The Installment Billing Update program allows you to view all billing records currently linked to a household. The top half of the screen allows you to view and change billing plans and information. The DataGrid at the bottom of the screen displays all bills for the plan currently selected.
From the DataGrid, you can:
- Change the Billing Date.
- Change the Billing Status.
- Change the Billing Amount.
- Add or change a flat dollar Discount to a Billing record.
- Add new Billing Records to the existing Bill.
- Copy a selected Billing Record to all or selected Unbilled and/or Unbilled-Adjusted Billing Records
Note: An Audit Log entry is made when this program is used.
Guidance and 'How To' for this program is provided in Topic Doc - Installment Billing, ACH, and Auto-Debit. Refer to the section "Update an Existing Billing Plan."
Buttons on the screen…
Click Add New Billing Record to insert a new Billing Record into the Billing Plan. The new record uses "Today's Date," has a Status of "Unbilled Adjusted" and a Bill Amount of "$0.00."
Notes regarding the Addition of New Billing Records:
- Adding New Billing Records allows you to extend a bill passed its original End Date. This should be used under select circumstances only. In the event of a Renewal, the bill will be extended automatically based on the Renewal Settings on your Installment Billing Template. You should never have to manually extend a bill due to an item renewal.
- Billing Records added manually use "today's" date. Unless your intention is to run billing "today," be sure to update the Bill Date field for the new bill and to a normal billing date.
- When opting to Add New Billing Record, the system performs a check for recordstatus = Charge and feetype = installment bill fee on the safee record. When found, the system will add as many billing records as fees which meet the check. In most instances, the system will add one (1) billing record only. However, if you utilize the Installment Bill Number List field (Advanced Fees • Installment Billing Settings group), the system will add as many new billing records as you have separate fees.
Click Recreate Billing Schedule to continue to the Information dialog where you can opt to delete the existing bills and replace them with a new schedule, to include: Interval, Billing Start Date, Total Number of Bills, and Amount.
Notes: This feature is available only for billing schedules that have NOT been billed. Once a bill within the scheduled has been processed, this feature is void and you must adjust each bill individually.
Access to this button is controlled via the Permissions profile: Buttons/Misc Permissions tab • ButtonRecreateBill.
Highlight/select an existing Billing Record and click Delete to purge it from the DataGrid. You cannot Delete a record with a status of Billed.
Note: Access to this button is controlled via the Permissions profile: Buttons/Misc Permissions tab • ButtonDelete
Click Delete All to purge all billing records from DataGrid. You cannot Delete records with a status of Billed.
Note: Access to this button is controlled via the Permissions profile: Buttons/Misc Permissions tab • ButtonDeleteAll.
Highlight/select an existing Billing Record and click Copy Billing Information to copy the billing information to other records on the browser. You will continue to an Information dialog where you can choose the billing records you wish to impact and the billing dates. Make your selection and click Copy to complete the procedure.
Highlight/select a Billing Record and click Pre Pay Options to continue to the Pre Pay Update screen where you can add or change up to three (3) separate Pre-Pay Amounts (and the Payment Code being used) to a billing record.
InstallmentBillingUpdate_Tab1
Bills (InstallmentBillingUpdate_BillingDetails)
Accept the default entry or select the Billing Plan you wish to modify.
THEN
Click Edit Bill Details, if desired, to continue to the Installment Billing Update Details screen where you can make changes to the Billing Type (Installment Bill ACH Credit Card or Payroll Deduction) and other information as needed.
Billing Type (InstallmentBillingUpdate_BillDisplayType)
You will not visit this field.
This field displays basic information about the bill and the type. If the Bills are linked to a Credit Card or Bank Account then limited Credit Card and ACH information respectively will display as well.
DeleteTotal Over Life of Billing Period (InstallmentBillingUpdate_BillTotal)
You will not visit this field.
This is a calculated field that shows the total amount that will be billed for this item.
Note: This field does not update "on the fly." To have this field reflect changes made to bills in the Bill Details DataGrid you must refresh the entire screen (i.e. exit this program and return or select a different bill in the Bills field and then re-select the original bill etc…).
Bill Details (InstallmentBillingUpdate_FeesDataGrid)
The DataGrid at the bottom of the Installment Billing Update screen displays all bills for the plan currently selected. From the DataGrid, you can:
- Change the Billing Date.
- Change the Billing Status.
- Change the Billing Amount.
- Add or change a flat dollar Discount to a Billing record.
- Add new Billing Records to the existing Bill.
- Copy a selected Billing Record to all or selected Unbilled and/or Unbilled-Adjusted Billing Records
To edit any or all of the above fields, use DataGrid Inline Editing feature. Refer to RecTrac DataGrids for a detailed explanation of Inline Editing.
Delete