Generating Charge Templates

Use the A/R Recurring Charges Templates page to create templates including the transaction codes with the applied billing rules. If these templates are associated to an existing A/R Account, the transactions are automatically charged during the EOD process or manually by a user based the applied bulling rules. Each template displays the posting amounts and billing cycle details.

To create a new template:

  1. Select Accounts Receivable > A/R Recurring Charges Templates.
  2. Click the Record View tab.
  3. Specify or review this information on the Record View Tab:
    Template
    The template name. This is a mandatory field.
    Description
    The description provided for the newly created template record.
    Property
    The property is defaulted with the selected one.
  4. You can set the Apply Template Rules field to:
    • Automatically Apply: When a new A/R Account is created where the Account Type on the A/R Account matches the Account Type on the Template, the transactions configured on the Template arel automatically added to the A/R Account’s Recurring Charges tab.
    • Manually Apply: The template must be applied manually to the A/R Account.
    • Prompt to Apply: When a new A/R Account is created where the Account Type on the A/R Account matches the Account Type on the Template, the user is prompted to apply the transactions configured on the Template.
  5. Select the Account Type that the user wants to create. Possible values:
    • guest
    • corporate
    • personal account
  6. User can set the Status field to Active or Inactive. This is a mandatory field.
  7. Click Actions.
    Note: 
    • If the Transaction Codes are not configured or there are no Transaction Codes with an Active status, the system displays this: “There are no transactions configured with a status of active, Continue? Yes, No” message.
    • If the User selects “Yes”, the Apply Template screen is displayed.
    • If the User selects “No”, the user returns to the Recurring Charges Template screen.
  8. On the User Defined Fields section, the user can define the different fields based on the requirements. For example, a look up field with code and description or with an entity.
  9. On the Record Details section, specify this information:
    Updated By
    The user name who updated the template.
    Updated On
    The date and time when the template was updated.
    Created By
    The user name who created the template.
    Created On
    The date and time when the template was created.
  10. Specify or review this information on the Transaction Details Section of the Transaction Codes Tab:
    Charge Type

    This field the type of payment made for the transaction. You can set the field to Finance Charge or Recurring Charge type to determine the payment type calculations.

    Note: 
    1. The field is defaulted to Recurring Charge.
    2. If the user selects Finance charge, the Percentage field is enabled.
    Transaction
    The transaction code and description.
    Amount
    The amount that is charged to the A/R account. The chargeable tax is calculated based on this amount..
    Percentage
    This field is only enabled if the Charge Type is set to Finance Charge. Indicates the calculation method performed for the amount that is based on this value.
    Note:  This field is enabled, only if the Charge Type is set to Finance Charge. Indicates the calculation method performed for the amount that is based on this value.
    Start Date
    The transaction start date. This date is the beginning date schedule for the charges type used in posting.
    End Date
    The transaction end date. This date is the last date schedule for the charges type used in posting.
    Billing Cycle
    The billing cycle used to process the transactions for membership or other A/R relatedcharges that match the defined billing cycle.

    You can set the field to:

    • Days
    • Monthly
    • Once
    • Weekly
    Note: 
    1. The value specified determines the Start Date and the Next Post Date.
    2. If the Billing Cycle is set to Days, you can enter a number value representing the number of days between billing cycles.
    3. If the Billing Cycle is set to Monthly the Billing Cycle Monthly/Months field are enabled only. You can set multiple months as billing cycle in the Billing Cycle Months field.
    4. If the Billing Cycle is set to Weekly,any day of the week can be selected..
    5. If the Billing Cycle is set to Once, all the other fields are disabled.
    6. If the Billing Cycle value is set to Once, the EOD process sets the Next Post Date equal to the Start Date. After the posting takes place on a record with this Billing Cycle value, the Next Post Date is not updated. After the posting is complete, irrespective of the posting on the original Next Post Date, the Process updates the records with Inactive status.
    7. If the Billing Cycle value is set to Days, the EOD process sets the Next Post Date equal to the Start Date. If the Billing Cycle value was 28, the process takes into consideration the Start Date as the first posting date and the next posting date is 28 days later.
    8. If the Billing Cycle value is set to Weekly, the process calculates the initial Next Post Date from the Start Date field. If the Billing Cycle value is Friday, the process considers the upcmoning Friday from the Start Date.
    9. If the Billing Cycle value is set to Monthly, the process calculates the initial Next Post Date from the Start Date field and also for the Billing Cycle Option and Billing Cycle Months selected. After the first posting is complete, the Next Post Date is based on the End Date field.
    10. If the Billing Cycle Option is set to Start of the Month, and only one month was selected for the Billing Cycle Months, the process determines the first day of the month for that month and year based on the Start Date.
    11. If the Billing Cycle Months has multiple months selected, the process considers the upcoming months first.
    12. If the Billing Cycle Option is the Start of the Month, and All Months are selected for the Billing Cycle Months, the process selects the first day of the following month from the Start Date and utilizes this date as the Next Post Date.
    Status
    The transaction status.
    Note: By Default, the Status is set to Active always.
    Include Tax
    Select this check box to transfer transfer the tax associated with the transaction.
  11. Click Save, to save the created record.