Create a billing run

1. At the Asset Management main menu, select Customer | Billing | Contract Billing Control. The Contract Billing Control display screen appears.
2. Click Add . The Create Billing Records enter screen appears.
3. Fill in the fields as required.

   Contract Typeis the type of contract to be billed. A value is required. You can click on the Prompt button to select the contract type from a list.

   Contract Rate Typeis the type of contract rate to be billed. You can click on the Prompt button to select the rate type from a list. Possible values are:
        - Blank = both
        - 10 = Fixed
        - 20 = Variable
   This allows you to create billing records for only those agreement sections that are either fixed or variable. Fixed charges have a constant rate and variable charges are based on an inconsistent rate such as metric readings. For leases, a contract rate type MUST be entered.

   Rate Frequencyis the frequency to be billed. You can click on the Prompt button to select the frequency from a list. Possible values are:
        - Blank = both
        - 12 = Monthly
        - 13 = 28 day
        - 52 = Weekly
   Note: The billing frequency is on the agreement head and at the individual agreement section(s). The frequency for 13 works with anniversary point billing on rentals only.

   Daily Billing/Anniv Point- if Yes, only contracts with the Daily Billing Rule (#033-Anniversary Point Billing) set to Y will be processed. This rule provides guidance as to whether daily billing should be used in a run. The Yes value indicates that only contracts assigned to the same day of the week or month as the day after the billing run's end period will be processed. If performing anniversary point billing for lease contracts that bill in advance, this should be set to Yes.

   Facilityis a specific facility to create billings for. Leave blank for all. You can click on the Prompt button to select the facility from a list.

   Billing Date- the date you enter is based on the type of billing you want to process. Lease invoicing is generally done in advance, so the billing date would be the first day of the month. Rental invoicing is generally done in arrears, so you would select the last day of the month. If you are billing on a 13-month cycle, you need to invoice in arrears.

   Metric Cut Off Datewill appear if contract rule 60 (Estimate Billing Metric) is set to Yes. It is calculated by the program (by subtracting the number of days for standard contract rule 61 (Metric Cut Off Days) from the billing date you entered) but can be overridden. It cannot be greater than the billing date.

   Companyis the company doing the billing. It defaults to your default company. You can click on the Prompt button to select the company from a list.

   Customeris a specific customer the billing run should be created for. Leave blank for all. You can click on the Prompt button to select the customer from a list.

   Print Proof Listidentifies whether or not to print a proof for review. This is printed prior to the billing run being posted. Providing no changes are made on the edit screen, the exact report is also printed after posting except the invoice numbers are included on that report.

   Bill Closed Contracts Only- if Yes, only closed contracts will be processed for billing. Note that sub miles are only billed on leases once the rental agreement is closed.

   Adjustment Runneeds to be selected if you are doing a quarterly, annual, or periodic adjustment run. For the billing scenario where you have set up an annual free mileage quantity but adjust to actual readings on a quarterly basis, identify what type of adjustment run you wish to create: annual free adjustment; quarterly free adjustment; period adjustment (advanced); or no adjustment. This will create an adjustment charge or credit based on the actual mileage entered into the system and the estimated mileage that has been billed.

4. Click Enter . The Confirm prompt appears.
5. Click Confirm. The job will be submitted to batch, the appropriate Billing Report will print on your default printer; and you return to the Contract Billing Control display screen. Available billing proof reports are:
   • Billing Proof 1 - Facility/Unit - Detail (LRFEPFK)
   • Billing Proof 2 - Customer/Contract - Summary (LRIJPFK)
   • Billing Proof 3 - Unit - Summary (LRT1PFK)
   • Billing Proof 4 - Facility/Unit - Summary (LRB5PFK)
   • Billing Proof 5 - Customer/Contract (L2F4PFK)

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