Contract Billing
1. Create the contract type.
A. Go to Service/Contracts, select Other, then click on click the “Other” menu and select Contract Types.
B. Select an existing contract type or enter a new contract type in the New Row at the top of the grid.
C. Enter the contract code and the appropriate general ledger numbers.
D. Check the box that says “include supplies”. This indicates that the contract will include supplies.
E. Click the “Coverage” button and set the coverage categories.
2. Set up the supplies that are used for each model machine.
A. Go to Inventory, Other and select Model Supply Cross Reference.
B. Enter each make, model, and supply item. Optionally enter the yield for that supply item. The make is optional. The model MUST be the same as used in the machine master record of service.
C. Each supply item that can be used for that model must be entered. For example, enter the OEM cartridge item number, compatible item number, and remanufactured item number. If the machine is color, you will need to enter each of the color cartridge item numbers.
3. When a customer orders supplies, enter the order as normal using the New Order routines in the Orders/Invoices section of accounts receivable.
A. Select the Contract Supplies tab.
B. Select the machine for which the supply item is to be used. The system will only display the machines with a “supply inclusive” contract. Check the box to select. The screen will display the supply items associated with that model.
C. Select the item desired. The screen will display each time that supply item was invoiced to the customer.
D. Optionally enter the meter reading or page count if you gather meter readings when an order is entered.
E. Enter the quantity to be delivered.
F. The default price is zero. However, you can enter a price.
G. Click Add to Order.
4. Invoice as normal. The cost of the cartridge is added as a cost of the contract when analyzing the contract using the service manager section.
5. Any inventory used in a service call is done with a work order in the service dispatch system. Cartridges that are delivered are entered as a new order. Even if a tech delivers a cartridge during a service call, it is best to enter as a new order in the accounts receivable system.
This is done with the group billing feature.
First enter each machine as a new machine master, using Service/Contracts, Machines, New Machine.
Now enter a group record to combine the machines for billing, using Service/Contracts, Contract Billing, Groups by Customer.
Use the rate tables.
The base or excess invoicing can be split into up to 5 different general ledger numbers.
After the rate table is created, display the machine master or group master and assign the rate table to the meter or group combination.
Check, are the expiration date of the contract, bill day, frequency, and whether this machine has a meter. All of these also determine when a machine is to print on the meter call sheet. Is it proper month for the machine or group to be invoiced.
The following is a list and description of every bookmark that is used in the contract billing template.
| dname | Company Name |
| dadd1 | Company Address 1 |
| dadd2 | Company Address 2 |
| dadd3 | Company Address 3 |
| dadd4 | Company Address 4 |
| dadd5 | Company Address 5 |
| dcity | Company City |
| dstate | Company State/Province |
| dzip | Company Zip/Postal Code |
| dcsz | Company City, State, Zip on one line |
| dphone | Company Phone |
| dfax | Company Fax |
| ordernumber | Order Number |
| cust | Customer Number |
| custn | Customer Name |
| add1 | Customer Address 1 |
| add2 | Customer Address 2 |
| add3 | Customer Address 3 |
| add4 | Customer Address 4 |
| add5 | Customer Address 5 |
| csz | Customer City, State, Zip on one line |
| shipcustn | Ship To Name |
| shipadd1 | Ship To Address 1 |
| shipadd2 | Ship To Address 2 |
| shipadd3 | Ship To Address 3 |
| shipadd4 | Ship To Address 4 |
| shipadd5 | Ship To Address 5 |
| shipcsz | Ship To City, State, Zip on one line |
| salesrep | Sales Rep on the invoice |
| terms | Terms for the invoice |
| ponumber | Purchase Order Number |
| invn | Invoice Number |
| invdate | Invoice Date |
| duedate | Due Date of Invoice |
| totaldue | Total due on invoice |
| totaldue2 | Total due on invoice |
| totaldue3 | Total due on invoice |
| email address of customer | |
| phone | phone number of customer |
| fax | fax number of customer |
| resale | Resale number of customer |
| taxcode | Tax code of customer |
| messages | Messages of order |
| custcont | Customer contact name from the customer record |
| tracking | Shipment tracking numbers for the order |
| balancedue | The balance of the invoice after payments are printed |