Generating Rental Bills - Revision history

Jgreco: Initial proofread pass - docs

2021-11-30T18:28:58Z

Initial proofread pass - docs

Jgullickson at 14:48, 14 April 2021

2021-04-14T14:48:33Z

Jwolbert at 03:56, 21 June 2016

2016-06-21T03:56:03Z

Yrobinet: /* Special Bill Generation: Equipment Rental */

2016-03-15T16:35:02Z

Special Bill Generation: Equipment Rental

Jwolbert at 20:01, 17 February 2016

2016-02-17T20:01:33Z

Jwolbert: /* Generating Rental Bills */

2016-02-17T19:55:25Z

Generating Rental Bills

Yrobinet: /* Unlocking Rental Bills */

2015-02-13T21:37:07Z

Unlocking Rental Bills

Yrobinet: /* Review Rental Bills */

2015-02-13T21:00:30Z

Review Rental Bills

Yrobinet: /* Review Rental Bills */

2014-11-04T19:02:19Z

Review Rental Bills

Lsilverman at 18:05, 6 February 2014

2014-02-06T18:05:30Z

@@ Line 12: / Line 12: @@
-* NOTE: Once a Rental Billing Period has been created, it cannot be deleted through the website.  Contact TrackAbout Support before bills are generated, if deletion is necessary.
+* NOTE: Once a Rental Billing Period has been created, it cannot be deleted through the website. Contact TrackAbout Support before bills are generated, if deletion is necessary.
 ===Check Rental Billing Period Prerequisites===
@@ Line 28: / Line 28: @@
 There are two options provided for generating rental bills at this point:
-*'''Generate All''' rental bills for the Rental Billing Period
+*'''Generate All''' rental bills for the Rental Billing Period.
-*'''Generate Bills for the Following Customer IDs''' - this allows rental bill generation for select customers only. If rental bills are to be generated only for certain customers, enter those customers’ IDs in the field provided before hitting Generate For Below Customer IDs.
+*'''Generate Bills for the Following Customer IDs''' - This allows rental bill generation for select customers only. If rental bills are to be generated only for certain customers, enter those customers’ IDs in the field provided before hitting Generate For Below Customer IDs.
-After bills are generated, a summary of the rental bills will appear in the '''Generated''' section of the Rental Billing Period Dashboard.  These will be categorized based on circumstances surrounding each bill.
+After bills are generated, a summary of the rental bills will appear in the '''Generated''' section of the Rental Billing Period Dashboard. These will be categorized based on circumstances surrounding each bill.
-*'''Above Minimum''' - These are rental bills whose dollar value is greater than the minimum that has been set for billing. (See section on [[Rental#Minimum_Billable_Amount|Minimum_Billable_Amount]] for more information about this setting)
+*'''Above Minimum''' - These are rental bills whose dollar value is greater than the minimum that has been set for billing. See section on [[Rental#Minimum_Billable_Amount|Minimum_Billable_Amount]] for more information about this setting.
-*'''Will Not Bill''' - have totals less than the minimum billed amount and will not bill.
+*'''Will Not Bill''' - These have totals less than the minimum billed amount and will not bill.
-*'''Below Minimum Will Roll Forward'''- have totals less than the minimum billed amount and will roll the total into the next billing period.
+*'''Below Minimum Will Roll Forward'''- These have totals less than the minimum billed amount and will roll the total into the next billing period.
-*'''Below Minimum But Rounded Up'''- have totals less than the minimum billed amount but have been rounded up to meet the minimum billable amount.
+*'''Below Minimum But Rounded Up'''- These have totals less than the minimum billed amount but have been rounded up to meet the minimum billable amount.
 *'''No Rent''' - These are customers for which there are no rental charges. Generating a "bill" for every customer for every billing period ensures that no customers who should receive a bill are missed.
@@ Line 44: / Line 44: @@
 [[File:GeneratedInvoices.jpg|border]]
 Clicking on any of the blue links will open the Bill Review page which gives detailed information pertaining to the selected group of bills. For example, clicking on the blue 2 in the screen above will open the Bill Review page showing detailed information about all of the Not Held rental bills which are above the minimum.
 [[File:RentalBills.jpg|border]]
-The top of the Bill Review page allows you to search for bills meeting various criteria.  It also allows you to choose from 3 different display results:
+The top of the Bill Review page allows you to search for bills meeting various criteria. It also allows you to choose from 3 different display results:
-*List - displays a list of the rental bills
+*List - Displays a list of the rental bills.
-*Individual Bills - shows the detailed bills one at a time on the page
+*Individual Bills - Shows the detailed bills one at a time on the page.
-*Summary - displays a brief summary of the rental bills.
+*Summary - Displays a brief summary of the rental bills.
 [[File:BillReview.jpg|border]]
@@ Line 57: / Line 57: @@
 ====Actions available on Bills====
 The columns in this table are described below. This list also help you understand the possible actions available for selected bills:
-* '''Select''' - Clicking on a box in this column will put a check mark in the box and select that row. Once the desired rows have been selected, an Action for Selected Bills can be chosen from the drop-down list, and the Go button hit to initiate that action:
+* '''Select''' - Clicking on a box in this column will put a check mark in the box and select that row. Once the desired rows have been selected, an Action for Selected Bills can be chosen from the drop-down list, and the Go button hit to initiate that action.
 * '''Locked''' - After rental bills have been '''sent to the Printer and/or Accounting''', they are marked as Locked and cannot be changed.
 * '''Pull''' (pull from print queue) - This is a flag on the Rental Bill to tell the third-party printer not to print this bill. For example, there may be a Customer for whom it is preferable to fax or email the rental bill.
@@ Line 63: / Line 63: @@
 *'''Recalculate''' selected bills when unlocked
 *''' Hold Status''' - Displays either Not Held or, if the bill is held, displays the reason for the hold.
-* '''Hold Notes''' - Displays any reasons which may have been entered on the Customer for holding rental bills (Missing address, missing tax info.)
+* '''Hold Notes''' - Displays any reasons which may have been entered on the Customer for holding rental bills (Missing address, missing tax info, etc..)
 * '''Rental Invoice''' - Shows the Rental Invoice number in the form of a link. Clicking on this link will open the actual invoice.
 * '''Customer''' - Clicking on the customer link in this column will open a separate Customer Detail View window.
@@ Line 84: / Line 84: @@
 A user can unlock a rental bill if he/she belongs to a role that has the 'Unlock Bills' permission, or is a System Admin.
-'''Note''': Once a bill has been '''Sent to Accounting''', it cannot be unlocked by any user. TrackAbout support can unlock these bills after a written request is sent by an TrackAbout administrators.
+'''Note''': Once a bill has been '''Sent to Accounting''', it cannot be unlocked by any user. TrackAbout support can unlock these bills after a written request is sent by TrackAbout administrators.
 [[File:unlock_bill.png]]
 == Special Bill Generation: Equipment Rental ==
-Specific to Equipment Rental, often bills need to be generated more often than on a monthly basis.  As equipment is returned during the billing period, here are the steps to create rental bill invoices for specific customers:
+Specific to Equipment Rental, often bills need to be generated more often than on a monthly basis. As equipment is returned during the billing period, here are the steps to create rental bill invoices for specific customers:
-#If not yet created, create an Equipment rental billing period
+#If not yet created, create an Equipment rental billing period.
-#Access the openned Equipment rental billing period
+#Access the opened Equipment rental billing period,
-#Enter the specific customer ID, or ID’s, in the text box under the Generate Bills for the Following ID’s
+#Enter the specific customer ID, or ID’s, in the text box under the Generate Bills for the Following ID’s:
 [[File:Generating Bills for Specific Customers.png|200px]]
-#Click the button Generate Bills for the Following ID’s
+#Click the button Generate Bills for the Following ID’s.
-#Access the bill, save or print as needed
+#Access the bill, save or print as needed.
 #Repeat above as needed during the billing period.
 At the end of the month, generate all the rental bills by following the steps below:
-#Access the open Equipment rental billing period
+#Access the open Equipment rental billing period.
-#Select “Leave Existing Bills” option
+#Select “Leave Existing Bills” option.
 #Click Generate All and let run until completion. This will only create the bills for the equipment that is still at customer and that was not yet invoiced.

← Older revision		Revision as of 14:48, 14 April 2021
Line 105:		Line 105:
	#Click Generate All and let run until completion. This will only create the bills for the equipment that is still at customer and that was not yet invoiced.		#Click Generate All and let run until completion. This will only create the bills for the equipment that is still at customer and that was not yet invoiced.

		+	==Troubleshooting Rental Bills ==
		+
		+	===*Ending Balance does not match due to the return of extra customer owned assets===
	[[Category:Rental]]		[[Category:Rental]]

← Older revision		Revision as of 03:56, 21 June 2016
Line 1:		Line 1:
		+	{{TrackAbout Feature
		+	\|Parent Module=Rental
		+	\|Feature Description=Allow TrackAbout to calculate and generate your customer Rental Invoices.
		+	}}
	[[Rental\|<< Back to Rental Module]]		[[Rental\|<< Back to Rental Module]]

@@ Line 88: / Line 88: @@
 #If not yet created, create an Equipment rental billing period
-#Access the open Equipment rental billing period
+#Access the openned Equipment rental billing period
 #Enter the specific customer ID, or ID’s, in the text box under the Generate Bills for the Following ID’s
 [[File:Generating Bills for Specific Customers.png|200px]]
@@ Line 100: / Line 100: @@
 #Select “Leave Existing Bills” option
 #Click Generate All and let run until completion. This will only create the bills for the equipment that is still at customer and that was not yet invoiced.
 [[Category:Rental]]

← Older revision		Revision as of 20:01, 17 February 2016
Line 84:		Line 84:
	[[File:unlock_bill.png]]		[[File:unlock_bill.png]]

		+	== Special Bill Generation: Equipment Rental ==
		+	Specific to Equipment Rental, often bills need to be generated more often than on a monthly basis. As equipment is returned during the billing period, here are the steps to create rental bill invoices for specific customers:
		+
		+	#If not yet created, create an Equipment rental billing period
		+	#Access the open Equipment rental billing period
		+	#Enter the specific customer ID, or ID’s, in the text box under the Generate Bills for the Following ID’s
		+	[[File:Generating Bills for Specific Customers.png\|200px]]
		+
		+	#Click the button Generate Bills for the Following ID’s
		+	#Access the bill, save or print as needed
		+	#Repeat above as needed during the billing period.
		+
		+	At the end of the month, generate all the rental bills by following the steps below:
		+	#Access the open Equipment rental billing period
		+	#Select “Leave Existing Bills” option
		+	#Click Generate All and let run until completion. This will only create the bills for the equipment that is still at customer and that was not yet invoiced.


	[[Category:Rental]]		[[Category:Rental]]

@@ Line 20: / Line 20: @@
 The top section of the Rental Billing Period Dashboard is where rental bills are generated.
 The Rental Billing Period Name gives the Rental Billing Period Type (for example, Cylinder Rental) and the date range for the Rental Billing Period.
 The To Generate table shows a count of all customers in TrackAbout. TrackAbout will attempt to generate a rental bill for every customer. Many customers will not need a rental bill, but the system will try to generate one for every customer.
-The option is given to generate all rental bills for the Rental Billing Period, or to generate rental bills for select customers only. If rental bills are to be generated only for certain customers, enter those customers’ IDs in the field provided before hitting Generate For Below Customer IDs.
+The '''To Generate''' table shows a count of all customers in TrackAbout. TrackAbout will attempt to generate a rental bill for every customer. Many customers will not need a rental bill, but the system will try to generate one for every customer.
-A summary of the rental bills will then appear in the Generated section of the Rental Billing Period Dashboard.
-There are several Process States listed. When TrackAbout Rental is first implemented, it is determined what the minimum rental dollar amount should be, and how to handle situations where rental is below that minimum.
+There are two options provided for generating rental bills at this point:
-* Above Minimum - These are rental bills whose dollar value is above the minimum that has been set.
+*'''Generate All''' rental bills for the Rental Billing Period
-The choices of how to handle rental bills that fall below the minimum are:
+*'''Generate Bills for the Following Customer IDs''' - this allows rental bill generation for select customers only. If rental bills are to be generated only for certain customers, enter those customers’ IDs in the field provided before hitting Generate For Below Customer IDs.
 * Will Not Bill
-* Below Minimum Will Roll Forward
+After bills are generated, a summary of the rental bills will appear in the '''Generated''' section of the Rental Billing Period Dashboard.  These will be categorized based on circumstances surrounding each bill.
-* Below Minimum But Rounded Up
+*'''Above Minimum''' - These are rental bills whose dollar value is greater than the minimum that has been set for billing. (See section on [[Rental#Minimum_Billable_Amount|Minimum_Billable_Amount]] for more information about this setting)
-* No Rent - These are customers for which there are no rental charges. Generating a "bill" for every customer for every billing period ensures that no customers who should receive a bill are missed.
+*'''Will Not Bill''' - have totals less than the minimum billed amount and will not bill.
-As bills are generated, some will fall into a Hold state. Rental bills can be Held for a variety of reasons. For example, they may be held because they’re missing information, such as the mailing address. Or, the customer may have their bills held for some special handling or reviewing. See more information on Bill Holds.
+*'''Below Minimum Will Roll Forward'''- have totals less than the minimum billed amount and will roll the total into the next billing period.
 ==Review Rental Bills==

@@ Line 71: / Line 71: @@
 After the rental invoices for the selected Rental Billing Period have been reviewed and sent to the Printer and/or Accounting, click on Close Billing Period. The billing period must be closed before any subsequent billing periods can be created.
-===Unlocking Rental Bills===
+===Locked Rental Bills===
 Once a bill has been 'Sent to the Printer' it is considered locked - no further modifications are allowed on the bill and the bill cannot be re-generated.
 A user can unlock a rental bill if he/she belongs to a role that has the 'Unlock Bills' permission, or is a System Admin.
 [[File:unlock_bill.png]]
-'''Note''': Once a bill has been 'Sent to Accounting', it cannot be unlocked but any user, but can be unlocked by TrackAbout support.
 [[Category:Rental]]

@@ Line 47: / Line 47: @@
 [[File:BillReview.jpg|border]]
 The columns in this table are described below. This list also help you understand the possible actions available for selected bills:
-* Select - Clicking on a box in this column will put a check mark in the box and select that row. Once the desired rows have been selected, an Action for Selected Bills can be chosen from the drop-down list, and the Go button hit to initiate that action:
+* '''Select''' - Clicking on a box in this column will put a check mark in the box and select that row. Once the desired rows have been selected, an Action for Selected Bills can be chosen from the drop-down list, and the Go button hit to initiate that action:
-* Locked - After rental bills have been sent to the Printer and/or Accounting, they are marked as Locked and cannot be changed.
+* '''Locked''' - After rental bills have been '''sent to the Printer and/or Accounting''', they are marked as Locked and cannot be changed.
-* Pull - This is a flag on the Rental Bill to tell the third-party printer not to print this bill. For example, there may be a Customer for whom it is preferable to fax the rental bill.
+* '''Pull''' (pull from print queue) - This is a flag on the Rental Bill to tell the third-party printer not to print this bill. For example, there may be a Customer for whom it is preferable to fax or email the rental bill.
-* Rental Bill State - Displays whether or not the bill is above the set minimum.
+*''' Rental Bill State''' - Displays whether or not the bill is above the set minimum.
-* Hold Status - Displays either Not Held or, if the bill is held, displays the reason for the hold.
+*'''Recalculate''' selected bills when unlocked
-* Hold Notes - Displays any reasons which may have been entered on the Customer for holding rental bills.
+*''' Hold Status''' - Displays either Not Held or, if the bill is held, displays the reason for the hold.
-* Rental Invoice - Shows the Rental Invoice number in the form of a link. Clicking on this link will open the actual invoice.
+* '''Hold Notes''' - Displays any reasons which may have been entered on the Customer for holding rental bills (Missing address, missing tax info.)
-* Customer - Clicking on the customer link in this column will open a separate Customer Detail View window.
+* '''Rental Invoice''' - Shows the Rental Invoice number in the form of a link. Clicking on this link will open the actual invoice.
-* Rent - Shows the dollar amount of rental on each invoice.
+* '''Customer''' - Clicking on the customer link in this column will open a separate Customer Detail View window.
-* Flat Fees - Displays the dollar amount of flat fees on each invoice.
+*''' Rent''' - Shows the dollar amount of rental on each invoice.
-* Tax - Gives the amount of tax being charged on each invoice.
+* '''Flat Fees''' - Displays the dollar amount of flat fees on each invoice.
-* Total - Sums the Rent, Flat Fees, and Tax.
+*''' Tax''' - Gives the amount of tax being charged on each invoice.
 From the List of bills in the Bill Review page, a Rental Invoice link can be clicked on to see details about a particular invoice.

← Older revision		Revision as of 18:05, 6 February 2014
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	'''Note''': Once a bill has been 'Sent to Accounting', it cannot be unlocked but any user, but can be unlocked by TrackAbout support.		'''Note''': Once a bill has been 'Sent to Accounting', it cannot be unlocked but any user, but can be unlocked by TrackAbout support.
		+
		+	[[Category:Rental]]