Help:Update billing code
The window titled Adding a Billing Code allows you to add a new billing code to the system. The window titled Changing a Billing Code allows you edit any of the information for an existing billing code. The window titled Removing a Billing Code allows you to delete an existing billing code from your system.
A/R Account: This field will display the number of the A/R Account to which this billing code is attached. You cannot edit this field.
Billing Code: Enter the code by which the new billing code will be referenced. You cannot edit this field for an existing billing code. The use of billing codes can greatly speed up the billing process so it is important that you create billing codes that are easy for your staff to remember. This billing code field is alpha-numeric and can contain up to ten (10) characters. Billing codes must be unique within each A/R Account. However, if you have billing code tables set up for more than one A/R Account, then you can use the same billing code in the code table for multiple A/R Accounts.
Code Type: There are three different types of billing codes. If you are adding a new billing code to the system, select the code type that pertains to this new code. Point your mouse cursor to the appropriate type and left-click your mouse one time to select that code type. You cannot edit this field for an existing billing code.
Billing - This type controls the revenue billing entry.
Commission - This type controls the payment of a commission on a revenue billing entry. It is usually linked to the appropriate revenue Billing code by the "Next Code" field. The commission lines become part of the Accounts Receivable history for each file, but these lines will not print on the billing invoices.
Description - This type is used to add a text line to the billing invoice. These text lines can be interspersed with billing lines to add extra description capability to the invoices.
Description: Enter a description for this billing code. You may edit this description field, as desired, for existing billing codes.
The description for billing codes designated with a Code Type of Billing can be printed on the billing invoice to describe the specific charge. This description field can be up to 50 characters long, but the length of the display of this field on the invoice is user-definable. So if you use long descriptions in this field, but configure the invoice to display only the first 20 characters, then the remainder of this description will be truncated on the invoice.
The description for billing codes designated with a Code Type of Commission will be transferred to the Commission Detail file; however, the length of the description field in the Commission Detail file is only 25 characters long. Therefore, if you use descriptions longer than 25 characters in this field, then the description in the Commission Detail file will be truncated.
The description for billing codes designated with a Code Type of Description can be printed on the billing invoice to add more details to the invoice. It gives you more flexibility in designing the invoices for your customers since you can intersperse text lines with billing charges. If you wish to have a special description code which can be used for either blank lines or free-form text, then leave this description field blank.
Sort-Locator: Enter the description of this code as you wish it to appear on a listing sorted alphabetically by description. This is the sort field used by the system when you select the By Description sort tab on the previous window titled Billing Code Table Maintenance
Next Code: If you wish to automatically open another specific billing code immediately after using this billing code, then enter that next billing code number here. For example, this Next Code can be used to automatically open the Commission Code which is based on a specific Billing Code. It can be useful in saving data entry steps in paying the commissions to the sales agents and drivers.
Calculation Type: There are two ways to determine the amount of revenue to be billed or the amount of commission to be paid. Point your mouse cursor to the appropriate calculation type and left-click your mouse one time to select that type.
Calculation - This type will calculate the revenue amount or commission amount for this billing code line based on the following complex calculation:
Units X Gross X Rate -------------------- Reduced by the Discount
Divisor
Flat Amount - This type enables you to bypass the calculation entries and manually enter the revenue amount for this billing code or the amount of commission to be paid.
Rate Schedule: Enter the rate schedule which applies to this billing or commission code. The description of this rate schedule will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select Rate Schedule which displays the existing Rate Schedules. If you do not wish to use a rate schedule, then enter a "0" and press the tab key to take you to the next field.
Rate Schedules are used to return the rate when the rate varies depending upon the Weight, Miles, Discount and Density. Up to 999,999 different Rate Schedules can be set up using the Rate Schedules option found on the Files Pull-Down Menu.
Units Desc.: Enter the description of the Units field. This will alert the data-entry person for the required information to be entered in the Units field on the billing or commission charges window. This field can also be used on the user-definable invoice format, if necessary.
Gross Desc.: Enter the description of the Gross Amount field. It will alert the data-entry person for the required information to be entered in the Gross Amount field on the billing or commission charges window. This field can also be used on the user-definable invoice format, if necessary.
Gross Basis: This selection determines which field in the A/R Master File is to be used for the Gross Amount of the billing or commission line when this code is selected. The description of the selection will be displayed to the right of this field. Press the {Ú} to the right of this field to view the possible selections. The currently available selections are:
B - Billing Weight C - Cubes D - Discounted Linehaul G - Gross Weight
I - Input Amount - No amount is automatically placed into the Gross Amount field.You must input this amount each time that this billing code is used. M - Mileage N - Net Weight T - Total Invoice Charges - This will place the Total Billing charges to date as found on the Current Billing Charges window into the Gross Amount of the Billing Detail Line. U - Undiscounted Linehaul
Rate: Enter the appropriate billing rate for this billing or commission code. If a Rate Schedule is used, then leave this Rate field blank. If the Calculation Type for this billing or commission code is a Flat Amount, then enter the flat rate amount to be billed for this billing code or to be paid for this commission code.
Rate Desc: Enter the description of the Rate field. This will alert the data-entry person for the required information to be entered in the Rate field on the billing or commission charges window. This field can also be used on the user-definable invoice format, if necessary.
Divisor: This is used for the Divisor portion of the calculation formula:
Units X Gross X Rate -------------------- Reduced by the Discount Divisor
The divisor must be 1 or higher since you cannot divide by zero. If this calculation is per hundred pounds, then the divisor would be 100. If the rate is a percentage, then the divisor would also be 100. This divisor gives added flexibility to the calculation.
Expense G/L Number: Billing codes which are designated with a Code Type of Commission post to Expense accounts (for Posting Agents only). The general ledger expense account number is generally taken from the Commission Agent Master File. If you want the system to automatically pull the expense account number from the Commission Agent Master File for the selected Posting Agent, then leave this field blank in this Billing Code File. However, it you want the commissions paid with this commission code to have its own unique expense general ledger account, then enter that account number in this field. The description of the account will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select an Active and Not Restricted General Ledger Account which displays the active, unrestricted general ledger accounts.
Revenue G/L Number: Billing codes which are designated with a Code Type of Billing post to Revenue accounts. Enter the general ledger revenue account number to which this billing charge should be credited. The description of the account will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select an Active and Not Restricted General Ledger Account which displays the active, unrestricted general ledger accounts.
Billing Codes Only
Post to Asset: If this billing code is to be used for one specific vehicle only, then check this box and enter that vehicle's number in the Asset # field. Leave this box unchecked if this billing code can be used for multiple vehicles. NOTE: This field is only available for billing codes which have been designated with a Code Type of Billing.
Asset #: Enter the number of the vehicle or asset to which this revenue is to be recorded, if this billing code is being used for a specific vehicle/asset. The description of the vehicle/asset will be displayed to the right of this field. Press the {?} to the right of this field to open a window titled Select Asset Number which displays the vehicles/assets in your system.
Commission Codes Only
Use for Commission: There are three different methods for determining the Gross Amount field. Point your mouse cursor to the desired option and left-click your mouse one time to select that option.
Gross Basis - This method uses the selection in the Gross Basis field above for the gross amount of the commission calculation.
Net Amount - This method uses the Net Amount of the previous billing code for the gross amount of the Commission Calculation. This is useful if this Commission Code was the Next Code of a Billing Code and if the commission being paid with this line is based on the net revenue amount of that previous Billing Code.
Previous Gross Amount - This method uses the Gross Basis of the previous billing code as the Gross Basis for the linked Commission Code.
Use for Agent: This selection determines which agent number in the A/R Master File will be used for the Agent Number when this Commission Code is used. Press the {Ú} to the right of this field to view the possible selections. The currently available selections are:
A - Sales Agent B - Booker D - Agent Driver G - Assignments File Agent H - Hauler N - None (No agent is placed in the Agent Field. It must be input each time that this billing code is used.)
O - Origin Agent (If only numbers are used in this field) S - SIT Agent (If only numbers are used in this field) T - Destination Agent (If only numbers are used in this field)
Commission Type: This radio button controls whether this commission should be included in the 1099 year-to-date earnings amount. Point your mouse cursor to the desired option and left-click your mouse one time to select that option.
Earnings - This selection means that this commission is deemed to be earned income. It will be included in the 1099 Earnings total which is accumulated in the Commission Agent Master File.
Misc. - This selection means that this Commission line is merely a charge paid on behalf of this Agent and does not affect his/her earnings. It will not be included in the 1099 Earnings total.
Add to Gross Sales This check box controls use of the Gross amount upon which the Commission Calculation amount is based in the total Gross Sales file which is maintained by the Commissions Manager module. Check this box if you wish to include this Commission Code's Gross Amount in the Gross Sales fields or leave this box unchecked if you do not.
[ Add ] This button will be available only if you pressed the [Insert] button on the previous window titled Select Billing Code. Press this button to add this new billing code to the Billing Code Table for the selected A/R Account.
[ Save ] This button will be available only if you pressed the [View/Edit] button on the previous window titled Select Billing Code. Press this button to save any changes made to this billing code in the Billing Code Table for the Selected A/R Account.
[ Delete ] This button will be available only if you pressed the [Delete] button on the previous window titled Select Billing Code. Press this button to confirm your desire to delete this billing code from the Billing Code Table for the Selected A/R Account.
[ Cancel ] Press this button to close this window and return to the previous window without saving any changes. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
