M4 Advanced Recurring Billing. User Guide

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M4 Systems Ltd – Dynamics GP Enhancement Series

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Overview

Introduction

Recurring Contract Billing automates the billing of any items (typically services) which need to be billed on a regular basis. It 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.

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. This module also assists with the management of processes involved with setting up contracts, such as approvals for all changes.

This module keeps track of all changes and keeps historical data for all details of invoices generated. It also improves on standard SOP functionality particularly with regard to period based billing and period based pricing.

Summary of Features

 Seamless integration with Dynamics GP Sales Order Processing and Inventory modules

 Records all key contract data such as:

o dates created, changed and approved o entered by, approved by, key contacts o items, descriptions, prices

o billing periods and frequencies  Improved time-based pricing functionality

 Maintains an historical record of all contract billing  Full multi-currency

 Reliable reprinting of historical invoices

 Recreate invoices functionality for RB invoices

 Handles terminations, notice periods and resulting credits  New Import Contract functionality

 Re-pricing ability with indexing

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 The ability to enter / upload prices for use on contract lines

 Contracts can be uploaded from Spreadsheets (contract header and line) as well as from a specified file location

Key Benefits

 Re-keying of recurring data at each billing cycle completely eliminated  Re-import of recurring data at each billing cycle completely obviated  Time associated with managerial review considerably reduced

 Accuracy improved, in terms of: o credit notes reduced

o less risk of bills being missed and revenue being lost o less chance of irritating customers

 All billing controlled within one secure system

 Approval can be more focused upon setting up the contract correctly  More focus on correct pricing

 Some upstream legacy systems may be removed helping to reduce costs  Audit and regulatory considerations:

o full history of all changes with accurate invoice reprint, version and change control

o Approvals procedure

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Installation / Maintenance

Software Prerequisites

Server Components

 Windows Server 2003 SP1 or higher

 For using of import utility on the server- Microsoft Office Excel version 2003 or later

Client Components

 Vista or XP or Windows 7

 Microsoft Office Excel version 2003 or later need to be installed for the import from Excel

User Access Control

The installer is designed to be run as user with administrator’s rights. If UAC is enabled on the Windows Server 2008 server, Windows 7 or on Vista, admin approval message will appear. For non-admin users installer will prompt for Administrator password:

For Windows 7 if UAC is not on, warning message will appear for user without administrator’s rights:

Installer

Installation

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Click on Next, and click on Install. Next, start GP and accept new code. Go to Create / Upgrade Tables section inside this User Guide.

1. Click Finish to close the installation wizard.

2. Launch Dynamics GP and select ‘Yes’ to include new code. 3. Log in as ‘sa’ and select any company.

Create / Upgrade Tables

4. Once logged into Dynamics GP, the Create/Upgrade Tables Window will appear.

5. Select the companies you wish to install this product for and click on

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When the process finishes, you will see the message “Finished successfully” on the Create/Upgrade Tables screen (shown above).

Note: If you are upgrading Advanced Recurring Billing to a newer version, please notice the Product Version and Build fields will be set to the new release version.

Close the window.

Note: For the upgrade prior to version 8.20: You will need to run script UpdateStartAndEndDefarralDates.sql against all RB Companies. This script will update Start and End Deferral Dates to Next Billing Start/End Date

For detail information about upgrade please call or email M4 Support team [email protected].

Upgrade/Uninstall

Uninstall

If Recurring Billing is already installed and you wish to install a newer version of the product or simply uninstall it, do so following these steps.

It is recommended to uninstall the product uninstalled before it is updated. If your previous version includes Installer file, use it to remove the application. Installer file is located locally in:

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Upgrade

1. Run the new installer M4 Recurring Billing v8.2.X_Setup.exe file provided.

2. Follow the instructions mentioned above on the Installation section

Click on Uninstall to remove product first. Close the installer.

Next run it again to install the product. Refer to Installer link. After installer go to Create / Upgrade Tables section.

Note: For the manual removal of this product, please refer to Manual Install/Uninstall at Appendix A of this User Guide.

Setting up Security

To setup or verify security settings go to:

Tools >> Setup >> System >> Alternate/Modified Forms and Reports

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Alternate Windows – security need to be set for Inventory:

Add a Shortcut

To add o shortcut use Shortcuts >> Add>> Add Other Window:

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Running RB

After a successful setup, including setup of the appropriate security, start the application. If you prefer use the RB Main Menu from shortcut previously created:

Ensure that the version is 8.23- displaying on the bottom right on main window.

Product Registration

The RB Registration can be accessed from RB Main Menu or use Tools >>M4 Recurring Billing >> Registration

Register the product by entering registration keys.

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Setup

Recurring Billing Companies

To enable recurring billing for Dynamics GP companies, click on RB Companies from the RB Main Menu, or use Tools M4 Recurring Billing >> Setup

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Important: Enable GP companies before setting up Items/Debtors

Contract Billing Setup

The Contract Billing Setup window is used to define multiple Unit of Measure Schedules to be used by Contracts.

From the RB Main Menu click Setup, or use 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 you may use the look up glass to search the options available. (The Billing U of M is the default Units used on the Contracts set up).

Annual Unit of Measure – for Annual Billing - Click the look up glass and select the Annual Unit of Measure

Monthly Unit of Measure – for Monthly Billing

Once Frequency Unit of Measure – select Unit of Measure Schedule when the item is billed once

Custom Frequency Unit of Measure – select Unit of Measure Schedule for Custom Billing

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If the Item has EACH as Default UOM (as defined inside Setup, Billing frequencies will be displayed).

Disable RB Invoices - this option is relevant for RB History – if checked -will not allow price change inside invoice – see Disable RB Invoices inside Billing History Section.

On the same window Mail Server Name or IP needs to be setup, to accomplish referral e-mail process. More about refer find in Approvals and User Roles section later in this guide.

Item Setup

For the items there are two options:

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• Use All Items – if selected all items will be deployed – see Contracts Lines later inside User Guide

Next two options will be used when Items do not have RB Start Day/Month Set inside Item maintenance Window:

• RB Start Day – 1-31- select number for the start date

• RB Start Month – choose among months displayed in drop down list

Imported Contracts and Lines will have Status - this option is for Importing Contract Data - choose between:

• Draft

• Live/Approved

Review the selections, then click Save.

Contract Classes

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 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 – select among Invoice types; default SOP Invoice

type to be used for contracts within this class; if left blank Default SOP ID from price tables used.

 Return SOP Type – select among Return types- default SOP Return type to be used for contracts within this class; if left blank Default SOP ID from price tables used.

 Use Contract Class Addresses – checkmark option if checked Bill To and Ship to Addresses can be added, if not they are greyed out- If it is marked addresses have to be populated and these addresses will be used on the contract header; If it is not marked, 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 (Months) - default period to be used for contracts within this class, if left blank, the notice period from price tables is applied.  Minimum Period (Months) - period in months in which contract

cannot be ceased (from Live date) which must elapsed

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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. More about applying an Anniversary rule inside Cease

 Enter Price Manually – checkmark box –if this option is marked on the class, for contract that belong to this class each new contract line will have this option marked by default

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.

Approvers – Users Settings

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.

Important: GP user can exist inside one role only. To move user to another role, first delete it from role, than assign.

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 User Role – defined by clicking Create button (create Admin, create Approver)

 User ID – lookup glass for existing GP users (use CTRL –L )  User Name – generated from ID

 User E-mail – for sending referral e-mail (like on screenshot below) (See Approvals and User Roles)

 Contract Class - User need to be in the contract class to see Contracts that belong to that class. Select class, click on Add button. After added, the class must be listed. User can belong to one or more contract classes.

Tip: To clear the screen use Clear button

Approver Role

For each Approver several fields need to be setup:  User Role – defined by clicking Create button

 User ID – lookup glass for existing GP users (can use CTRL-L)  User Name – generated from ID

 User E-mail – for sending referral e-mail (like on screenshot below) (See Approvals and User Roles)

 Invoice Limit – limit set for Invoice which that user can approve – on the Approval screen

 Cease Limit - limit for the cease of the contract – see more about Cease  Contract Class - define one or more contract classes to which Approver

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Important: For Approvers, Invoice limit and Cease Limit need to be defined. These are limits which that user can approve for Contract or for Cease.

Approver can see only submitted contract with amount less than his/her limit. Contracts that belong to class user is assigned to, will be displayed.

Example: On the Approvals Screen (screenshot below), if the invoice limit is

100.00 $ approver can only see invoices below this limit.

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User Defined Fields Setup

For each GP Company (which is set to use RB) extra user defined fields can be added for Contract Header and for Contract Line.

For example if we define for test company contract header to include:

For the User defined type list values need to be defined in advance. Tip: Use TAB to get to the next row.

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RB Contracts

Maintenance

Note: Maintenance part is very important for creating and using contracts. Check Items and Debtors and Setup before proceeding to Contract Entry.

Item Maintenance

Select Cards >>Inventory >>Items and open Item Maintenance window. Every Item which is used in Recurring Billing needs to be inside contract Class. To add Items to Contract classes use Item Maintenance window. For more on Contract Classes see RB Classes.

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For each item use the Go-to button and choose Price List. Within the Item Price List Maintenance window the From Date field needs to be set up.

For each price level, click on Calendar Icon under the From Date, to select the proper time interval for using the selected price level.

Also Default UOM needs to be the same as the one defined inside RB Setup. Note: If the RB Start Day/ Month is not set on the item, RB with use the settings from Setup.

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Note: If this screen is not updating with dates, please check if your GP Company is enabled

Note: If the security error is generated on Item Maintenance window, check Security Settings.

Debtor Maintenance

Use the Debtor Maintenance window (Cards >>Sales >> Debtor) to add and modify Debtor/Customer records and information.

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Important: If any of those options are not fulfilled the result will be null value of price on contract line - see picture bellow

Contract Entry

Contract Entry window can be easily accessed in a single click from the Main Menu. Relevant key fields are:

 Contract Class – choose one from among those already created.

 Contract ID – this is auto-generated upon setup criteria e.g. Customer ID plus an auto-incrementing number (set up from class – Next Contract ID)

 Description – text field – populated with Contract Class description by default , but it is editable

 Contract Ref – memo field, such as Contract ID from other system such as eContracts.

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 Contract Documentation – browse to folder where relevant document will be stored and saved.

 Review Frequency – select Annually, Quarterly or Monthly

 Next Review Due Date – calculated as- Default Live Date + Review Frequency

 Customer ID - link to Debtor Details in RM Tables – lookup button provided. Selected debtor need to be setup properly (see Debtors Maintenance section)

When the Customer is selected, the rest of fields are automatically populated:  Customer Name – from Customer ID

 Invoice SOP Type – Defaults from contract Class  Return SOP Type - Defaults from contract Class

 Contract Status – automatically set see Contract Status below for explanation

 Bill to Address - Address where Sales Invoices are sent to. Lookup field defaults from Contract Class or Contract Header but may be overridden at line level

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Contract Entry - User Defined Additional Fields

Use Additional button to fill up the extra added fields.

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 - more on those options in the following section.

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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 fields:

 Line Status – automaticaly selected  Item -lookup glass is provided

Important: RB Setup – Use Contract Class items - item need to be added into class, only items belonging to that class will be displayed.

If Use All Items is set – lookup glass for items is provided. Double click on Item from list to add it.

 Item Description – taken from GP Inventory

 Extra Description1,2 – extra description fields provided  Currency ID – defaulted from Contract Entry

 Installation ID– text field

 Supply at – lookup glass select from Addresses

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Note: Ensure that the Price on the right changes, as Billing Period too. If

the price is 0.00, check Debtor Price Level settings, and check if Enter price manually is selected (see below)

 Billing Period (Days) – automatically calculated based on Billing Frequency

 Run Billing in Advance - amount

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 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

Enter Price Manually: checkbox - If the price has to be added manually – the values are 0 see below on example:

Index ID – from previously defined Index follow the Index Entry link. Add Percent - % can be added – see Repricing

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 Last Billed Date – as no billing has been performed  Last Billing Start Date

 Last Billing End Date

The following will be populated automatically:  SOP Type ID – from the contract heading  Billing U of M schedule – from setup  Billing U of M - from setup

 Annual List Price  Daily List Price

 Next Billing Period Amount – see Billing Routine If the line is being ceased there are:

 Credit Start Date  Credit End Date  Credit Amount

 Deferral – checkmark box for entering accounts info below  Deferral Account

 Billing Recognition Account

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Contract Line - User Defined Additional Fields

If not already set-User Defined fields refer to section User Defined Fields Setup

Click on Save.

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 and class and User ID. They can be sorted using arrows or by provided keyword. To display all notes use Clear Filter button.

At this point there are two action buttons:

 Save – to save contract line – line gets Draft status

 Delete – by clicking the delete selected contract line will no longer exist. Note: Only contract in draft status can be deleted.

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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

To edit contract or correct contract lines go to Editing

Contract Status

Contract Status of all Contracts can be viewed from Contract ID lookup window while creating new contract. Inside Contract Window, contract can be sorted by keyword on by provided arrows. To open any contract, double click on it, or use one click and select button.

Contracts can be in one of the several statuses:

 Draft - details entered but not approved, ignored by Billing Routine. Contract lines inside Draft contract are in draft status. By clicking on the line and then on Edit line button, it is easy to change or delete the line. Also it is possible to create more lines inside draft contract.

 Live – contracts entered, approved and used by RB Billing Routine to generate invoices, can be revised to create draft copy of existing one.  Historical - contract complete or terminated so no longer live or active.

Data is kept for historical reporting capability.

 Referred –this contract need to be checked and referral e-mail is sent. They are listed in Approval window together with submitted, see Approvals and User Roles. Also Referred Contract can be deleted  Submitted – draft contract after submit gets this status

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Editing Contract Lines

We have submitted Contract with contract lines inside. Select contract, select View Line – line is presented with full data (additional fields included):

Depending on user role user can:

• Approve – only line can be approved • Refer – send e-mail for further check

• Recommend Approval – line inside contract will get status Advised - Approval

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Live Date is set to 02/01/2017

Anniversary Date: Live Date + One Year

Billing Frequency is set to Annually – so 73 days are left for billing (28+31+14)

First Cycle Start Date – RB Start (as this contract was never billed)

Next Billing Start Date - is Live date, and till the next annually circle (as this contract was never billed)

Annual List Price is 1780 / 365 gives 4.87 Daily List Price Daily List Price * Billing Period = Billing Period Amount After billing the screen will show see Billing Example later.

Importing Contracts

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From the Main RB menu, select Import Contracts. Or, use Tools >> M4

Recurring Billing >> contracts >> Import Contracts

The easiest way to import contracts is to use proved Excel Template – click on Make Excel Template button. Excel file will open ready to insert data.

Important: Before importing data, ensure that all other MS Excel workbooks are closed except the one with data to be imported.

There are 5 Excel sheets inside template.

Contract Classes

Tip: Class must not exist inside RB, leave empty if you do not need new class

Name

GP Example

Comment Type

Contract

Class CLASS22 mandatory String(20)

Description CLASSTWO string(60)

Contract

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SOP Return Use Contract Class Addresses 0 1, 0 or empty (if empty, value will be 0) int Default Bill

To Address PRIMARY must exist in GP string(15)

Default Ship

To Address PRIMARY must exist in GP string(15)

Notice Period (Months)

6 integer(4)

Referral

Email [email protected] string(255)

Example – Contract Class Import

Will create Class

Contract Header

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Name

GP Example

Comment

Type

Contract Class CLASS22 mandatory string(20)

Contract Prefix CNTRCL mandatory string(8)

Contract No 1 mandatory integer(9)

Description _test _string(60)

Contract Ref 1 string(32)

Default Live Date 01/01/2017 date

End Date date

Signature Date date

Contract

Documentation string(255)

Review

Frequency 1 - Annually, 2 - Quarterly, 3 - Monthly

int

Next Review Due

Date date

Customer ID AARONFIT0001 must exist in GP string(15)

Bill To Address 6 string(15)

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Contract Lines

Name

GP

Example

Comment

Type

Contract

Prefix CNTR mandatory string(8)

Contract No 2 mandatory integer(9)

Item Number 100XLG mandatory string(30)

Item

Description phone string(100)

Extra

Description 1 green string(80)

Extra

Description 2 dark string(80)

Installation

ID 1 string(20)

Ship To

Address PRIMARY string(15)

Anniversary

Date date

Billing

Frequency 1 1-Annually Custom, 5-Once, 6-2-Quarterly, 4-Monthly(Monthly Price),

int

Run Billing In

Advance Int(4)

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Price 50,3 numeric(19, 5)

Index ID string(21)

Add Percent numeric(19, 5)

Deferral 0 - do not create deferral, 1 - create deferral Int

Billing Recognition Account

string

Billing U Of M if it is entered, it has to be valid U of M (from the Billing Schedule ID that is in the RB setup)

string

• Red fields are mandatory

• Contract Prefix is the same as on Contract Header

• Item Number must exist inside GP, with proper Price List

Example – Contract Lines Import

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Contract Header User Defined

Up to 30 User defined fields are available (all the same type):

Name

GP

Example

Comment

Type

Contract ID CNTR string(31)

User Defined 1-15 15 User Defined fields are

available string(51)

User Defined 16-20 format dd/mm/yyyy date

User Defined 21-24 integer

User Defined 25-27 numeric

User Defined 28-30 it is a checkbox in the application; if the value is 1 checkbox will be ticked; if any other value, checkbox will be cleared

integer

Contract Lines User Defined

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Name

GP Example Comment

Type

Contract ID CNTR mandatory string(31)

Line Number mandatory integer(10)

User Defined 1-15 15 User Defined fields are

available string(51)

User Defined 16-20 date

User Defined 21-24 integer

User Defined 25-27 numeric

User Defined 28-30 it is a checkbox in the

application; if the value is 1 checkbox will be ticked; if any other value, checkbox will be cleared

Integer

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Correct the error inside excel file and start import again. Errors can be filtered by date, deleted or printed.

Import Errors window can be added separately:

Approvals

A new contract would always have a status of ‘draft’ until approved. Moreover, if an existing approved contract were amended in any way then the amendment would create a new contract version with a status of draft. When this draft amendment is approved, the latest version would switch status from draft to live and the previous version would simultaneously switch from live to historical.

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Approvals and User Roles

On the Approvals screen managers authorise contracts. Click on contract, then on Select button (or double click) will open the contract.

Tip: User needs to be assigned to the Contract Class to see contract on approval. Only Submitted contract will be displayed:

If the filter is applied use Clear filter - contract lines inside the contract can be viewed applying filters, and sorting by any column- to see all the lines by default view use this button.

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Click on line will give the last note created inside that line.

When opened, each line can be viewed individually using View Line, and if required the contract can be revised.

Each line is now displayed with full extra descriptions:

Note: For this user Invoice Limit was set to 100$ so he was unable to approve contracts with higher amounts – they will not be listed on the Approvals

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Important: To approve contract, user (even with admin role) need to be a member of the Contract Class in which that contract is. It not, contract will be displayed, but user will not be able to approve it (Approve button will be greyed out)

If needed, Contract Entry can be referred by sending Referral email (see earlier notes under Using RB - Approvers). Thereafter the contract line status

changes to “Referred”. See System requirements also.

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Use of Revise

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If you click on Yes, copy of the contract (now in draft status) will be created using the next available ContractID number.

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Check data inside Line and correct. In this example price was 0.00 – corrected.

Save the change, now line is in draft, contract needs to be submitted and approved.

The old contract (EU1/1 on the screen below) is assigned an “Historical” status after the new draft version has been approved.

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Billing

From Tools >> M4 Recurring Billing select Billing Group, or from Main menu:

Billing Routine

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There is a Routine Initiation Window in which an operator (with suitable security rights) is able to enter the following ranges:

• Batch ID – not needed for the report option, is mandatory field- for Invoice Creation, the Batch ID needs to be set.

• From/To SOP Type – lookup glass provided

• From and To Dates - the default “To Date” is set to User Date. • From / To Customer - lookup glass provided

• From /To Contract ID – including Prefix, Number and Version – or use checkmark - All contracts

• From /To Contract Line – (all lines are defaulted) • For Currency- lookup glass provided

Note: If all contracts check box is selected, mandatory fields are BatchID and To Date:

The Routine will run and perform the following activity: Checks all lines in Live contracts to see if a current billing ‘To Date’ falls within this routine’s active time span. If this is the case the routine will create a SOP Invoice for that Contract Line based upon the data held in the contract tables.

The users will then have the option to initiate the routine with two options:

Report Only

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By clicking on provided Excel button, report will be exported to excel. The same report in Excel is presented on the screen below:

Tip: To check which contracts will be included, use Run RB report only Option before creating invoices.

For Ceased Lines there is also a button for creating reports. Follow the link How to Cease Contract Line.

Create RB Invoices

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Select Contracts or Use All Contracts checkmark. Click on Create RB Invoices. Confirm, wait for the Invoice creation complete message. After the billing routine is finished, invoices can be seen via the Billing History window.

Example 2 – Live Contract

The invoice from Example 1 is billed ones:

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Last Billed Date – User Date inside GP (it is a test company example) Last Billing Start Date, Last Billing End Date are filled up.

Billing Amount is now set to Annual price.

Example 3 - Quarterly Billing

For this contract line Billing Frequency is set to Quarterly From Next Billing Start Date to End Date Billing Period is 91 The contract was not billed before so Last Billed Dates are empty

Annual List Price is 100 / 365 gives 0.27 (rounded on two decimal places) Daily List Price

Daily List Price * Billing Period = Billing Period Amount 24.93

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Billing Days is now 61, First Circle Start Date is now different from Next Billing Start date as 61 days is not “full” circle.

Billing History

Each time a Billing Routine successfully creates a SOP Invoice batch, RB history tables will be updated. This will enable comprehensive audit trails as well as accurate reporting of all billing activity that has originated from RB.

If a SOP batch created by RB is deleted before posting, then RB history tables will be rolled back to exclude this data.

From Main RB Menu, Billing History Button will open the window below:

Columns displayed are: Contract ID, Line – contract Line, Installation ,Item Number, U of M, QTY, Invoice Number

 From/To Date – Billing period dates  Days – Billing days

 Billing Amount

 Start/End Deferral Date – for contract lines which are using deferral  BatchID – RB Batch ID

 Status – Document Status- Posted, Unposted, Deleted

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document can be viewed - this can be done by double-clicking the line or selecting the View Invoice button.

The list can be exported to Excel using Excel button on the right:

Recreate Invoice

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Disable RB Invoices

Unposted Invoices can be changed. From Billing History window:

To disable price change for users select option from Setup:

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Re-pricing

Open Re-pricing by choosing Tools >> M4 Recurring Billing >> Re-pricing For setting and using re-pricing functionality first set Indexes and Index Values

Index Entry

Contract Lines can have Index defined. From Main RB menu click on Index Entry:

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Index Values

Index Values can be set directly from RB Main Menu or through Index Entry. For each Index ID, Index values are defined through Index Date and Value. Select Index Date, Index Value and click on Insert button.

Insert, Remove or Remove all buttons are provided. Clear Button will clear the screen and no changes will be made. When values are added, click on OK to close the Index Values window.

Re-pricing Utility

From the Main RB menu select Re-pricing Utility: This window shows contract lines that belong to the contract that is in Live status, use manual price, are not ceased and have Anniversary Date <= User Date; Also Index ID need to be added. Index Date and value are being updated in when Apply button is clicked for the ticked contract lines in the Re-pricing Utility window:

Based on Index, New calculated Price and New Price are presented.

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EU1/1 – index change is 100% - from 4 to 8 (as Index is doubled)

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Live Contract EU0/2 with 20.00 % and Index change 25% (16 to 20) 20% added to 240 = 240 * 1.2 = 288

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How to Cease Contract Line

In the event the item is discontinued, it can be “ceased”, so it will not be part of the billing procedure, but still remains in Contract Line. Only admin role users can perform a cease operation.

To cease a contract line, follow the procedure below:

1. From Contract Entry window use Contract lookup glass and select “live contract”(double click or select button)

2. Contract entry window with contract lines inside will open. At this point it is only possible to View Line as the Edit Line and Create Line buttons are greyed out.

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After revise, View Line, Edit and Create buttons are enabled. 4. Select the line you wish to cease, and click on Edit line button. 5. Line is displayed on screen below. Click on Revise

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6. Use “Cease” checkmark button to perform cease operation. Afterwards, Contract line will have Ceased checkmark, and ceased Item will not be part of billing process.

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In the example above, End Date is one month after Cease request date – used from Contract Class Setup – notice period is set to one month

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After approval, old contract is gone to History. Ceased line is inside Cease Report now.

9. Next add Batch ID and Run Cease Credits:

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Cease Part of QTY

If only part of the quantity is ceased (quantity to cease is less than full quantity) a warning message appears:

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On the screenshot above, from the 2 items 1 item (ceased) is approved and 1 (remaining) is in draft. Moreover, contract number has changed to 20/4.

Next, user need to Submit, then to Approve and run Cease credits

Create Cease Credit will create invoice type Return for the Ceased part, which can be accessed through Billing history window.

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Double-clicking on “cl20/4” will open the ceased document:

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Using Deferral

Note: Deferral need to be set inside GP, before using this functionality. • Lines with the frequency ‘Once’ are now included into the Deferral.

• Deferral creation: different Deferrals are created for the different lines of the contract with the same deferral account. Each deferral picks up the period from the start and bill date of its line.

Example 6 – Using Deferral of Invoice

Contract with two different items is presented on the screen below:

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Contract is submitted, then approved and billed. Billing History is showing Invoice (unposted) with two lines:

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Both transactions can be seen under Deferral Inquiry window:

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The amount will be parted in the periods as defined in the Method.

Example 7 – Using Deferral with Different Billing Period

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Next, the transaction is posted (Using Batch defined inside Billing routine).

Deferral Inquiry Zoom window will show two accounts on Revenue Recognition, and different deferral periods are displayed.

On the next screen the deferral is showing • Two Revenue Recognition Accounts

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APPENDIX A: Manual Install/Uninstall

Manual Installation

To manually install Advanced Recurring Billing follow the steps below: 1. Backup Dynamics.set file

2. Copy the software code from manual installation folder (chunk file and M4SendMail exe file) into Dynamics GP client directory

3. Launch Dynamics GP and accept new code.

Manual Uninstall

To manually uninstall Advanced Recurring Billing follow the steps below: 1. Make a copy of Dynamics.set file and then manually edit as follows:

Remove lines:

27521

M4 Recurring Billing

Remove the three lines containing .DIC files:

:C:Program Files/Microsoft Dynamics/GP/M4R27521.DIC :C:Program Files/Microsoft Dynamics/GP/M427521F.DIC :C:Program Files/Microsoft Dynamics/GP/M427521R.DIC

Decrease the number of installed applications by one.

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