Invoices are sent to. Lookup field defaults from Contract Class or Contract Header but may be overridden at line level Default Supply At automatically chosen from Contract Class or from Debtor it not defined inside Contract Class, it will default from Debtor. Page 29 of 83 Version 8.23; Updated: November 2009

30 Contract Entry - User Defined Additional Fields Use Additional button to fill up the extra added fields. 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 - more on those options in the following section. Also User Defined fields are displayed on the left bottom side. Page 30 of 83 Version 8.23; Updated: November 2009

31 Creating Contract Lines 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 fields: Line Status automaticaly selected Item -lookup glass is provided Important: RB Setup Use Contract Class items - item need to be added into class, only items belonging to that class will be displayed. If Use All Items is set lookup glass for items is provided. Double click on Item from list to add it. Item Description taken from GP Inventory Extra Description1,2 extra description fields provided Currency ID defaulted from Contract Entry Installation ID text field Supply at lookup glass select from Addresses Live Date mandatory - use calendar icon to select the proper date Anniversary Date automatically calculated as Live Date + 1 year Billing Frequency choose from: o Monthly - (monthly price, billing days will be generated till the end of the month) o Annually - (billing days will be generated from Live date till the end of the year) o Custom - (user defines Billing Period in days) o Once - (Billing Period is one day) o Quarterly- (billing on quarterly basis) Page 31 of 83 Version 8.23; Updated: November 2009

32 Note: Ensure that the Price on the right changes, as Billing Period too. If the price is 0.00, check Debtor Price Level settings, and check if Enter price manually is selected (see below) Billing Period (Days) automatically calculated based on Billing Frequency Run Billing in Advance - amount Annual Price automatically generated Daily Price - automatically generated Page 32 of 83 Version 8.23; Updated: November 2009

33 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 Enter Price Manually: checkbox - If the price has to be added manually the values are 0 see below on example: Index ID from previously defined Index follow the Index Entry link. Add Percent - % can be added see Repricing Note: Any new line will pickup current date, for the live Date, unless user specify different. On the right side of the Contract Line window: 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 Next Billing Start Date calculated from User date in GP and billing frequency Next Billing End Date calculated from billing start date and frequency For the newly created line the following fields will not be populated: Page 33 of 83 Version 8.23; Updated: November 2009

34 Last Billed Date as no billing has been performed Last Billing Start Date Last Billing End Date The following will be populated automatically: SOP Type ID from the contract heading Billing U of M schedule from setup Billing U of M - from setup Annual List Price Daily List Price Next Billing Period Amount see Billing Routine If the line is being ceased there are: Credit Start Date Credit End Date Credit Amount Deferral checkmark box for entering accounts info below Deferral Account Billing Recognition Account Distribution Type - drop down list Page 34 of 83 Version 8.23; Updated: November 2009

35 Contract Line - User Defined Additional Fields If not already set-user Defined fields refer to section User Defined Fields Setup Click on Save. 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 and class and User ID. They can be sorted using arrows or by provided keyword. To display all notes use Clear Filter button. At this point there are two action buttons: Save to save contract line line gets Draft status Delete by clicking the delete selected contract line will no longer exist. Note: Only contract in draft status can be deleted. After closing Contract Line Entry Window, the added line is displayed as draft, and new one 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. In the example below, one contract entry has been created with two contract lines. Both lines are in draft status, and the contract has the same status too. Page 35 of 83 Version 8.23; Updated: November 2009

36 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 To edit contract or correct contract lines go to Editing Contract Status Contract Status of all Contracts can be viewed from Contract ID lookup window while creating new contract. Inside Contract Window, contract can be sorted by keyword on by provided arrows. To open any contract, double click on it, or use one click and select button. Contracts can be in one of the several statuses: Draft - details entered but not approved, ignored by Billing Routine. Contract lines inside Draft contract are in draft status. By clicking on the line and then on Edit line button, it is easy to change or delete the line. Also it is possible to create more lines inside draft contract. Live contracts entered, approved and used by RB Billing Routine to generate invoices, 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 and referral is sent. They are listed in Approval window together with submitted, see Approvals and User Roles. Also Referred Contract can be deleted. Submitted draft contract after submit gets this status Page 36 of 83 Version 8.23; Updated: November 2009

37 Editing Contract Lines We have submitted Contract with contract lines inside. Select contract, select View Line line is presented with full data (additional fields included): Depending on user role user can: Approve only line can be approved Refer send for further check Recommend Approval line inside contract will get status Advised - Approval Recommend Referral line will be recommended as referred status will be set to Advised-Refer. Refer will be a part of the approval process, see Approving Contract Data section. Example 1 Contract Line with Annually Price For this Item RB is set to 15 th RB Start Day, RB Start Month- April Line Status is Draft: Page 37 of 83 Version 8.23; Updated: November 2009

38 Live Date is set to 02/01/2017 Anniversary Date: Live Date + One Year Billing Frequency is set to Annually so 73 days are left for billing ( ) First Cycle Start Date RB Start (as this contract was never billed) Next Billing Start Date - is Live date, and till the next annually circle (as this contract was never billed) Annual List Price is 1780 / 365 gives 4.87 Daily List Price Daily List Price * Billing Period = Billing Period Amount After billing the screen will show see Billing Example later. Importing Contracts Important: Before import, check the RB Settings for Imported Contracts and Lines status can be Draft or Live/Approved: Page 38 of 83 Version 8.23; Updated: November 2009

39 From the Main RB menu, select Import Contracts. Or, use Tools >> M4 Recurring Billing >> contracts >> Import Contracts The easiest way to import contracts is to use proved Excel Template click on Make Excel Template button. Excel file will open ready to insert data. Important: Before importing data, ensure that all other MS Excel workbooks are closed except the one with data to be imported. There are 5 Excel sheets inside template. Contract Classes Tip: Class must not exist inside RB, leave empty if you do not need new class Name GP Example Comment Type Contract Class CLASS22 mandatory String(20) Description CLASSTWO string(60) Contract Prefix CNTRCL mandatory string(8) Invoice SOP Type STDINV must exist in GP - One of the predefined Document ID values for SOP Invoice string(15) Return SOP Type RTN must exist in GP - One of the predefined Document ID values for string(15) Page 39 of 83 Version 8.23; Updated: November 2009

40 SOP Return Use Contract Class Addresses 0 1, 0 or empty (if empty, value will be 0) int Default Bill To Address PRIMARY must exist in GP string(15) Default Ship To Address PRIMARY must exist in GP string(15) Notice Period (Months) 6 integer(4) Referral string(255) Example Contract Class Import Will create Class Contract Header Note: Contract Lines and Contract Header and User Defined data need to be imported at the same time Page 40 of 83 Version 8.23; Updated: November 2009

41 Name GP Example Comment Type Contract Class CLASS22 mandatory string(20) Contract Prefix CNTRCL mandatory string(8) Contract No 1 mandatory integer(9) Description test string(60) Contract Ref 1 string(32) Default Live Date 01/01/2017 date End Date Signature Date Contract Documentation Review Frequency Next Review Due Date 1 - Annually, 2 - Quarterly, 3 - Monthly date date string(255) int date Customer ID AARONFIT0001 must exist in GP string(15) Bill To Address 6 string(15) Example Contract Header Import Will give Contract REG1/1 Page 41 of 83 Version 8.23; Updated: November 2009

42 Contract Lines Name GP Example Comment Type Contract Prefix CNTR mandatory string(8) Contract No 2 mandatory integer(9) Item Number 100XLG mandatory string(30) Item Description Extra Description 1 Extra Description 2 phone green dark string(100) string(80) string(80) Installation ID 1 string(20) Ship To Address Anniversary Date Billing Frequency Run Billing In Advance PRIMARY 1 1-Annually 2-Quarterly, 4- Custom, 5-Once, 6- Monthly(Monthly Price), string(15) date int Int(4) QTY 1 Int(12) Page 42 of 83 Version 8.23; Updated: November 2009

43 Price 50,3 numeric(19, 5) Index ID string(21) Add Percent numeric(19, 5) Deferral 0 - do not create deferral, 1 - create deferral Billing Recognition Account Int string Billing U Of M if it is entered, it has to be valid U of M (from the Billing Schedule ID that is in the RB setup) string Red fields are mandatory Contract Prefix is the same as on Contract Header Item Number must exist inside GP, with proper Price List Example Contract Lines Import The Contract with line is displayed below: Page 43 of 83 Version 8.23; Updated: November 2009

44 Contract Header User Defined Up to 30 User defined fields are available (all the same type): Name GP Example Comment Type Contract ID CNTR string(31) User Defined User Defined fields are available string(51) User Defined format dd/mm/yyyy date 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 integer numeric integer Contract Lines User Defined Up to 30 User defined fields are available (all the same type): Page 44 of 83 Version 8.23; Updated: November 2009

45 Name GP Example Comment Type Contract ID CNTR mandatory string(31) Line Number mandatory integer(10) User Defined 1-15 User Defined User Defined User Defined User Defined User Defined fields are available it is a checkbox in the application; if the value is 1 checkbox will be ticked; if any other value, checkbox will be cleared string(51) date integer numeric Integer When an 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 to approval. Contract Import Error Handling If there is an error inside Excel file Import Errors window will open with detailed error descriptions: Page 45 of 83 Version 8.23; Updated: November 2009

46 Correct the error inside excel file and start import again. Errors can be filtered by date, deleted or printed. Import Errors window can be added separately: Approvals A new contract would always have a status of draft until approved. Moreover, if an existing approved contract were amended in any way then the amendment would create a new contract version with a status of draft. When this draft amendment is approved, the latest version would switch status from draft to live and the previous version would simultaneously switch from live to historical. There is an approval screen (restricted by user classes and user roles) from which managers would need to authorise contracts. Page 46 of 83 Version 8.23; Updated: November 2009

47 Approvals and User Roles On the Approvals screen managers authorise contracts. Click on contract, then on Select button (or double click) will open the contract. Tip: User needs to be assigned to the Contract Class to see contract on approval. Only Submitted contract will be displayed: 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 click on Contract will open it now showing full contract with additional fields: Page 47 of 83 Version 8.23; Updated: November 2009

48 Click on line will give the last note created inside that line. When opened, each line can be viewed individually using View Line, and if required the contract can be revised. Each line is now displayed with full extra descriptions: Note: For this user Invoice Limit was set to 100$ so he was unable to approve contracts with higher amounts they will not be listed on the Approvals screen: Page 48 of 83 Version 8.23; Updated: November 2009

49 Important: To approve contract, user (even with admin role) need 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) If needed, 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. After approval the status is changed to Live. This can be easily seen by using Lookup Window inside Contract Lines: When opened, each line can be viewed individually using View Line, and if required the contract can be revised. Page 49 of 83 Version 8.23; Updated: November 2009

50 Use of Revise Live contracts can be copied and then saved for further approval. Or Live contract can be edited by choosing Revise procedure. 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 ask that the user confirm the Revise action. Page 50 of 83 Version 8.23; Updated: November 2009

51 If you click on Yes, copy of the contract (now in draft status) will be created using the next available ContractID number. Click on Edit Line. Contract Line Entry window will open. To edit data, click on Revise, than confirm. Page 51 of 83 Version 8.23; Updated: November 2009

52 Check data inside Line and correct. In this example price was 0.00 corrected. Save the change, now line is in draft, contract needs to be submitted and approved. The old contract (EU1/1 on the screen below) is assigned an Historical status after the new draft version has been approved. Important point on Line revise: Lines which are billed can be revised, but some data cannot be changed, for example Live Date on line. Page 52 of 83 Version 8.23; Updated: November 2009

53 Billing From Tools >> M4 Recurring Billing select Billing Group, or from Main menu: Billing Routine The billing routine involves checking all lines of the contract and using the values held at the line level as the basis for raising invoices. Page 53 of 83 Version 8.23; Updated: November 2009

54 There is a Routine Initiation Window in which an operator (with suitable security rights) is able to enter the following ranges: Batch ID not needed for the report option, is mandatory field- for Invoice Creation, the Batch ID needs to be set. From/To SOP Type lookup glass provided From and To Dates - the default To Date is set to User Date. From / To Customer - lookup glass provided From /To Contract ID including Prefix, Number and Version or use checkmark - All contracts From /To Contract Line (all lines are defaulted) For Currency- lookup glass provided Note: If all contracts check box is selected, mandatory fields are BatchID and To Date: The Routine will run and perform the following activity: 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 create a SOP Invoice for that Contract Line based upon the data held in the contract tables. The users will then have the option to initiate the routine with two options: 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. Page 54 of 83 Version 8.23; Updated: November 2009

55 By clicking on provided Excel button, report will be exported to excel. The same report in Excel is presented on the screen below: Tip: To check which contracts will be included, use Run RB report only Option before creating invoices. For Ceased Lines there is also a button for creating reports. Follow the link How to Cease Contract Line. Create RB Invoices After Approval, RB Invoices will be created in the defined Sales Order Processing Batch. The Routine will run and create a SOP Invoice for that Contract Line based upon the data held in the contract tables. Customers and Contracts can be selected using various selection criteria, such as Customer or Contract Class, Contract and even Contract Line; thereby enabling this routine to handle ad-hoc, one-off billing as well as regular recurring billing. To Date needs to be selected, and the Contract ID lookup button will give the list of all Contracts. Page 55 of 83 Version 8.23; Updated: November 2009

56 Select Contracts or Use All Contracts checkmark. Click on Create RB Invoices. Confirm, wait for the Invoice creation complete message. After the billing routine is finished, invoices can be seen via the Billing History window. Example 2 Live Contract The invoice from Example 1 is billed ones: Billing Period 365 days (annual billing) Page 56 of 83 Version 8.23; Updated: November 2009

57 Last Billed Date User Date inside GP (it is a test company example) Last Billing Start Date, Last Billing End Date are filled up. Billing Amount is now set to Annual price. Example 3 - Quarterly Billing For this contract line Billing Frequency is set to Quarterly From Next Billing Start Date to End Date Billing Period is 91 The contract was not billed before so Last Billed Dates are empty Annual List Price is 100 / 365 gives 0.27 (rounded on two decimal places) Daily List Price Daily List Price * Billing Period = Billing Period Amount User Date is 4/12/2007, Live date is 4/1/2007 Anniversary date is Live Date + 1 year = 4/1/2008 Billing Frequency is set to Quarterly Billing Period is 91 days - 30 April + 31 May +30 days June The Contract was newer billed so Billing start date is Live date and End date is from second quarter end 6/30/2007 If we change Live date into May: Page 57 of 83 Version 8.23; Updated: November 2009

58 Billing Days is now 61, First Circle Start Date is now different from Next Billing Start date as 61 days is not full circle. Billing History Each time a Billing Routine successfully creates a SOP Invoice batch, RB history tables will be updated. This will enable comprehensive audit trails as well as accurate reporting of all billing activity that has originated from RB. If a SOP batch created by RB is deleted before posting, then RB history tables will be rolled back to exclude this data. From Main RB Menu, Billing History Button will open the window below: Columns displayed are: Contract ID, Line contract Line, Installation,Item Number, U of M, QTY, Invoice Number From/To Date Billing period dates Days Billing days Billing Amount Start/End Deferral Date for contract lines which are using deferral BatchID RB Batch ID Status Document Status- Posted, Unposted, Deleted By click on top, each column can be sorted. Also search can be applied by typing the key word in the space above. Any selected Sales Transaction Page 58 of 83 Version 8.23; Updated: November 2009

59 document can be viewed - this can be done by double-clicking the line or selecting the View Invoice button. The list can be exported to Excel using Excel button on the right: Recreate Invoice Recreate Invoice any unposted invoice after deleted is remaining in history and can be recreated: Page 59 of 83 Version 8.23; Updated: November 2009

60 Disable RB Invoices Unposted Invoices can be changed. From Billing History window: To disable price change for users select option from Setup: With this option while trying to change price black fields are disabled as shown on the screen below: Page 60 of 83 Version 8.23; Updated: November 2009

61 Page 61 of 83 Version 8.23; Updated: November 2009

62 Re-pricing Open Re-pricing by choosing Tools >> M4 Recurring Billing >> Re-pricing For setting and using re-pricing functionality first set Indexes and Index Values Index Entry Contract Lines can have Index defined. From Main RB menu click on Index Entry: Type Index ID and Description. After index Entry creation, click on Index values or use Main menu shortcut. More about using an Index follow the Repricing Utility link. Page 62 of 83 Version 8.23; Updated: November 2009

63 Index Values Index Values can be set directly from RB Main Menu or through Index Entry. For each Index ID, Index values are defined through Index Date and Value. Select Index Date, Index Value and click on Insert button. 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. Re-pricing Utility From the Main RB menu select Re-pricing Utility: This window shows contract lines that belong to the contract that is in Live status, use manual price, are not ceased and have Anniversary Date <= User Date; Also Index ID need to be added. Index Date and value are being updated in when Apply button is clicked for the ticked contract lines in the Re-pricing Utility window: Based on Index, New calculated Price and New Price are presented. For Contract EU1/1- Index changed from 3 to 4 for year 2010, repricing will change price add % on = Example 4 Re-pricing Line showed below is in live status and has Index INDX1 defined Page 63 of 83 Version 8.23; Updated: November 2009

64 In this example Item has price $266, based on index, new prices are suggested, and can be changed. Re-pricing will give price $ Page 64 of 83 Version 8.23; Updated: November 2009

65 EU1/1 index change is 100% - from 4 to 8 (as Index is doubled) Click on Change at the end of Contract ID, then on Apply button on the top left. Live Contract is being changed and inside contract line new price is added Example 5 - Re-pricing add Percent For INDX2 values are changed for each year: Page 65 of 83 Version 8.23; Updated: November 2009

66 Live Contract EU0/2 with % and Index change 25% (16 to 20) 20% added to 240 = 240 * 1.2 = % change 240 *0.25 = = 348 Page 66 of 83 Version 8.23; Updated: November 2009

67 How to Cease Contract Line In the event the item is discontinued, it can be ceased, so it will not be part of the billing procedure, but still remains in Contract Line. Only admin role users can perform a cease operation. To cease a contract line, follow the procedure below: 1. From Contract Entry window use Contract lookup glass and select live contract (double click or select button) 2. Contract entry window with contract lines inside will open. At this point it is only possible to View Line as the Edit Line and Create Line buttons are greyed out. 3. Click on the Revise button, thereafter warning message will appear: Page 67 of 83 Version 8.23; Updated: November 2009

68 After revise, View Line, Edit and Create buttons are enabled. 4. Select the line you wish to cease, and click on Edit line button. 5. Line is displayed on screen below. Click on Revise Warning message appears, confirm. Line is ready for edit. Page 68 of 83 Version 8.23; Updated: November 2009

69 6. Use Cease checkmark button to perform cease operation. Afterwards, Contract line will have Ceased checkmark, and ceased Item will not be part of billing process. 7. Cease Request Date needs to be added and the End Date is automatically created. Page 69 of 83 Version 8.23; Updated: November 2009

70 In the example above, End Date is one month after Cease request date used from Contract Class Setup notice period is set to one month 8. Save the line and Submit contract, than approve it through Approvals. Approval screen is showing credit credit amount from the line. Page 70 of 83 Version 8.23; Updated: November 2009

71 After approval, old contract is gone to History. Ceased line is inside Cease Report now. 9. Next add Batch ID and Run Cease Credits: Message Invoice creation is complete appears. Click Ok. To see Invoice Billing History from the Main Menu: View Invoice will give Transaction Type Return: Page 71 of 83 Version 8.23; Updated: November 2009

72 Cease Part of QTY If only part of the quantity is ceased (quantity to cease is less than full quantity) a warning message appears: This warning signifies that two lines will be created as a result, one with ceased items and one with items left for billing. Page 72 of 83 Version 8.23; Updated: November 2009

73 On the screenshot above, from the 2 items 1 item (ceased) is approved and 1 (remaining) is in draft. Moreover, contract number has changed to 20/4. Next, user need to Submit, then to Approve and run Cease credits Create Cease Credit will create invoice type Return for the Ceased part, which can be accessed through Billing history window. Click on Run Cease Report Only from the Billing routine menu: Create Cease Credit will create invoice type return, which can be accessed through Billing history window. Page 73 of 83 Version 8.23; Updated: November 2009

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