M4 Systems
Advanced Recurring Billing
(ARB) User Guide
M4 Systems Ltd
Tel: 0845 5000 777
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Table of Contents
Overview --- 7 Introduction --- 7 Summary of Features --- 7 Key Benefits --- 8 Installation/Maintenance --- 9 Software Prerequisites --- 9Installation & Configuration --- 9
Software Installation with Installer --- 9
Create / Upgrade Tables --- 11
Add RB Shortcuts--- 12
RB through Web Client --- 13
M4 Connection Setup --- 13
Setting up Security --- 14
Alternate/Modified Windows --- 14
RB Security Access – Task and Role--- 15
Create Security Task for Admin Users --- 15
Create Security Task for Regular Users --- 16
Create RB Security Role --- 16
Upgrade --- 15
Manual Upgrade/Removal --- 18
Running RB --- 19
Application Setup --- 20
Product Registration--- 20
Enabling Recurring Billing Companies --- 21
Contract Billing Setup --- 22
Deferral – Account on the Contract Line--- 24
Imported Contracts and Lines Status --- 24
Pricing Method --- 25
Notice Period --- 25
Minimum Period --- 25
Item Setup --- 25
SOP User Defined Setup --- 27
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Contract Line Text Fields Name Setup --- 28
Contract Classes --- 28
Pricing Method --- 30
Enable/Disable Billing Frequency --- 30
Important Notes for Final Bill Calculation--- 31
User Defined Setup --- 32
User Defined Fields Setup --- 32
Global Additional Fields --- 34
Additional Fields Example 1 – Contract Additional Fields --- 34
User Defined Costs Setup --- 35
Additional Fields Example 2 – Using User Defined Costs --- 36
M4 Recurring Billing – Cards --- 38
Approvers - User Settings --- 38
Contract Admin or Advisor Role --- 38
Contract Approver Role --- 39
Approval Example 1 – Invoice Limit --- 39
Master Record Maintenance --- 40
Item Maintenance --- 40
Discount Items --- 42
Debtor Maintenance --- 43
Item Class – Setting Deferral Account--- 44
M4 Recurring Billing – Transactions --- 45
Contract Entry - Header --- 45
Contract Entry - User Defined Additional Fields --- 47
Comment ID --- 48
Adding Notes on Contract Header --- 48
Billing Frequency --- 49
Creating Contract Lines --- 50
Deferral on Contract Line --- 53
Costs on Contract Line --- 53
Discount Item --- 54
Example for Running Billing in Advance --- 55
Leap Year Calculations --- 56
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Leap Year Example 2 – Difference between Annual Daily and Periodic Billing --- 56
Contract Line - User Defined Additional Fields --- 57
Adding Notes on Contract Line --- 58
Action Buttons on Contract Line --- 58
Contract Entry – Actions --- 59
Contract Entry - Exporting --- 59
Contract Entry - Importing --- 60
Contract Header - Status --- 60
Editing Contract Lines --- 61
Contract Line Example 1 – Annual (Daily) Billing Period is Part of Leap Year--- 62
Contract Line Example 2 - Annual (Periodic) Prorated Today Included with Price from Item --- 64
Contract Line Example 3 - Annual (Daily) Prorated Today Included with Price from Item --- 64
Contract Line Example 4 – Quarterly (Periodic) Include Today Set --- 65
Contract Line Example 5 – Monthly (Periodic) Prorate full Period Include Today --- 66
Contract Line Example 6 – Monthly (Weekly) --- 67
Use of Revise --- 68
Important on Line revise: --- 70
How to Hold Contract --- 70
Contract Approvals --- 71
Approvals and User Roles --- 71
Multiple Approvals --- 72
Referring Contracts --- 73
Submit Recommendation - Advise --- 75
M4 RB Routines --- 76
Importing Contracts --- 76
Important Notes for Import/Export --- 76
Excel 2013 – Template --- 77
Contract Classes --- 78
Import Example 1– Contract Class Import --- 79
Contract Header --- 79
Import Example 2 – Contract Header file without Import ID --- 81
Import Example 3 – Contract Header file with Import ID --- 81
Contract Lines --- 82
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Import Example 5 – Contract Lines with Import ID--- 84
Importing Procedure --- 86
Contract Import Error Handling --- 86
Export of Existing Contracts --- 87
Contract Header Tab --- 87
Contract Lines Tab --- 87
Contract Header User Defined --- 87
Contract Lines User Defined --- 87
Billing Routine --- 88
RB Billing Preset --- 90
Creating New Preset for Billing --- 90
Selecting Preset --- 92
Billing - Report Only --- 93
Create RB Invoices --- 94
Billing Example 1 - Quarterly (Periodic) Prorated with Bill all Periods Due --- 96
Billing Example 2 – Quarterly (Daily) Prorated with Bill all Periods Due --- 97
Billing Example 3 – Bi-Annual (Periodic)--- 98
Billing Example 4 – Bi-Annual (Periodic) with RB start Date --- 99
Billing Example 5 – Using Discount Items --- 100
M4 RB Enquiry --- 102
Advanced Search --- 102
Advanced Search Example --- 103
Contract Enquiry --- 103
Billing History --- 105
Recreate Invoice --- 108
Contract Entry and Line - Billing History--- 109
Audit Billing Run --- 110
RB Integrations --- 112
Direct Debit Integration --- 112
Integration with M4 Advanced SOPGL --- 112
SOPGL Example – Sales Distribution Taken from SOPGL --- 112
Integration with PO --- 113
Purchase Order Entry - RB Contract Link --- 113
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RB Deferrals --- 115
Deferral Example 1 - Equal per Period and 2 Billing Frequencies on Invoice --- 115
Posting Date on Deferrals --- 118
Deferral Example 2 – Days in Period --- 118
Deferral Example 3 – Using Billing Recognition Account --- 119
RB Utilities --- 123
Re-pricing Utility --- 123
Index Entry --- 123
Index Values --- 124
Running Re-pricing --- 124
Re-pricing Example 1 – Using Index --- 125
Re-pricing Example 2 - Adding a set Percentage --- 127
Re-pricing Example 3 - Manual Price Modification --- 128
Clear Lock Utility --- 129
To Cease Contract --- 131
To Cease a Contract Line --- 131
To Cease all Lines on a Contract --- 134
Cease Example 1 – Line Calculation - Leap Year --- 135
Cease Example 2 - Monthly (Monthly Price) --- 135
To Stop Billing a Contract --- 137
Cease Example 3 – To Stop Billing Already Billed Contract --- 137
Using End Date on Contract Header --- 139
Cease Example 4 – Stop Billing Contract with Several Lines--- 139
Test Case - Stop Billing Line using Auto End Date --- 140
Final Bill Calculations --- 143
Example 1 - Monthly (Periodic) Monthly Price Type --- 143
Example 2 - Quarterly (Periodic) Prorated Annual Price Type --- 145
Update Contract Status --- 148
Ceased/Closed Process --- 149
Example 3 – Ceased/Closed Contract --- 150
Manually Update Contract to Ceased / Closed --- 150
Appendix A – Known Issues --- 151
No Billing Frequency on Contract Line --- 151
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Advanced Search --- 153
Missing / not Updated Stored Procedure --- 153
Login Failed for non-sa User --- 153
No Contract are Displayed --- 153
No Credit Amount on Cease --- 153
No Deferral Account on Contract Line even Deferral is Checked --- 155
Imported Contract - No Annual Price on Contract Header --- 155
Error on Import – Unhandled Exception --- 156
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Overview
Introduction
M4 Advanced Recurring Billing automates the billing of any items (typically services) which need to be billed on a regular basis.
In addition to automating regular billing, this module is able to handle any ‘one-off’ or ad-hoc billing that may be part of a contract, such as set-up fees.
The module assists with the management of processes involved with setting up contracts, such as approvals for changes.
M4 Advanced Recurring module keeps track of all changes and keeps historical data for all details of invoices generated.
The module also improves on standard SOP functionality particularly with regard to period based billing and period based pricing.
M4 Advanced Recurring Billing has been developed using Dexterity (the same programming language used to develop Dynamics GP) and it seamlessly integrates with other Dynamics GP modules, particularly Sales Order Processing and Inventory.
Summary of Features
Seamlessly integrates with Dynamics GP Sales Order Processing and Inventory modules
Records all key contract data such as:
dates created, changed and approved
entered by user id, approved by user id, key contacts items, descriptions, prices
billing periods, billing frequencies Improved time-based pricing functionality
Maintains an historical record of all contract billing Includes full multi-currency functionality
Reliable reprinting of historical invoices
Handles terminations, notice periods and resulting credits
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Re-pricing ability with indexing
Variety of user defined fields for Contract Header and Contract Lines including costs Advanced Search by various criteria in all GP companies
The ability to enter / upload prices for use on contract lines Export to Microsoft Excel functionality
Integration with M4SOPGL Defaulter
Integration with PO
Deferred Billing
Key Benefits
Re-keying of recurring data at each billing cycle completely eliminated Re-import of recurring data at each billing cycle completely eliminated
Review by managers reduced considerably
Accuracy improved, in terms of:
credit notes reduced
less risk of billing and revenue being missed less chance of irritating customers
all billing controlled within one secure system
Improved control:
approval can be more focused upon setting up the contract correctly more focus on correct pricing
within the accounting system better security is applied to procedures
Some upstream legacy systems may be removed helping to reduce costs
Audit and regulatory factors:
full history of all changes with accurate invoice reprint, version and change control
approvals procedure
segregation of duties easy to enforce
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Installation/Maintenance
Software Prerequisites
Microsoft Dynamics GPAdvanced Recurring Billing v12.x.x has been designed to work with Dynamics GP v2013 Microsoft Dynamics GP v12 must be installed on the machine.
Important: There are separate RB versions for GP12 SP2 and GP12R2 Server Components
Windows Server 2003 SP1 or higher with .NET Framework 4
If you plan to refer Contract and send e-mail notifications, M4SendMail utility needs to be installed inside GP folder
Microsoft Office Excel version 2003 or later
Installation of the M4 .Net Connection Provider (see below) Client Components
Windows 7, Vista or XP or with .NET Framework 4.0
If you plan to refer Contract and send e-mail notifications, M4SendMail utility needs to be installed inside GP folder
Microsoft Office Excel 2003 or later
Installation of the M4 .Net Connection Provider (see below)
Installation & Configuration
The installation and configuration of recurring billing has several phases 1. Install the software
2. Launch Microsoft Dynamics GP as the “sa” user and accept the new code 3. Add a shortcut to the RB main menu (optional)
4. Set security to recurring billing alternate windows Software Installation with Installer
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Click on Next to proceed to the next step in the installation process.
The installation directory will be displayed. Click Install to start the installation. A progress bar will be displayed during the installation. After M4 Recurring Billing is installed, a
message will be displayed. Click Finish to exit the wizard. Repeat the installation on all client PC’s.
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2008/2012, Windows 7/8 or Windows Vista an approval message will appear. For non-administrator users the installer will prompt for an account with non-administrator rights. If UAC is not on, warning message will appear for
user without administrator’s rights: Add Code to Dynamics.dic
Launch Microsoft Dynamics GP as the “sa” user and accept the new code:
Create / Upgrade Tables
After applying a new chunk file, first time the “sa” user logs in, the Create/Upgrade Tables window will open. It is crucial that this process is undertaken, as the tables need to be recreated, (data will be exported and returned back) and new RB version will be written. While the create/upgrade tables is running, the status bar will display the progress that has been made. After successfully upgrade the message “Finished successfully” will appear on the Create/Upgrade Tables screen (shown below) and current Product Version column will be populated. Please notice the Product Version and Build fields will be set to the new release version. This version number is displayed on the bottom right of the RB main menu window. Close the Create/Upgrade window.
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Note: In case if Create/upgrade error, please check if all old RB dictionary files are removed from GP and GP Data folders.
Add RB Shortcuts
Shortcuts are displayed in the upper part of the navigation pane when Home Page is displayed. If the navigation pane is not
visible, choose the Layout menu and select Navigation Pane.
It is recommended to create two
shortcuts – to Create / Upgrade RB and RB Main Menu windows (depicted right): To add shortcut, Right-click anywhere in the list of shortcuts and choose Add than select Other Window, expand Sales and choose RB Main Menu.
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RB through Web Client
If using Gp2013 web client access, as Tools menu is not available, please add shortcuts to RB Main menu or RB windows you intend to use. In addition, all RB menus are available
through Sales menu.
Please note that MS Excel functionalities are not supported in current GP Web Client version. Also due to GP web client restrictions advanced search is not working.
M4 Connection Setup
This module is used for setting database connection (username and password) for various M4 DLL Products. Setup involves window with username and password, which will be used for .Net connections.
Setup can be found under Tools >> Setup >> System >> M4 Connection Setup Important: To access M4 Connection Settings use sa user or user with dbo rights!
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Note: This user will be a member of DYNGRP Role and will have Select, Insert, Update, Delete and Execute permissions on all tables, stored procedures and functions inside DYNAMICS and GP Company DB’s.
Note: If a new GP company is added after setting m4dotnet user, there message will pop up during login into a new company. This will be resolved by giving the m4dotnet user access to the newly created company.
Setting up Security
Advanced Recurring Billing utilises two modified windows. The security needs to be granted to these windows instead of the standard GP windows or the users will not see the advanced recurring billing functionality.
Alternate/Modified Windows
Refer to: GP Tools >> Setup >> System >>
Alternate/Modified Forms and Reports,
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RB Security Access – Task and Role
For users that need access to RB or part of RB, user needs to create Security Task for RB and define Security Role for RB. Security tasks contain the windows, reports, and other
resources that users need to access to complete tasks in Microsoft Dynamics GP. Those users will add this role so they will be able to use RB module.
Create Security Task for Admin Users
1. Open the Security Task Setup window
(Tools >> Setup >> System >> Security Tasks) 2. Enter a task ID – RB ADMIN
3. Enter a name and description for the task. 4. Select a category for the task - Sales
5. Select a M4 Recurring Billing product from the Product list 6. In the Type list, select the type Windows
7. Using the Series list, specify the series you want to set access to Series – Sales – Mark all
Series – System – Mark all Series – 3rd Party – Mark all Series - Company – Mark all Series - Inventory – Mark all Series - Purchasing – Mark All
8. Using the Access list, mark an item to grant access to it and unmark an item to remove access.
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Important: In case of upgrade from previous versions, please check Access List. Create Security Task for Regular Users
Product: M4 Recurring Billing
Type: Windows
Series: Sales, System
Access list: Can be like on the window below, or can be changed
Important: For Regular users, access need to be set for RB Main Menu!
Create RB Security Role Use the Security Role Setup window to create new security roles. Security roles can contain multiple security tasks and can be assigned to users to provide them with security access to groups of tasks in Microsoft Dynamics GP.
1. Open the Security Role Setup window.
(Microsoft Dynamics GP menu >> Tools >> Setup >> System >> Security Roles) 2. Enter a role ID.
3. Enter a name for the role. 4. Enter a description for the role.
5. Select a category from the drop-down list to display the tasks for that category 6. Mark the security tasks that users who are assigned to this role should have access,
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Upgrade
To upgrade from previous versions of M4 Recurring Billing run the installer. Click on Uninstall to remove the installed version first. Once the uninstall process has completed close the installer. Next, run the installer again to install the new version of the product. Refer to Installer link for full instructions on
installation. After the
installation has completed go to the Create / Upgrade Tables section.
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Manual Upgrade/Removal
To upgrade M4 RB module follow the steps below:
Also, refer to M4.Net_Connection Provider Installation, if not already installed. For upgrade or removal:
1. Make a copy of Dynamics.set file
2. Remove old M4R27521.dic from GP folder
3. Copy the software code into your Dynamics GP client directory. Chunk File M4RB12XX (xx- depends on version)
Application.M4RecurringBilling.dll
4. Copy the software code into your Dynamics GP AddIn client directory: RBAddIn.dll
5. Launch Microsoft Dynamics GP as the sa user and accept the new code
6. After applying a new chunk file, first time the sa user log in the Create/Upgrade Tables window will open.
7. If needed update stored procedure inside Create/Upgrade Tables window
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Running RB
After a successful setup, including setup of the appropriate security, start the application. RB is included inside GP Tools menu:
If you prefer, start using Recurring Billing from RB Main Menu (shortcut previously created):
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Application Setup
Before using the Contract Entry, it is advisable to go through Setup, define Approvers, select RB Companies, create Contract Classes and define UD fields and costs.
Product Registration
The RB Registration can be accessed from RB Main Menu or use Tools >> M4 Recurring
Billing >> Registration, or from Sales Home >> Setup Section
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On the Registration window, verify that the correct version has been installed; this can be seen on the Version No and Build No fields.
Enabling Recurring Billing Companies
M4 Advanced Recurring Billing can be selectively enabled in the companies in use in
Microsoft Dynamics GP. To enable recurring billing for Dynamics GP companies either select RB Companies from the RB Main Menu or navigate to the window using Tools >> M4
Recurring Billing >> Setup The same window is accessible from Sales Home >> Setup Section:
The company names displayed in the scrolling window are the companies that have M4 Advanced Recurring Billing enabled.
To add a GP company that is not currently showing in the list:
Select the required company using the lookup icon next to the company name field
Select the Add Company button
The new company name will appear in the scrolling window and M4 Advanced Recurring Billing functionality will be enabled for that company.
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saved inside Item Maintenance window. In addition, Advanced Search utility will not display contracts that are from disabled GP Company.
Contract Billing Setup
The Contract Billing Setup window is used to define the default settings used by the M4 Recurring Billing Module. Either select Setup from the RB Main Menu or navigate to the window using GP Tools >> M4 Recurring Billing >> Setup >> Contract Billing Setup Select the Billing U of M Schedule that is required. This may be typed into the field or selected from those available using the look up icon next to the field to search the options available. (The Billing U of M defines the default Units used on the Contracts set up)
Disable RB Invoices - this option is relevant for RB History. If it is checked it will not allow price change inside the invoice created by the billing routine – see Disable RB Invoices inside Billing History Section
Mail Server Name or IP needs to be setup, to accomplish referral e-mail process. For more information concerning this item about refer to the Editing Contract Lines
section later in this guide
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Show Once Off charges in Annual Price/Cost – if not checked cost for lines with Once billing frequency will not be taken into Annual Cost and Annual Margin calculation (depicted below)
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Year must have full value e.g. 2013 not 13 (YYYY not YY))
Date must be formatted with ‘all numbers’ not letters (e.g. ‘avg’ for 8th month)
Master Update Item Description - Setup to set Extra descriptions from Item Maintenance window to be updated from contract line (depicted right):
Note: After upgrade, setup window must be open and closed. Deferral – Account on the Contract Line
Determines how the account on contract line will be presented, will it be Deferral (Balance Sheet) or Billing Recognition Account (Profit &Loss) when deferral for that contract line is created. RB setup is taking settings from GP:
More about these settings can be found inside Deferral Example. Check also Item Class Additional Menu for Deferral accounts.
Imported Contracts and Lines Status
This option is for Importing Contract Data - choose between Draft or Submitted
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Pricing Method
Price Levels - billing calculation will be performed according to Price Level/U of M/ Currency ID for the contract line (From/To Dates will not be considered) , (Price levels need to be defined at Customer side)
Date Sensitive Pricing - standard RB pricing which includes From/To Dates, from Item Price List
Notice Period
Notice Period - defines time schedule for notice; default period in months or days to be used for contracts before cease can be performed.
Minimum Period
Minimum Period - defines time schedule for notice – period in months or days (from Live Date) which must elapsed before contract can be ceased
Note: Notice and Minimum Period are visible on both Contract Header and Contract Lines window.
Item Setup
For the items, there are two options:
Use Contract Class Items - if this option is checked, only items that belong to the selected Contract Class will be available inside Contract line entry window. For further information refer to the Contract Classes section in this guide
Use All Items - if this option is selected, all items will be available inside Contract line entry window. For further information refer to Contracts Lines later inside User Guide
RB Start Day – 1-31- day of the month used to bill from on schedule bill
Important: This day will be used as a first circle date; for example, Contract lines will have first circle date set to 15th of the month.
RB Start Month – Month to bill from on schedule bill- choose among months displayed in drop down list
Important: This month, together with RB Start Date will be used as a fist circle date, for Annual Billing contract line.
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Important: RB Start Day /Month will be used only for Pro Rata contract lines.
Important: If using Price Lists for Items (not adding item price manually) it is important to define RB Start Date/Month on RB setup level for all items or on each item individually. Important - Ability to define Period
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SOP User Defined Setup
If check box is marked that field value will be assigned to user-defined field
accordingly.
After billing, SOP User Defined and Document Detail Enquiry windows (depicted) will have fields populated. Pro Rata Options
Pro Rata Only – this option will count billing days until the end of billing period (end of month end of year etc...)
Pro Rata + Full Period (based on grace Period) - on the right side, there is Grace Period Setup for selected Billing Frequency. Depending on Grace period the billing period will be different (see tables below)
Pro Rata + Full Period – based on billing frequency pro-rate will be added into calculation with full period
Note: Those options are valid only of a Pro rata is checked inside Contract Line Entry. Below are tables explaining billing period for different RB date and Pro-rata set:
Frequency Annual (Daily /Periodic) No Pro rata
Annual Daily/Periodic Prorated
Annual (Periodic/Daily) Prorated
Pro Rata Options no Pro Rata Only Pro rata + full period
First Circle Date 01/04/2013 01/04/2014 01/04/2014
Next Billing Start Date 01/04/2013 01/04/2013 01/04/2013
Next Billing End Date 31/03/2014 31/12/2013 31/12/2014
Billing Period(Days) 365 275 640
Next Billing Period Amount
1,200.00 904.11 2.104.11
RB Live Date 29.02.2012 Billing Period in Days
Monthly Quarterly Annually
Pro-Rata Only 1 32 (29/02 -31/03) 307 (29/02 – 31/12) Pro-Rata + Grace Period
25 days
32 32 307
Pro-Rata + Grace Period (not set)
1 32 307
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RB Live Date 17.11.2012 Billing Period in Days
Monthly Bi Annual Pro-Rata Only 14 (17/11-30/11) 45
Pro-Rata + Grace Period (12 days) 14 45 (17/11-31/12) Pro-Rata + Grace Period (20 days) 45 45
Pro-Rata + Full Period 45 45
No Pro-Rata 76 (17/11-31/01) 181 (17/11- 16/05)
Contract Line Text Fields Name Setup
ID Field Name and Two Text field labels can be defined here. If not redefined, default labels will be used. Fields are part of Contracts Lines, also used in Advanced Search and displayed in Billing History.
Contract Classes
Contract Classes are used to group contracts for reporting and set-up options. If using Items from Contract Classes RB Setup, each Item need to have Contract Class assigned. More about adding items to Contract Class can be found in Item Maintenance section. To access Contract Classes, either select Contract Classes from the RB Main Menu or navigate to the window using Microsoft Dynamics GP >>Tools >> M4 Recurring Billing
>>Setup>> Contract Classes, or from: Sales Home – Setup section >> M4 Recurring Billing
Select Add Contract Class to define a new contract class or select a class listed in the scrolling
window and select Open Contract Class to amend the settings for a preciously defined contract class. For each contract class key fields are:
Contract Class – required, identifies the class throughout the system. Description – text field where a description of this class can be defined
Contract Prefix - this is user-defined prefix to be concatenated with incrementing number to form the main contract ID for all contracts within this class. It must be unique, i.e. other classes may not use same prefix - this is to ensure that all contracts have a unique ID
Next Contract ID– next number for a new contract within this class. Every time a new contract is created this number automatically increments by 1. It may be changed in order to fit in with existing sequence or to change a sequence. Concatenates with the prefix to form a unique contract ID – each class therefore has its own sequence of numbering
Next Contract No – next contract number to be used with this class
Invoice SOP Type – default SOP Invoice type to be used for contracts within this class; if left blank Default SOP ID from price tables used
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Use Contract Class Addresses – checkmark option if checked Bill To and Ship to Addresses can be added; If it is marked addresses have to be populated and these addresses will be used on the contract header; If it is not marked addresses are greyed out and customer addresses will be used on the contract header
Default Bill to Address – default address ID indicating which address should be used for addressing Invoices for contracts within this class
Default Ship to Address – default address ID indicating on Invoices where the service was delivered to for contracts within this class
Notice Period - default period in months or days (as defined in setup) 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 - period in months or days (as defined in setup) in which contract cannot be ceased (from Live date) which must elapsed
Referral email – email used for Referring Contracts – this is recipient email
Allow line zero amount – contract lines with zero amount can be created, this is allowed by default
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Anniversary Rule – if this is ticked then this is the means that the contract renews each year. Anniversary rule is not to apply to one-off items." (If frequency is once then do not apply the rule). For item frequency see Contract Lines. For further information
concerning applying an Anniversary rule see the Cease section in this guide
Default Use Pro-Rata - for Default if this should be ticked or not on contract line. If ticked, When user adds a new line this should be defaulted
Enter Price Manually – checkmark box –if this option is marked on the class
maintenance screen contracts that belong to this class will have this option marked by default on each new contract line
Bill Period Include Today Date – user date will be included (see example below) in billing time span, for periodic contract that will be end of current period like end of month or end of year, this setting exists on Contract Header too
Final Bill Calculation (based on Price Type) - If option is marked then RB will only allow prices to be entered manually on the contract line and will not allow price changes once the line has been billed for the first time. For any Price Changes - user must cease line and then add a new line. In case of price change, a warning message will pop-up and prevent change)
Pricing Method
Price Levels - billing calculation will be performed according to Price Level/U of M/ Currency ID for the contract line (From/To dates will not be considered)
Date Sensitive Pricing - standard RB pricing which includes From/To dates
Note: This needs to be the same as for Debtors, which will be used for contracts inside this class.
Override Item Deferral - deferrals are defaulted based on Item Class Master, can only be overridden in line if option is enabled within setup
Note: If Deferral account is not set on Item master and overwrite is not enabled deferral account will be greyed out and not populated.
Deferral Method - ability to define the deferral to be based on "Days in Period" method or “Equal per Period”
Enable/Disable Billing Frequency
This checkmark shows ability to enable/disable Billing Frequencies by Contract Class. When creating new Contract Class, all frequencies will be enabled by default. More about Billing Frequencies can be found in Billing Frequency chapter.
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Tip: There is a Clear button added – use it to clear the screen for new entry.
Important - Delete button - only classes that are not used on contracts or items can be deleted.
Important Notes for Final Bill Calculation
For Final Bill calculation, two fields are introduced to Contract Line: 1. Total Billed To Date
2. Original Live Date
Final bill Calculation is performed only when line is ceased.
FB Billing Period is calculated from ‘Original Live Date’ to ‘RB Cease Date’ Billing Period cycle date is ‘Original Live Date’
Final Bill Calculation founds number of whole periods contained in ‘FB Billing Period’, bills period price amount for periods found. Outstanding days are calculated by daily price. Because Cycle Start Date for this calculation is different from RB Start Cycle Date, then difference in amounts calculated in Final Bill and those billed in RB can be significant. For more information, please refer to FBC examples inside this user guide.
Note: Final Bill calculation can be used only for Price Levels Pricing Method
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User Defined Setup
Dynamics GP >>Tools >> M4 Recurring Billing >>Setup>> Used Defined Setup Dynamics GP >>Tools >> M4 Recurring Billing >>Setup>> Used Defined Cost Setup
From RB main menu click on User Defined Setup will open drop down list with two options: User Defined Fields and User Defined Costs.
User Defined Fields Setup
In addition to all the standard fields in M4 Advanced Recurring Billing, a number of user-defined fields can be configured to hold information appertaining to the contract header or contract lines that is appropriate to the company using the Module. This enables each implementation to be tailored to the information requirements of the company using it. When new contract is been created the additional button gives access to the screen where the required information can be entered.
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For example, we can define the user-defined fields for the contract header as follows:
List field is unchecked for the purpose of this test, and UD line entry look like on the screenshot below: (the unchecked field is not available):
Up to five List type fields can be defined with associated drop down list values that can be selected by the user when they define the contract header. These list items need to be defined before the user adds the contract header. They are defined by selecting the expansion icon next to the field to be defined.
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Important: Pick List 1 value if set and populated can be used as a filter in Billing process.
Up to 10 Text type entry fields can be defined Up to 5 Date type entry fields can be defined Up to 4 Number type fields can be defined Up to 3 Currency type fields can be defined
Up to 3 Boolean (tick box) type fields can be defined Global Additional Fields
If Global fields are added inside UD setup, those fields will be available inside all GP companies.
Note: Global setup can be applied on User Defined fields and on User Defined Costs Additional Fields Example 1 – Contract Additional Fields
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Similar is for the contract line: When a new line is created, Use Additional to add extra fields.
Important: Used defined fields can now be exported to the report, using Report Writer function
rw_TableLineString, and passing in “UD” as report name parameter. More about this can be found in separate technical document.
User Defined Costs Setup
New window with 20 User Defined Costs field which sum up as a total on a Contract Line and sub of all lines costs is displayed on contract header:
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Like on standard UD fields, setting can be defined by GP Company or on Global level. Only costs that are checked will be visible on contract line.
Important: For Once-Off frequency cost Check RB Setup
Additional Fields Example 2 – Using User Defined Costs
Inside contract line, several costs are defined (based on User Defined Costs Setup) and sum with contract id and line number is displayed on bottom right of the User Defined Costs window:
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M4 Recurring Billing – Cards
An Approvers/Advisors/Admin screen (restricted to users authorised to access this form) is designed for managers who need to define GP users and assign roles to manage contracts and contract data. The three different roles coexist and can be created: Admin, Advisor and Approver.
Cards menu of M4 Recurring Billing consists of Approvers/ window:
Important: GP user can exist inside one role only. To move user to another role, first delete it from one role then assign to the new role.
Approvers - User Settings
Either select Approvers from the RB Main Menu or navigate to the window using:
Tools >> M4 Recurring Billing >>Setup>> Approvers; Approver/Advisors window is also
accessible from Sales Home >> Cards >> M4 Recurring Billing Contract Admin or Advisor Role
For Admin and Advisor, Maintenance window looks the same, containing the fields below. Admin has all rights and Advisor role cannot approve but can set advised status.
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User E-mail – for sending referral e-mail – this email will be used as sender email
Contract Class - In order for a user to have access to contracts within a class they need to be assigned to that class. To assign a new class to a user select the class using the lookup icon next to the contract class field and select the Add button. After user has a class assigned, it will be displayed in the scrolling window. A user can be associated with one or more contract classes
Contract Approver Role
In addition to fields listed above, Approver has Limit fields added.
Invoice Limit – An amount of money that defines the limit that this user can approve invoices up to (For further information see the
Approval screen section in this guide)
Cease Limit - An Amount of money that defines the cease limit for this user (For further
information see the Cease section in this guide) Important: For Approvers an amount of money that defines the Invoice limit and Cease Limit need to be defined. These are limits that the selected user can approve for Contract or for Cease for contracts within the classes assigned to them. An Approver can see only submitted contracts with amounts less than their defined limit on their approvals screen.
Approval Example 1 – Invoice Limit
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1. Amount is equal or less than the limit set on the user 2. The contract is in a class that has been assigned to the user. 3. The contract has been submitted
Master Record Maintenance
The creation and maintenance of master records is vital to the use of the M4 Advanced Recurring Billing module - It is important to ensure that the items & Debtors master records are accurate before proceeding to Contract Entry.
Item Maintenance
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be used to limit the items that can be added to a specific type of contract and is Use contract Class items is define inside RB Setup. To add Items to Contract classes use Item Maintenance (RB) window (depicted below). For further information on Contract Classes, see the RB Classes section of this guide. In addition, there is a checkbox user to define if Item is to be deferred or not, and a checkbox user to define if item is discount type or not.
Extra Descriptions are added in this window, if set those descriptions will be populated on each line. For more information check RB Setup.
Note: Inside Contract Class, there is an option to overwrite Item deferral.
For each item use the Go-to button and choose Price List to open the Item Price List Maintenance window (RB). Within is window the prices for the contracts are created. For each price level entered, the From Date field needs to be added to select the proper time interval for using the selected price level. Select the Calendar icon under From Date to select the appropriate date.
Note: Price list does not need to be set if using One-Off Pricing (enter price manually) for the Item.
Note: If not using RB start/end date, Item needs to be set with the same Price Level and UOM as inside contract line.
Note: If this screen is not updating with dates, please check if your GP Company is enabled.
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date set (first four lines) and last two lines showing quarterly billing amounts for RB date not set:
Note: If Price list is not being used then the billing process takes the Price Level from the Debtor ID.
Note: If the security error is generated on Item Maintenance window, check Security Settings.
Discount Items
Discount Item billed amount will be deducted from Contract total, passed to SOP as negative amount.
Note:
If price is added manually, the value will automatically become negative In Price List, discount Item must have negative Price amount
In case of using deferrals on discount items:
Item need to be a part of Item Class that has deferrals set
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More about discount items billing can be found in Example below.
Debtor Maintenance
Use the Debtor Maintenance window (Cards >>Sales >> Debtor) to add and modify Debtor/Customer records and information. For Price level, enter or select the price level you use most often when selling items to this customer. Use lookup button to choose Default Price level. Set up the Currency for the Debtor/ Customer. From Debtor
Maintenance window, click on Options button, Open Debtor Maintenance Options Window and check Currency ID.
Enter the currency ID for the currency typically used by the selected customer. This will be used as the default currency ID for this customer. This field is available only if you are using Multicurrency Management and you selected Open Item in the Balance Type field.
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Item Class – Setting Deferral Account
On Item Class, there is Additional window, which holds the Deferral Account.
Based on this setting and inside Contract Class deferral account will be added on contract line:
If deferrals are set differently -Using the Profit and Loss method, you can identify up to four accounts, which allows greater detail in financial reporting
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M4 Recurring Billing – Transactions
Contract Entry - Header
Contract Entry window is used to add and maintain the contracts in Microsoft Dynamics GP. It can be accessed either by selecting Contract Entry form the RB Main menu. Relevant key fields are:
Contract Class – choose one from among those already created. Only classes that user belongs to will be displayed, for more see Contract Classes
Contract ID – this is generated upon setup criteria e.g. Customer ID plus an auto-incrementing number (set up from class – Next Contract ID)
Hold – checkmark to Hold/Unhold, can be applied only to live contract after revise
Description – description of the contract or overall services; populated with Contract Class description by default, but this can be overwritten
Contract Ref – editable field on Contract Entry, when new contract is created or imported, Contract Reference field is defaulted with Contract Number, When SOP is created, Contract Reference becomes GL reference
Default Live Date – date from when the contract can start billing from ; for contract the default date must be setup, this date will go for every item in the contract line, but can be changed
RB Start (Day-Month) – this setting will overwrite setting from item and from RB setup
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End Date - date when contract is to finish ; 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
Signature Date – date of signature on contract – Reference; set to GP user date by default; However, this can be modified
Contract Documentation – ability to linked saved files to contract. Each customer will have their own folder specified on the network and a link to that folder will be entered here; browse to folder where relevant document will be stored and saved
Review Frequency – defines how often the contract is reviewed; can be Annually, Quarterly or Monthly
Next Review Due Date – default next review date according to option above specified; calculated as- Default Live Date + Review Frequency
Contract Status – draft as this is a new contract, more about at chapter Contract Status Customer ID - Customer that the contract is linked to - link to Debtor ID selected using
the lookup icon provided. Selected debtor need to be setup accurately prior to contract entry commencing (For further information see the Debtors Maintenance section of this guide), several fields below are populated based on Customers data but can be changed accordingly.
Salesperson ID - If Salesperson ID is populated on the Contract header or line than use it from RB otherwise take from SOP
When the Customer is selected, the rest of fields are automatically populated: Customer Name – from Customer ID
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Return SOP Type - Defaults from contract Class
Currency ID – defaulted from customer, can be changed
Contract Status – automatically set see Contract Status below for explanation Bill to Address - address where Sales Invoices are sent. Lookup field defaults from
Contract Class or Contract Header but may be overridden at line level
Default Supply At – Debtor address – automatically chosen from Contract Class Price Level – taken from Customer , but can be changed
PO Number – field to populate SOP PO Number, there is also a field on PO that refers to Contract ID, follow Integration with PO link
Bill Period Include Today Date – user date will be included inside billing period Total Contract Amount – sum of all Next Billing Period amounts on contract lines
(ceased lines will not count)
Annual Price – sum of annual prices for items on lines
Annual Cost – If set, will be populated automatically from contract lines – using Cost User defined fields
Annual Margin – automatically calculated as Annual price - Annual Cost Cease – Ceased check button
Cease Request Date/Ceased Date – populated if contract is already ceased
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)
Contract Entry - User Defined Additional Fields
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Click on Save to save contract, which is now in draft status. On the bottom right corner, there are the following options: View Line, Edit Line and Create Line. These buttons are used to add the detail of the contact lines to the record. Contract line part consists of several columns; those columns are explained inside next chapter.
Note: Pick List 1 from User defined fields, if set and populated can be used as a filter inside Billing process.
Comment ID
On the bottom of contract header there is a Comment filed from: Administration >> Setup
>> Company >> Comments – Contract Comment Entry:
Adding Notes on Contract Header
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On the left there is icon View Line Note, selected line’s note will open (depicted above).
Billing Frequency
Billing Frequency – defines how often the contract line will be billed. Drop down list consists of several billing frequencies (depending on Contract Class setup):
Monthly (Periodic) - billing days will be generated till the end of the month; also Item Monthly price can be set manually
Monthly (Daily) - billing days will be generated till the end of the month based on Annual Price , Price is calculated as : Annual price(calculated based on price type) /365 = Daily List Price (for a leap year 366 days)
Next Billing Period Amount = Billing Days * Daily List Price ; also Item Annual Price can be added manually
Annual (Periodic)- by default, billing days will be generated from Live date till the end of the year, but depending on Pro Rata Options can be different; no matter of days 365 or 366 price will be the same (see example below regarding annual billing in leap year)
Annual (Daily) – by default, billing days will be generated from Live date till the end of the year, but depending on Pro Rata Options can be different
Once - Billing Period is one day , used for One off entries such as Installation Quarterly (Daily) - Billing Period is calculated based on Live Date till the end of
quarter ; Annual price(calculated based on price type) /365 = Daily List Price Next Billing Period Amount = Billing Days * Daily List Price
Custom - user defines Billing Period in days
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Bi_Annual (Periodic) – billing period is calculated as 6 months , Bi-annual price is taken for price calculation
Bi_Annual (Daily) – billing period is calculated as 6 months , price is calculated as : Annual price (calculated based on price type) /365 = Daily List Price (for a leap year 366 days) ; Next Billing Period Amount = Billing Days * Daily List Price Monthly (Weekly) – Calculation to count occurrences of day selected in
dropdown named “Starting Day of Week” in the month and then multiply with price and Qty for the billing amount
Important: Frequency Monthly Weekly is not using following functionalities: Pro rata, Notice Period and Minimum Period
Creating Contract Lines
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
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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
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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
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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
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Discount Item
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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):
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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
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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
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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
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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.
Contract Entry – Actions
Contract Entry - Exporting
Any contract can be exported. Before export a warning message will popup.
An Excel file will open with tabs containing contract data. There are separate tabs for
header, lines, user defined fields header and UD and costs for lines. About each field refer to
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Contract Entry - Importing
After exported file is edited, it can be imporeted again using import button. All existing Excel files need to be closed first. Click on Actions >> Import and select Excel file. Contract is amended, status is changed to draft, and all lines have now draft status. Also the ContractID number is incremented.
Contract Header - Status
The Contract Status of all Contracts can be viewed from Contract ID lookup window found inside contract entry. On this lookup window, contracts can be sorted by keyword or by any of the shown columns by selecting the provided arrows. To open any contract, double click on it, or use one click and select button. Recurring Billing application uses the following statuses of contracts:
Draft - details entered but not approved, ignored by Billing Routine. Contract lines inside a contract in a draft status are also in draft status. By clicking on the line and then on Edit line button, it is easy to change or delete the line. In addition, it is possible to create more lines inside draft contract.
