Overview Accounts Receivable Service Charges Data Plus has the functionality to calculate and post service charges to client accounts based on certain settings in the system. The Terms Types must be set to calculate service charges, and each client who is subject to service charges must be set up as well. I. Set Terms Types for Service Charges Navigate to: File Maintenance>File Maintenance/Lists>Terms Select the Terms Code for which to set the service charge terms, by clicking it in the browse window on the left side of the screen. The selected Terms Type will be highlighted in blue. To add a new Terms Type click New and fill in all fields. Service Charge Fields Rate This will calculate the service charge as a percentage of the applicable balance on a Client Account. Page 1 of 13
Minimum This is the minimum service charge that will be assessed to a client's account for any invoice using these terms. Days The number of days past due an invoice must be before a service charge will apply. Click Save. Page 2 of 13
II. Set Up Clients for Service Charges In order for a service charge to be assessed to a client there are service charge flags that must be set in the client file. Navigate to: File Maintenance>File Maintenance/Lists>Customers/Members/Tenants Select the client and click the Billing Info tab. The fields to be set are: Service Charge? Yes No Assess service charges to the client Do not assess service charges to the client Include Svc Charge? Yes No Receipts should be applied to service charges Receipts should not be applied to service charges Page 3 of 13
Calculating Service Charges Navigate to Transactions>Billing>Service Charges Select Calculate in the Service Charges section of the menu. Page 4 of 13
Calculate Service Charges Client Account Type Select the client account type(s) for which to calculate service charges. Batch ID Enter a unique 5 character Batch ID to identify the batch. If the Parameters file has a non-zero value in the Next Batch ID field, the Batch ID is assigned by the system. Property ID (multi-property only) Enter the Property ID for the batch of service charges. Closing Date Enter the closing date from which to calculate service charges. Only invoices dated prior to this date are included. When printing dunning letters, this date also functions as a cut-off date. Entry Date The date of the service charge calculation; the default is the current date. Click Continue. If there are any errors, an error log will print followed by an Edit List. If there are no errors, just the Edit List will print. Page 5 of 13
III. Edit Service Charges To edit service charges before posting, select Data Entry. Highlight the batch to edit and click the Batch Transactions tab. Page 6 of 13
To edit a service charge, highlight it, edit the service charge information and click Save. To add a new service charge, click New. To delete a service charge, highlight it and click Delete. Page 7 of 13
Edit List Select the batch(es) to include in the edit list and click Continue. The report options screen will be displayed with Print to Screen and Print to Printer options. Once the Edit List is error-free the batch(es) can be posted. Page 8 of 13
Post Select the batch(es) to include in the posting journal and click Continue. The report options screen will be displayed with a Print to Screen option. Page 9 of 13
IV. Write-Off Service Charges The Write-Off Charges function removes service charges from client accounts. Navigate to Transactions>Billing>Write-Off Charges Data Entry To create a new write-off batch, click New. To edit an existing batch, highlight it and click the Batch Transactions tab. Batch ID If the Parameters file has a non-zero value in the Next Batch ID field, the Batch ID is assigned by the system. Enter a unique 5 character Batch ID to identify the batch. Entry Date Enter the date of the write-off; the default is the current date. Property ID (multi-property only) The Property ID for the batch. Click Save. Page 10 of 13
TIP: Clicking Filter without entering any filter criteria will display all clients. Enter any filter criteria to search for the client and click Select. All open service charge transactions for the client will be displayed. Highlight the charge to write-off and click Select. Page 11 of 13
All fields will be pre-filled. Edit any accessible fields as necessary and click Save. Edit List Highlight the batch(es) to include in the edit list and click Continue. The report options screen will display with Print to Screen and Print to Printer options. Page 12 of 13
Post Select the batch(es) to include in the posting journal and click Continue. The report options screen will display with a Print to Screen and Print to Printer option. If there are any further inquiries, please refer to our website or contact the Data Plus Support department. Website www.dphs.com/support/ Data Plus Support 978-888-6300 Ext 3 support@dphs.com Page 13 of 13