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To verify billing of new renewals

Initial billing is an important process within iMIS. It generates and updates a great deal of information in the customer (Name) and billing files. To avoid errors caused by incorrect settings and dates, follow these steps for every initial billing run:

  1. Run a billing procedure report.
    1. From Customers, select Generate reports to open the Generate reports window.
    2. Select Rosters from the Report Types list.
    3. Select Member Index with Additional User Fields from the Available Reports list.
    4. Select Options> Additional Fields.
    5. Add Name.PAID_THRU to the first field.

    Example ad hoc search comparison lines:

    Name.PAID_THRU <= '12/31/2001'(one day before Effective Date)
    Name.MEMBER_TYPE = M,CM (customer types included in billing cycle)
    Name.STATUS begins with A (assuming inactive and suspended customers are not included in the billing cycle)

    This should agree with the number of renewal notices that the mass billing procedure will generate. If billing on an anniversary basis, narrow down the Name.PAID_THRU date (for example, Name.PAID_THRU >= 12/01/2001 and Name.PAID_THRU <= 12/31/2001). The search criteria leave out one important field, Renewed Thru, which iMIS billing also considers in determining who needs billing. To get an accurate representation of the customers iMIS will bill, run a test on Renewed Thru. To do this, enter an ad hoc selection with a single calculation line. Enter a SQL statement similar to the following example in the Comparison Value Text area:

    from Name, Name_Fin where Name_Fin.ID = Name.ID
    and Name.PAID_THRU < '1/01/2002'
    and Name_Fin.RENEWED_THRU < '1/01/2002'
    and Name.MEMBER_TYPE in ('M','CM')
    and Name.STATUS like 'A%'

    If the results vary from the first report to the second, there may be a problem with the Name_Fin.RENEWED_THRU date. iMIS will assume the customer has already been billed. See Troubleshooting Billing Runs.

  2. Back up your iMIS data.
  3. Run the billing. See To run initial mass dues billings for complete instructions.

    Note: Print the initial bills when you generate the billing renewal data. Be careful to use the correct Effective Date. You can override the Run Date if needed.

  4. Verify the number of customers billed. Check the number of customers billed against your customer report.
  5. (Optional) Run the Open Items by Name report. The report's Begin Date and End Date should reflect the same Run Date as the renewal-billing run. This report will give you the count of customers billed.
  6. Investigate discrepancies between the reports produced (who should be billed versus who was actually billed).

See Also

Running Mass Dues Billing

To run initial mass dues billings

To rebill to correct a mass dues billing


ASI logo 10.5 Production Release. Updated 2/22/2006 12:14:29 PM
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