BulkInstallmentBillingChange Help
Discover how to effectively implement changes to bulk installment billing.
The Bulk Installment Billing Change program allows you to update the Fee records linked to Installment Billing Records. The program allows you to update the Fee and/or Discount for all Installment Billing Records linked to a Fee record you have selected. This program changes the Fee, and then the system changes the detail record for each member linked to the Fee. The Bulk Installment Billing Changes program provides a good solution for instances when your organization implements new rate structures that will affect your patrons who are installment billed.
For Example: In your database, 500 members have an Annual Pass and a single Installment Billing Fee is linked to each one. Your new rates go into effect on 01 October. To bulk update the Fee for all 500 members after billing in September but prior to billing in October, you would use this program.
Note: This program updates Installment Bills in bulk by Fee. It does not allow for selection of households/family members. To change Installment Billing records linked to individual households, use the Installment Billing Update program in Household Management.
See Also: Topic Doc - Installment Billing, ACH, and Auto-Debit
Main Parts of the Screen
- The Fees DataGrid displays all Installment Billing Fee records in your Database. These are the fee records, themselves, to which family members installment bill(s) are linked.
- The Billing Fees Changes DataGrid displays the Installment Billing Fees you have selected for bulk change.
- The Item Selection Group is where you will select the Modules that will be impacted by the Bulk Installment Bill Change. Additional fields allow you to select ranges of record for each module, if desired.
- The Options Group allows you to set parameters for the on/after date on which changes will be realized and Include options.
To run the Bulk Installment Billing Change Program
- In the Fees DataGrid, highlight/select the Installment Billing Fee record(s) you wish to change and click Add Fee to move them to the Billing Fee Changes DataGrid. Multiple selection is allowed.
- In the Billing Fee Changes DataGrid, highlight/select a Fee, click the Stylus icon and use InLine Editing to change the value in the New Fee and/or New Discount fields. Make your changes and click the Stylus icon again to close InLine Editing.
The value you enter in the New Fee and/or New Discount field becomes, literally, the New Fee. There is no math involved. If the original Fee was $50.00 and you want to bulk change that to $55.00, then you would enter "55.00" in this field to make that the New Fee. - In the Item Selection Group, expand the Combo Box for Modules to Include and the select the Modules to which your Installment Billing Fees are linked.
Note: You must select at least one module in this field. Multiple selection is allowed.
- (Optional) Select any/all of the Use Range options and then enter a Range or Wildcard to limit the items within a particular module to a specific range.
- In the Options Group, select your Change Bills On/After date and then make determine which Billing Types and Billing Statuses you wish to include.
- Determine whether you wish to Print Update Log.
- Click Process when ready. The process runs on the AppServer. You will be notified when it completes. If opting to print the report, it will open automatically upon completion.
RecTrac Process and Reporting screens offer numerous fields and widgets that allow you to filter the data for which your process or report is being run. RecTrac Widgets provides definitions and examples to show you how these work.
From the bottom of the screen…
Click Process to run the Bulk Installment Billing program. The process runs on the AppServer. You will be notified when it completes.
Bulk Installment Billing Change
Fees (BulkInstallmentBillingChange_FeeDataGrid)
The Fees DataGrid displays all Installment Billing Fee records in your Database. These are the fee records, themselves, to which family members installment bill(s) are linked.
Highlight/select the Installment Billing Fee record(s) you wish to change and click Add Fee to move them to the Billing Fee Changes DataGrid. Multiple selection is allowed.
For Example: The Fee Description is Annual Pass Installment Billing Fee. In your database, 500 members have an annual pass and this Fee is linked to each one. To bulk update the Fee for all 500 members, you would select this Fee and click Add Fee. The Fee will move from the Select Fees to Change DataGrid to the Billing Fee Changes DataGrid.
DeleteModules To Include (BulkInstallmentBillingChange_ModulesToInclude)
Click the Combo Box icon and select the RecTrac Modules you wish to include in your Installment Billing run.
- Activity Enrollments - Any activities for which you offer payment by installment.
- Facility Reservations - Any facility rentals for which you offer payment by installment. Installment Billing (and thus Bulk Update) for Facility will be available in a future enhancement.
- Locker Reservations - Any locker rentals for which you offer payment by installment.
- Pass Memberships - Any pass memberships for which you offer payment by installment.
- Rental Reservations - Any rental items for which you offer payment by installment.
Only those modules you select here will be included in the billing run. If you do not select a module here the selections you make in the Groups below (if any) will have no impact. For Example: IF you do NOT select Pass Memberships here NO bills for Passes will be processed regardless of any selections you make in the Pass Memberships Settings Group below.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Use Section Range (BulkInstallmentBillingChange_UseSectionRange)
Select this option to include only those Activity Sections in the Begin and End Code range in this process.
THEN
Input the range of Activity Sections for which you wish to bill.
OR
Leave this option de-selected to skip this filter.
Note: To bill for Activity Sections ensure "Activity Enrollments" is selected the Modules to Include field above.
Begin Section (BulkInstallmentBillingChange_BeginSection)
If opting to Include Section Range, select your Begin and End Sections. The range you select will be included in your billing run.
OR
Enter a Section Wildcard.
Note: Leave the Use Section Range option de-selected to include your entire range of Activity Sections if desired.
End Section (BulkInstallmentBillingChange_EndSection)
If opting to Include Section Range, select your Begin and End Sections. The range you select will be included in your billing run.
OR
Enter a Section Wildcard.
Note: Leave the Use Section Range option de-selected to include your entire range of Activity Sections if desired.
Section Wildcard (BulkInstallmentBillingChange_WildCardSection)
If opting to Include Section Range, select your Begin and End Sections. The range you select will be included.
OR
Enter a Section Wildcard.
Note: Leave the Use Section Range option de-selected to include your entire range of Activity Sections if desired.
Use Pass Code Range (BulkInstallmentBillingChange_UsePassCodeRange)
Select this option to include only those Passes in the Begin and End Code range in this process.
THEN
Input the range of Passes for which you wish to bill.
OR
Leave this option de-selected to skip this filter.
Note: To bill for Passes ensure "Pass Memberships" is selected the Modules to Include field above.
Begin Pass Code (BulkInstallmentBillingChange_BeginPassCode)
If opting to Include Pass Code Range, select your Begin and End Pass Codes. The range you select will be included in your billing run.
OR
Enter a Pass Code Wildcard.
Note: Leave the Use Pass Code Range option de-selected to include your entire range of Pass Codes if desired.
End Pass Code (BulkInstallmentBillingChange_EndPassCode)
If opting to Include Pass Code Range, select your Begin and End Pass Codes. The range you select will be included in your billing run.
OR
Enter a Pass Code Wildcard.
Note: Leave the Use Pass Code Range option de-selected to include your entire range of Pass Codes if desired.
Pass Code Wildcard (BulkInstallmentBillingChange_WildPassCode)
If opting to Include Pass Code Range, select your Begin and End Pass Codes. The range you select will be included.
OR
Enter a Pass Code Wildcard.
Note: Leave the Use Pass Code Range option de-selected to include your entire range of Pass Codes if desired.
Use Rental Item Range (BulkInstallmentBillingChange_UseRentalItemRange)
Select this option to include only those Rental Items in the Begin and End Coderange in this process.
THEN
Input the range of Rental Items for which you wish to bill.
OR
Leave this option de-selected to skip this filter.
Note: To bill for Rental Items ensure "Rental Reservations" is selected the Modules to Include field above.
Begin Rental Item (BulkInstallmentBillingChange_BeginRentalItem)
If opting to Include Rental Item Range, select your Begin and End Rental Items. The range you select will be included in your billing run.<
OR
Enter a Rental Item Wildcard.
Note: Leave the Use Rental Item Range option de-selected to include your entire range of Rental Items if desired.
End Rental Item (BulkInstallmentBillingChange_EndRentalItem)
If opting to Include Rental Item Range, select your Begin and End Rental Items. The range you select will be included in your billing run.
OR
Enter a Rental Item Wildcard.
Note: Leave the Use Rental Item Range option de-selected to include your entire range of Rental Items if desired.
Rental Item Wildcard (BulkInstallmentBillingChange_WildRentalItem)
If opting to Include Rental Item Range, select your Begin and End Rental Items. The range you select will be included.
OR
Enter a Rental Item Wildcard.
Note: Leave the Use Rental Item Range option de-selected to include your entire range of Rental Items if desired.
Use Locker Room Range (BulkInstallmentBillingChange_UseLockerRoomRange)
Select this option to include only those Lockers in the Begin and End Code range in this process.
THEN
IInput the range of Lockers for which you wish to bill.
OR
Leave this option de-selected to skip this filter.
Note: To bill for Lockers ensure "Locker Reservations" is selected the Modules to Include field above.
Begin Locker Room (BulkInstallmentBillingChange_BeginLockerRoom)
If opting to Include Locker Room Range, select your Begin and End Locker Rooms. The range you select will be included in your billing run.
OR
Enter a Locker Room Wildcard.
Note: Leave the Use Locker Room Range option de-selected to include your entire range of Locker Rooms if desired.
End Locker Room (BulkInstallmentBillingChange_EndLockerRoom)
If opting to Include Locker Room Range, select your Begin and End Locker Rooms. The range you select will be included in your billing run.
OR
Enter a Locker Room Wildcard.
Note: Leave the Use Locker Room Range option de-selected to include your entire range of Locker Rooms if desired.
Locker Room Wildcard (BulkInstallmentBillingChange_WildLockerRoom)
If opting to Include Locker Room Range, select your Begin and End Locker Rooms. The range you select will be included.
OR
Enter a Locker Room Wildcard.
Note: Leave the Use Locker Room Range option de-selected to include your entire range of Locker Rooms if desired.
Use Facility Range (BulkInstallmentBillingChange_UseFacilityRange)
Installment Billing (and thus Bulk Update) for Facility will be available in a future enhancement.
DeleteBegin Facility (BulkInstallmentBillingChange_BeginFacility)
Installment Billing (and thus Bulk Update) for Facility will be available in a future enhancement.
DeleteEnd Facility (BulkInstallmentBillingChange_EndFacility)
Installment Billing (and thus Bulk Update) for Facility will be available in a future enhancement.
DeleteFacility Wildcard (BulkInstallmentBillingChange_WildFacility)
Installment Billing (and thus Bulk Update) for Facility will be available in a future enhancement.
DeleteBilling Fee Changes (BulkInstallmentBillingChange_BillFeeChangeDataGrid)
The Billing Fees Changes DataGrid displays the Installment Billing Fees you have selected for bulk change. These are fee records, themselves, to which family members installment bill(s) are linked.
To change a Fee, highlight/select it in the DataGrid, click the Stylus icon and use InLine Editing to change the value in the New Fee and/or New Discount fields. Make your changes and click the Check Mark icon again to close InLine Editing.
For Example: The Fee Description is Annual Pass Installment Billing Fee and the value in the New Fee field is $50.00. You want to change this to $55.00. You would click Stylus icon and then enter 55.00 in the New Fee field. You would then click the Check Mark icon to close InLine Editing.
Note: The value you enter in the New Fee and/or New Discount field becomes literally the New Fee. There is no math involved. If the original Fee was $50.00 and you want to bulk change that to $55.00 you would enter 55.00 in this field to make that the New Fee.
If you opt NOT to change a Fee in this DataGrid highlight/select it and click Delete Fee to move it back to the Fees DataGrid.
DeleteBegin Bill Date to Change (BulkInstallmentBillingChange_BillDate)
Accept the default entry (today's" date) or click the Calendar icon to select an alternate date if desired. Changes to installment bills will take affect starting with the first billing period on/after the Begin Bill Date to Change date and continue through the last billing period before/on the End Bill Date to Change date selected.
For Example: You run billing on the 1st and 15th of every month. "Today" is 10 September 20xx and your new rates go into effect on 01 October. To ensure you DO NOT set your new billing rate for the billing run on September 15th but to have it in place for the billing run on October 1st you would select any date after 15 September and before 02 October such as 30 September 20xx.
THEN
You would set your End Bill Date to a date in the future such as 17 September 20xy all bills for the next fiscal year will be in synch.
To change ALL future bills set the End Bill Date to Change value to a date far in the future such as 12/31/2099.
DeleteEnd Bill Date to Change (BulkInstallmentBillingChange_BillDateEnd)
Accept the default entry (today's" date) or click the Calendar icon to select an alternate date if desired. Changes to installment bills will take affect starting with the first billing period on/after the Begin Bill Date to Change date and continue through the last billing period before/on the End Bill Date to Change date selected.
For Example: You run billing on the 1st and 15th of every month. "Today" is 10 September 20xx and your new rates go into effect on 01 October. To ensure you DO NOT set your new billing rate for the billing run on September 15th but to have it in place for the billing run on October 1st you would select any date after 15 September and before 02 October such as 30 September 20xx.
THEN
You would set your End Bill Date to a date in the future such as 17 September 20xy all bills for the next fiscal year will be in synch.
To change ALL future bills set the End Bill Date to Change value to a date far in the future such as 12/31/2099.
DeleteOnly Include these Billing Types (BulkInstallmentBillingChange_BillType)
Accept the default entries in this field (ACH, Credit Card, Installment Bill, and Payroll Deduction) or expand the Combo box icon to select the Billing Type(s) you wish to include in this process. Only those Billing Type(s) selected here will be impacted by the Bulk Change process.
DeleteOnly Include these Billing Status (BulkInstallmentBillingChange_BillStatus)
Accept the default entries in this field (Unbilled, Unbilled-Adjusted, and Suspended) or expand the Combo box icon to select the Billing Status(es) you wish to include in this process. Only those Billing Status(es) selected here will be impacted by the Bulk Change process.
DeleteSuspend or Reinstate Billing (BulkInstallmentBillingChange_ChangeBillStatus)
Select this option to Suspend and/or Reinstate Billing as a by-product of this process
THEN
Expand the Drop-down list for Bill Status Change Option and make your selection.
This option allows you to Suspend or Reinstate (re-start) billing in bulk by any of the ranges provided on the program.
You might use this feature in the event you need to close a facility for some reason, such as extended repairs due to an extreme occurrence, and you do not wish to bill patrons for services you cannot provide. In this scenario, you would suspend billing during the repair interval and then reinstate billing upon the re-opening your facility.
DeleteBill Status Change Option (BulkInstallmentBillingChange_ChangeBillStatusOption)
Select the Suspend or Reinstate Billing option
THEN
Expand the Drop-down list and make your selection.
- Suspend All 'Unbilled' Fees - Suspends fees within the date range specified.
- Suspend Only Selected 'Unbilled' Fees - Suspends only fees in the Fee Changes" DataGrid within the date range specified for Installment Bill fees.
- Reinstate All 'Unbilled' Fees - Reinstates fees (sets bill status to Unbilled or Unbilled Adjusted) within the date range specified.
- Reinstate Only Selected 'Unbilled' Fees - Reinstates (sets bill status to Unbilled or Unbilled Adjusted) only fees in the "Fee Changes" DataGrid within the date range specified for Installment Billing fees.
You might use this feature in the event you need to close a facility for some reason such as extended repairs due to an extreme occurrence and you do not wish to bill patrons for services you cannot provide. In this scenario you would suspend billing during the repair interval and then reinstate billing upon the re-opening your facility.
DeletePrint Update Log (BulkInstallmentBillingChange_PrintLog)
Select this option to have the system generate a report that shows the results of your Installment Billing Change. The report lists the patron's Name, Household, Module, Bill Description, Fee Description, Old Amount and New Amount.
De-select this option to skip the report.
Delete