Edit Billing Line
This window titled Edit Billing Line enables you to add or change information for the selected Billing Code line.
Billing Code: This field will display the code number of the billing code which you have selected to edit. This is an informational field only; therefore, you cannot edit this field.
Line Number: The Line Number determines the order in which the Billing, Commission, and Description lines will be displayed on the previous Current Charges window and the order in which the Billing Code and Description Code lines will print on the actual billing invoice. (NOTE: Commission Code lines will NOT print on the actual billing invoice.) This number must be unique. If you wish to add this commission line in between two existing lines and there is no number available between those two lines, then press the [Re-Number] button on the previous Current Charges window. The [Re-Number] button will re-number all lines by increments of 10 thereby adding 10 numbers in between each line. Description: Enter the description that you wish to print on the invoice for this billing charge. This description can be printed on the invoice to describe the specific charge. Remember, this field can be up to 50 characters long, but the length of the display of this field on the invoice is user-definable. If you use long descriptions in this field, but configure the invoice to display only the first 20 characters, then the rest of this description will be truncated on the invoice.
NOTE: For your information, when you add a billing charge line to an account, this Description field is automatically pulled from the Billing Code Table. This Edit Billing Line window allows you to edit the default description for this billing charge code if you want to print a different description for this charge on this invoice only. Any change you make to this Description on this Edit Billing Line window will NOT change the default description for this billing code in the Billing Code Table.
Credit G/L Number: Enter the general ledger revenue account to which this billing charge is to be posted. The name of the selected general ledger 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 G/L Account which displays all the currently active general ledger account numbers which are not designated as Restricted accounts.
Asset Number: Enter the number of the vehicle or asset to which this revenue is to be recorded, if applicable. The description of the vehicle or 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 a list of the vehicles and assets set up in your system.
Calculation Type: There are two ways to determine the amount of revenue to be billed. Point your mouse cursor to the radio button for the appropriate type and left-click your mouse one time to select that calculation type, as explained below:
Calculation - This type will calculate the charge amount for this Billing 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 just manually enter in the charge amount for this billing line.
Rate Schedule: Enter the rate schedule which applies to this billing charge, if applicable. The description of this 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" (zero) and press the tab key to take you to the next field. NOTE: 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 from the File Pull-Down Menu. For additional information, please see Rate Schedule Maintenance.
Units: Enter the units portion of this calculation. Most of the time this will probably be "1". Enter a description of the Units field in the box located to the right of this field. It can be used on the user-definable invoice format, if necessary.
UNITS X Gross X Rate The Calculation is: -------------------- Reduced by the Discount Divisor
Gross: Enter the gross amount portion of this calculation. Some of the fields from the A/R Master File can be automatically placed in this field if the billing code is properly configured. Next, enter a description of this gross amount field in the box located to the right of this field. It can be used on the user-definable invoice format, if necessary.
The available fields in the A/R Master File which can be automatically selected for this field 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
To use these fields automatically, the Billing Code must have the Gross Basis set to one of the above options.
Units X GROSS X Rate The Calculation is: -------------------- Reduced by the Discount Divisor
Rate: Enter the rate for this billing charge. If a Rate Schedule has been assigned to this line, then the rate will be retrieved from the assigned Rate Schedule. Enter a description of this rate field in the box located to the right of this field. It can be used on the user-definable invoice format, if necessary.
Units X Gross X RATE The Calculation is: -------------------- Reduced by the Discount Divisor
Divisor: This is used for the Divisor portion of the calculation formula:
Units X Gross X Rate The Calculation is: -------------------- Reduced by the Discount DIVISOR
The divisor must be a minimum of 1 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.
Discount: Enter the discount percentage which should be applied to this billing charge, if applicable. A 1% discount rate should be entered as 1.00%. NOTE: This discount % will be automatically pulled from the General window for this account, if applicable; however, you may override this discount % on this specific billing charge line, if necessary.
A 40% discount is entered as 40.00. However, if this shipment uses an old Military Tariff which requires the amounts to be increased, this can be accommodated by entering the increase as a negative discount. So a 40% increase (or as some call it, 140% of base) would be entered as -40.00.
Line Amount: If the Calculation Type selected above is Calculation, then this amount is automatically calculated for you and placed in this field. If the Calculation Type selected above is Flat Amount, then enter the total amount of this billing charge in this field.
[ OK ] Press this button to record this billing line as displayed in this window.
[ Cancel ] Press this button to close this window and return to the previous window without saving any changes which have been entered on this window.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
