There is a separate line for each product or service ordered on the order form, as well as a separate line for each location enablement. For the same service at various locations the lines simply repeat but with different Installation ID’s. In some instances, one contract may only have one line – for example if an order was signed off for one service and at only one location. If any line is amended, deleted or added, then a new version of the contract with an incremental version number will be saved.
To create Contract line use Contract Entry from Main RB Window. Containing relevant fields are:
Line Status – set to Draft as the new line is created
Item - Item records that have already been created can be selected for inclusion on the contract. Use the lookup icon to find appropriate items for this contract.
Important: If in the RB Setup the Use Contract Class Items option was selected the item needs to be added into the class for the contract in order for it to be displayed in the look up list. However, if the Use All Items option was selected all items will be displayed in the lookup list.
Note: Non inventory items cannot be used in RB.
Once the correct item has been located double click on it in the item list to add it to the contract line.
Item Description - from GP Inventory
Extra Description1, 2 - populated from item but editable, they are used on RW reports
Currency ID – defaulted from Contract Entry or Customer
ID – can be used as a Customer Contract Number Reference text field for adding a record of the internal installation record (this filed is used as one of Advanced search filters); label is defined in RB setup
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Text Field 1, 2 – labels on those two fields are defined within RB setup, also part of Advanced search
Salesperson ID - defaulted from Contract Entry; If Salesperson ID is populated on the Contract header or line than use it from RB otherwise take from SOP
Supply At – lookup glass select from Addresses held against the debtor record.
Live Date – Date from when this item can be billed; use calendar icon to select the proper date, each line can have its own date
Note: Contract can be saved without Live date in header, but cannot be submitted.
Anniversary Date - Live Date + One Year
Note: If no item is present inside lookup window check Item Maintenance Go to Cards >> Inventory >> Item and check RB Start Day and RB Start Month Note: Ensure that the Price on the right
changes, as Billing period too. If the price is 0.00, check Debtor Price Level settings.
Billing Period (Days) – automatically calculated based on Billing Frequency
Run Billing in Advance - stores how many days in advance billing can be performed (see example below)
Annual Price – automatically generated
Daily Price - automatically generated calculated Daily Price from Frequency and Annual Price
QTY - Quantity typically “1” for time-related billing however, this may be more than “1”
for products such as software media.
100 % Discount – checkmark button
Discount Value (%, Amount) – A reduction in the amount payable, typically offered if the payment is made by a certain date.
Cease Date and Cease Request Date, QTY to Cease - It is possible to cease just part of quantity. Afterwards Contract line will have Ceased checkmark, and ceased Item will not be part of billing process. For more see Cease
End Date - to enter a contract end date the checkbox for End Date must be selected to make the end date field editable ; more about using End Date can be found under how to Stop Billing Contract chapter inside this guide
Notice Period (Months or Days) defaulted from Contract Class, can be changed default period to be used for contracts before cease can be performed, if left blank, the notice period from price tables is applied.
Tip: Cease Requested Date + Notice Period = Cease Date
Minimum Period (Months or Days)– defaulted from Contract Class, can be changed ; period in which contract cannot be ceased (from Live date) which must elapsed
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Auto End Date – checkmark – if selected Auto End Date on contract line the billing will be stopped at exact date
Notes:
It is not possible to set this date before Last Billing date. For credit generation, current End Date must be used.
Auto End Date can be any date after last billed period or if line is not billed, then any date after live date.
If Auto End Date is reached before Contract End Date, line will be ended with Auto End Date. However, if Contract End Date is reached before line Auto End Date, the whole contract will be ended and Auto End Date on line will not be applied
Item Annual Price – if the Enter Price Manually is checked , this field can be populated manually
Enter Price Manually -checkbox - select this option if the price has to be added manually, if already set inside Contract Class the checked field will be greyed out
Index ID – from previously defined Index, see more inside Index Entry link
Add Percent - % can be added – see Re-pricing
Note: Any new line will pick up current date, for the live Date, unless user specify different.
On the right side of the Contract Line window fields are:
Contract ID – generated as from contract setup
Line Number – 1 for new line, then incrementing
Customer ID - generated from contract entry window
Customer Name – from Customer ID
First Cycle Start Date – first date for billing, RB start date if using Pro-rata
Next Billing Start Date – calculated from User date in GP and billing frequency
Next Billing End Date – calculated from billing start date and frequency As it is a new line, the following will be empty:
Last Billed Date – as no billing has been performed
Last Billing Start Date
Last Billing End Date
The following will be populated automatically:
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SOP Type ID – from the contract heading
Billing U of M schedule – from setup
Billing U of M - lookup will show U of M from Items U Of M Schedule
Price Level – taken from header, can be changed
Annual List Price – annual price for the item
Daily List Price – calculated from annual price/number of days (365 or 366)
Next Billing Period Amount – see Billing Routine later in this guide If the line is being ceased there are:
Credit Start Date – equal to Cease Request Date + 1 day
Credit End Date – equal to Last Billing End Date
Credit Amount – this amount will used for billing On each line, there are two fields for reference:
Total Billed to Date – sum of billing period amounts
Original Live Date – same as Live date , but if date was changed this will display the original value
Deferral on Contract Line
For Items that are set as Deferral, on contract line Deferral will be ticked
Billing Recognition/Deferral Account (as from RB Setup)
Deferral Method - defined from Contract Class and if Overwrite is set method can be changed
Start Deferral Date – set to RB start Date
End Deferral date – defaulted to RB end date, but can be changed- that will change number of periods to defer
Important: If a user changes End Deferral Date, it will be saved and on View line user can check this date, but Edit button will default End Deferral Date to RB End Date.
Costs on Contract Line
If we add some costs on line, this will affect Annual calculations on right side:
Annual List Price
Annual Cost – sum of costs from UD costs screen
Annual Margin – calculated as List Price – Cost
Annual Margin % - amount above in % of Annual list price
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Discount ItemItem set as Discount will have negative amounts for billing.
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Example for Running Billing in Advance
User Date is 16 October, contract line is showing Next Billing Start Date on 1 November 2012 and has an option run Billing in advance for 20 days:
Using this option user can bill this contract using To Date 20 days in advance (depicted below):
Billing Run Report will show:
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Leap Year Calculations
Leap Year Example 1 – Quarterly (Daily) Billing
For leap year the Billing period is 91 days and next billing amount is for 3 months (31+29+31).
Leap Year Example 2 – Difference between Annual Daily and Periodic Billing
Live date is 1.December 2011, for Annual billing period is 366 days as RB calculates leap year.
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If a user needs the same price no matter of leap year Annual (Periodic) Billing need to be selected. If there is a need for price to be different – based on daily price, calculations will be different:
335 days will be calculated with 1200/366 daily price = 1098.36
December is in non-leap year so calculation will be 1200/365 * 31 = 101.92
These two prices calculated together will give next billing period amount as 1,200.28 Contract Line - User Defined Additional Fields
Select the Addition Button to open the User-Defined Fields Entry window for the contract line. If any User Defined fields have been configured this is where the information can be added. For further information, see the User Defined Fields Setup section in this guide.
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Adding Notes on Contract Line
At the bottom, there is a space for Notes. Use Add Note button, create note and then click on Attach. To delete note, click on note and use provided Delete button. When attached, notes are displayed in table view with date/time added, class and User ID. They can be sorted using arrows or by provided keyword. To display all notes use Clear Filter button.
Action Buttons on Contract Line
Save – to save contract line – line gets Draft status. Depending on Contract class, lines with zero amounts can be saved
Delete – by clicking the delete selected contract line will no longer exists
After closing Contract Line Entry Window, the added line is displayed as draft, and any further lines can be created, using the same procedure.
To create new line – use Create Line button
To edit line – use Edit Line button
To view line – use View Line button
Note: Any new line will pick up the current date for the Live Date, unless the user specifies otherwise.
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Tip: Click on Contract line to see the last note on this line.
Next step is to submit the contract. Click on Submit on the top left. To continue with RB process, go to Approvals section. To edit contract or correct contract lines go to Editing section.