From Billing, select Set up module > General options
Billing Interval
Standard Billing Interval - The billing interval controls the frequency with which you will normally generate bills. You can override the billing interval at the individual customer level, at the product level, or at the individual subscription level. Choose the billing interval as a number of months from 1(monthly), 2(bimonthly), 3(quarterly), 6 (semi-annual), 12 (yearly), or 24 (every 2 years).
Note: The number entered in the Standard Billing Interval field affects billing rates. Unless the billing interval is overridden at the product level, the dollar amounts entered for the products should be in accordance with the Standard Billing Interval. See Set up products window for detailed information on products.
Accounting Method
Start Date Control
Note: If there are no Start Date Control options implemented, the New Bill From field on the Dues/Subscription Payments window (from Billing, select Enter and edit payments) defaults to the first day of the current month. See How iMIS Works with Dates.
Determines whether the Bill Begin date should be advanced by one month. Start Date Control can be used to advance the start date of newly billed items or to specify a grace period for delinquent customer products. If implemented, the Bill Begin date will be controlled according to the following options:
For example, if the Advance Start Month as of field is set to 15 and the Apply to New Members option is enabled, all new customers joining on August 15 will have their billing Begin Date set to 09/01.
For example, the Advance Start Month as of field is set to 15, the Apply to Delinquent Member option is enabled, and the Grace Period in Months is set to 3. A customer with a Paid Thru date of 12/31/2001 is billed for a renewal term of 01/01/2002 to 12/31/2002. The customer does not pay until 04/15/2002. The payment transaction date of 04/15/2002 exceeds the Bill Begin date of 01/01/02, and it also exceeds the three-month grace period from the Bill Begin date of 01/01/2002. Therefore, a new product term will be calculated by comparing the payment transaction date to the value of the Advance Start Month as of field. In this example, the payment transaction date of 15 is equal to the value set in the Advance Start Month as of field, and the new term will be calculated as 05/01/2002 to 04/30/2003.
Billing Time
The billing time is a method selected to control the start and end time of a customer or product term.
Note: If you select Annual as the billing time, you will need to set up the first month of the fixed term or fiscal year on the AR/Cash Set up module window (from AR/Cash, select Set up module). Enter the calendar month (numeric) that represents either your fixed term or fiscal year in the First Month of Fiscal Year (Number) field. The value in the First Month of the Fiscal Year (Number) field auto-populates the Effective Date. If this field does not have a value greater than zero, then the Effective Date must be manually entered on the Process billing window (from Billing, select Process billing).
Miscellaneous
Cash Dues Over/Under Payments Create AR - When you enable this option, overpayments are tracked in the AR/Cash system to allow the credit to appear on the Credit Invoices window (from AR/Cash, select Process month-end-procedures, and click Credit Invoices). Underpayments are also tracked in AR by considering the item fully paid and maintaining an outstanding balance. Overpayment or underpayment to AR creates an open credit or debit item for that customer. For example, if the customer paid $150 and had been billed $100, a payment of $150 can be entered but only $100 applied. iMIS would create an open credit of $50 for that customer in AR. A full payment of line items advances the Paid Thru date on those items. Credit (overpayments) and outstanding debit (underpayments) balances are maintained by the AR system. In Billing, the item will be treated as fully paid.
Auto Apply Dues Payment - This option is enabled by default. When you disable this option, dues payments are not applied automatically.
Prorating
Prorating applies only to organizations that bill on an annual or fixed-term basis, as opposed to an anniversary or rotating-term basis.
Balances
Maintain Prev Balance -If this option is enabled, iMIS maintains the previous balances on customers who have made a partial payment or no payment. Previous balances are usually maintained in conjunction with a low Standard Billing Interval. For example, if annual fees were $100 and the customer paid only $80, iMIS would retain a balance of $20. When the customer is billed next year, iMIS would add the previous balance of $20 to the customer's total balance.
Note: The Maintain Prev Balance option applies only to cash-based dues. For accrual-based fees, previous fee balances can be viewed in the individual's AR window because accrual fees billings create invoice records. The PREVIOUS_BALANCE field in the Subscriptions table will not be populated for an accrual fees billing even if the Maintain Prev Balance option has been checked.
Note: The Maintain Prev Balance option must be enabled for a _CREDIT (user-defined credit) to display on a Renewal Notice.
Paid Thru Date Update
The options set in this section set the preference for when the Paid Thru date information is to be updated. The Paid Thru date for the cash accounting method is updated with payment in full.
AR Payment Application
(This option displays when the Accrual accounting method is enabled.) Enable this option to sets the preference for distribution of partial payments across multiple-fee line items on the Enter and edit cash receipts window (from AR/Cash, select Enter and edit transactions> Cash receipts). This option allows the choice of whether a partial payment will be applied based on priority established at the product code level or evenly distributed across each fee-based product billed.
10.5 Production Release. Updated 2/23/2006 1:43:41 PM
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