Help:SM1-Pro Forma Listing Storage Billing
This window titled Pro-Forma Listing of Regular Storage Billing is used to run a pro-forma report of the upcoming cyclical storage billing run. The storage billing is designed to be run twice per month. The Advance and None accruals are billed at the beginning of the month. The Behind (Arrears) accruals are billed at the end of the month. Since this program maintains deferred receivable and deferred earnings accounts, the cyclical storage billing process also processes the transfer of this deferred revenue and receivable amounts into the proper months and accounts, as well as printing the invoices for the Storage Lots which get invoices for the month. This report is used to verify that the storage accounts are ready to be billed accurately.
IMPORTANT: You should always print this report before you run the Process Storage Billing operation to ensure that all storage lots contain all the information required for accurate billing. The Process Storage Billing operation will not only create storage invoices but it will also simultaneously record those invoices in the accounts receivable. This means that if you accidentally process an inaccurate storage invoice, then you will have to make adjustments in the Accounts Receivable Manager to correct the error(s). It is much easier to print and verify the information on this Pro-Forma Listing report first so you can resolve any problems before you process incorrect storage invoices.
Storage Account: Enter the Storage Account to be billed. Each Storage Account must be billed separately as the individual storage accounts may use different Invoice Formats. The Storage Account name will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select Storage Account which displays a listing of the current Storage Accounts.
Last Date of Storage Billing for Advance Accruals/Behind Accruals: These are informational fields only which display the last dates that the Advance and Behind accruals were processed for the selected Storage Account. These are reminders so that you do not accidentally attempt to process storage billing duplicate times for the same month and especially to prevent you from skipping the storage billing process for any month.
IMPORTANT: You must Process Storage Billing EVERY month for all types of each Storage Account (Advance or None and Behind) even though an actual invoice may not be generated for every storage account each month. The system will NOT allow you to Process Storage Billing more than one time per month for each type of Storage Account. For example, once you have done the Process Storage Billing operation for Storage Account #1---Advance Accruals & None, the system will not allow you to repeat the Process Storage Billing operation for the same month for Storage Account #1---Advance Accruals & None.
Billing Operation: Point your mouse cursor to the radio button for the desired Billing Operation and left-click your mouse one time to select that option. The available options are:
Advance Accruals and None This option will process all of the storage lots with an Accrual method of Advance or None. The Process Storage Billing operation for these types of storage lots is generally run at the beginning of each month.
Behind Accruals This option will process all of the storage lots with an Accrual method of Behind. This type is used where storage is actually billed in arrears such as is the case with Military Non-Temp Storage which is billed at the end of the quarter. The Process Storage Billing operation for this type of storage lot is generally run at the end of each month.
{{Important tip You must remember to run the Process Storage Billing operation EVERY month for storage lots using the Behind accrual method. During the first two months of each quarter, the system will debit a deferred receivable account and credit the appropriate revenue account. In the last month of the quarter, the system will clear the deferred receivable account, record the entire receivable for the quarter to the appropriate accounts receivable account in the general ledger, and create the appropriate storage invoice.}}
Invoice Date: Enter the date on which the storage invoices are to be issued. This is usually the beginning of the month for Advance accruals and the end of the month for Behind accruals. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
This Month's Storage From/To: Enter the beginning and ending dates for the month's storage to be billed. The computer will determine the proper ending dates for the bi-monthly, quarterly, semi-annual and annual billings based on the Storage From date. NOTE: Press the [?] to the right of these fields to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
Output Order for Invoices: Point your mouse cursor to the radio button for the desired Output Order and left-click your mouse one time to select that option. Storage invoices may be printed in four different sort orders, based on fields found in the Storage Lot Master File as explained below:
Lot Number - Invoices will print based on the the Lot Number field Alternate Key - Invoices will print based on the Alternate Key field Sort-Locator - Invoices will print based on the Sort-Locator field
Customer Number - Invoices will print based on the Customer field
Past Due Date: Enter the date which is considered past due for all unpaid balances forward. Any invoice with a Date Started date (obtained from the Storage From date when the invoice was billed), which is on or before this Past Due Date will be subject to the finance charge calculation. To completely immobilize the finance charge calculation, enter 00/00/0000 in this date. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
Finance Charge Percentage: Enter the monthly periodic percentage rate of the finance charge which you assess on unpaid balances due, if applicable. This rate will be applied to the unpaid balance due on those storage lots which have a check in the Finance Charge field in the Storage Lot Master File. The Monthly Periodic Rate is the Annual Percentage Rate (APR) divided by 12. So, an APR of 18.00% would have a Monthly Periodic Rate of 18.00% / 12 or 1.50%. NOTE: This field will default to the Finance Charge Percentage as found in the Storage Account File for the selected Storage Account; however, you may override this percentage, if necessary.
Minimum Finance Charge: Enter the Minimum Finance Charge, if applicable. This amount will become the finance charge if the calculated finance charge is less than this amount. NOTE: This field will default to the Minimum Finance Charge as found in the Storage Account File for the selected Storage Account; however, you may override this percentage, if necessary.
[ Begin ] Press this button to view and/or print the Pro-Forma Storage Billing Report.
[ Cancel ] Press this button to close this window and return to the previous window without printing the Pro-Forma Storage Billing Report.
Records Read: This is an informational field only which displays the total number of records read during this operation.
Records Selected: This is an informational field only which displays the total number of records selected during this operation.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
