Auto Bill Recurring Revenue

□	One of the most powerful features in the MKMS Accounts Receivable module is the automation of Recurring Revenue Billing.

•	To automate Recurring Revenue Billing:

•	Create the Sale-Purchase Items for the types of Recurring Revenue related services that you provide.

▪	These are called the Recurring Revenue Sales Category Codes.

•	Identify the Pay Groups which will be used to establish the normal rates for the Recurring Revenue related services you provide.

•	Enter the Auto Bill Definitions for each Subscriber who is to be billed automatically for that Recurring Revenue.

•	If you plan on doing Recurring Revenue billing using the Recurring Billing Cycles feature (where different groups of Subscribers may be billed at different times throughout the month):

•	The Bill Recurring Revenue in Cycles option must be Checked on the Invoice/Proposal sub-tab on the Company Options tab of the User Options Form

•	Create the Sale-Purchase Items for the types of Recurring Revenue related services that you provide.

▪	These are called the Recurring Revenue Sales Category Codes.

•	Identify the Pay Groups which will be used to establish the normal rates for the Recurring Revenue related services you provide.

•	The required Recurring Billing Cycles groups must be defined.

•	Enter the Auto Bill Definitions for each Subscriber who is to be billed automatically for that Recurring Revenue.

□	Billing Recurring Revenue

1.	From the Accounts Receivable Menu, select Auto Bill to open the Auto Billing Form shown below, or

2.	From the Main Menu, Select the File menu and Choose Accounts Receivable then Click Run Automatic Billing. and complete the entries as outlined below.

□	Auto Billing (Recurring Revenue Billing Cycles are not implemented):

HelpFilesAutoBillingProcedureNoBillingCycles

Auto Billing dialog - Recurring Billing Cycles are not implemented

•	Completing the Auto Billing Form:

•	Period To Bill - Use the Drop-Down Selection List es provided to enter this information.

HelpFilesAutoBillingPeriodToBillNoBillingCycles

▪	Year - By default, it will be the current Year unless this is the last month of the Year, in which case the following Year will be offered.

o	If appropriate, use the Drop-Down Selection List provided to Choose a different Year for this billing.

▪	Month -By default, it will be the Month following the current Month. Enter the appropriate month for this billing.

o	If appropriate, use the Drop-Down Selection List provided to Choose a different Month for this billing.

►	Note: Recurring Revenue is batched, tracked and stored within MKMS by the Year and Month entered here.

•	Last 20 Periods Billed - Initially, this will be blank (only zeros displayed).

▪	The first time you bill for your Recurring Revenue, and each time thereafter, the Month and Year that was billed will be stored.

▪	The Cycle column always reads "Standard".

▪	A maximum of the Last 20 Periods Billed will be displayed.

▪	Thereafter, the most recent 20 Periods Billed are saved and the oldest (the 21st) is discarded.

•	Sale Date - By default, Today will be entered as the Sale Date.

▪	If required, enter a different Sale Date using the Drop-Down Date Selection Box provided

▪	This Sale Date will appear on the Invoices that will be generated with this Auto Billing process.

•	Due Date - By default, this will be set based on the Sale Date entered above and your Company's Terms set in Company Options.

▪	If required, enter a different Due Date using the Drop-Down Date Selection Box provided

•	Run - Click the Run button to execute the Auto Billing process.

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Note: An AutoBill.log Notepad file is created in the \MKS\MKMS folder and records the setup entries, number of Recurring Revenue items that were pre-processed, the number that were completed, and notes an errors including Service Address information and the RRID if an Invoice could not be generated.

▪	Once the billing options have been chosen and the Run button Clicked, a Confirmation dialog will be presented.

o	No - Click the No button to return to the Auto Billing Form and reset/correct the Auto Billing options.

o	Yes - Click the Yes button to execute the auto billing process.

HelpFilesAutoBillingProcedureInProgressNoCycles

Auto Billing dialog - Gathering Revenue update

▪	For General Ledger System Users who are tracking Earned and Deferred Revenue, an Unearned Revenue GL # (i.e., Deferred Revenue General Ledger Liability Account) should be identified in the associated Recurring Revenue Sale-Purchase Item record.

HelpFilesAutoBillGeneralLedgerGLAccount

Sale-Purchase Item Form - Unearned Revenue GL #

o	When the Auto Billing procedure is started, each Recurring Revenue (Auto Billing) record is examined to ensure each has the an Unearned Revenue GL # General Ledger Account assigned to the associated Recurring Revenue Sale-Purchase Item.

o	If one or more Auto Billing records are found to not have the recommended Deferred Revenue General Ledger Liability Account identified, the Unearned Revenue - Sale Items dialog will be displayed.

HelpFilesAutoBillingProcedureNoUnearnedRevenueDialog

Unearned Revenue - Sale Items dialog

o	GL Number - In the GL Number column of the selected Unassigned Sale Item record, using the Drop-Down Selection List provided, Choose the appropriate Deferred Revenue General Ledger Liability Account for that Sale Item ID. Repeat this process, as needed.

o	Set All - If all of the listed Unassigned Sale Item records should be assigned the same Deferred Revenue General Ledger Liability Account:

HelpFilesAutoBillUnassignedSaleItemsSetAllAddAccount

i.	Click the Set All Icon to open the Select Account dialog.

ii.	Choose the appropriate General Ledger Liability Account using the Drop-Down Selection List provided.

iii.	The Sale-Purchase Item records for All listed Sale Item IDs (and all of these Recurring Revenue transactions) will be assigned the selected Deferred Revenue General Ledger Liability Account.

o	If Unearned Revenue (Deferred Revenue) is not being tracked, no action is required so Click the Close Icon.

▪	Close - Click the Close Icon. when finished (or no Unearned Revenue tracking is being implemented).

▪	The Auto Billing process will continue automatically.

•	When the process is completed, the Total Billed: amount will be displayed.

HelpFilesAutoBillingTotalBilledNoCycles

Auto Billing Form - Total Billed - only the Close option is now available

▪	Close - Click the Close button - the only button that will be available - to exit the Auto Billing Form.

□	Auto Billing (Recurring Revenue Billing Cycles are implemented):

HelpFilesAutoBillingProcedure

Auto Billing dialog - Recurring Billing Cycles is implemented

•	Completing the Auto Billing Form:

•	Period To Bill - Use the Drop-Down Selection List es provided to enter this information.

HelpFilesAutoBillingPeriodToBill

▪	Year - By default, it will be the current Year unless this is the last month of the Year, in which case the following Year will be offered.

o	If appropriate, use the Drop-Down Selection List provided to Choose a different Year for this billing.

▪	Month -By default, it will be the Month following the current Month. Enter the appropriate month for this billing.

o	If appropriate, use the Drop-Down Selection List provided to Choose a different Month for this billing.

▪	Cycle - If the Bill Recurring Revenue in Cycles optional feature has been implemented, use the Drop-Down Selection List provided to Choose the appropriate Recurring Billing Cycle for this Auto Billing process.

►	Note 1: Recurring Revenue is batched, tracked and stored within MKMS by the Year, Month and Recurring Billing Cycle entered here.

•	Last 20 Periods Billed - Initially, this will be blank (only zeros displayed).

▪	The first time you bill for your Recurring Revenue, and each time thereafter, the Month & Year, and the selected Billing Cycle will be stored.

▪	A maximum of the Last 20 Periods Billed will be displayed.

▪	Thereafter, the most recent 20 Periods Billed are saved and the oldest (the 21st) is discarded.

•	Sale Date - By default, Today will be entered as the Sale Date.

▪	If required, enter a different Sale Date using the Drop-Down Date Selection Box provided

▪	This Sale Date will appear on the Invoices that will be generated with this Auto Billing process.

•	Due Date - By default, this will be set based on the Sale Date entered above and your Company's Terms set in Company Options.

▪	If required, enter a different Due Date using the Drop-Down Date Selection Box provided

•	Run - Click the Run button to execute the Auto Billing process.

▪	When the General Ledger System is in use, a Warning Message will be presented if a Recurring Revenue Sale-Purchase Item would be billed without an Unearned Revenue General Ledger Account Number assigned to that Sale-Purchase Item.

▪	If the Period To Bill selection appears to skip one or more Recurring Billing Cycles, a warning message will be displayed.

HelpFilesAutoBillMissingBillingPeriodWarning

Auto Bill Missing Billing Period Warning Message

•	Once the billing options have been chosen (and there are no Milling Billing Period issues) and the Run button is Clicked, a Confirmation dialog will be presented.

HelpFilesAutoBillConfirmAutoBilling

Confirm Auto Billing dialog

•	In either case (Missing data or Confirmation request):

▪	No - Click the No button to return to the Auto Billing Form and reset/correct the auto billing options.

▪	Yes - Click the Yes button to execute the auto billing process.

HelpFilesAutoBillingProcedureInProgress