Add a Customer's Repetitive Billing Record

Use the Repetitive Billing Maintenance (RBM) program to add or change a repetitive billing record for a customer. See Background and Road Map for more information.

Enter the customer's number or click the Lookup icon and use the standard lookup options to select the customer from a list. These fields are displayed:

Field Name	Displays
Group	The group you assigned to this item
Category	The category associated with this item
Item number	The item number
Seq	The sequence number assigned to this item
Cl	The class you assigned to this item
Next bill	The date of the next billing
Period	The billing period: AN: Annually BW: Bi-weekly MO: Monthly QT: Quarterly SA: Semi-annually SM: Semi-monthly WK: Weekly
Act item?	Whether this item is active
Actual billing amt	The amount to be billed for each period
Cust PO number	The customer's PO number

Choose the appropriate options:

To	Do This
Enter a new item	Click Add. See step 3.
Delete an item	Highlight the line and click Delete.
Copy an item	Highlight the line and click Copy.
Display or change details about an item	Highlight the line and click Select or double click the line. See step 5.
Print the list of items	Click Print.
Exit the program	Click Exit.

Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Group	Optional 12 alphanumeric	Enter the group your company uses.
Item number	Required 24 alphanumeric	Enter an item number or click the Lookup icon and use the standard lookup options to select the item from a list. You must enter an item for which you have created a record in the Repetitive Billing Item Maintenance (RBIM) program.
Class	Conditional 5 alphanumeric	If you entered a class for the item in the Repetitive Billing Item Maintenance (RBIM) program, enter that class. Otherwise, leave this field blank.

Click OK to create the new record or Cancel to return to the previous screen.
Enter or change data in these fields:

Field Name

Type / Max Length

Action / Description

Sequence number

Required
4 numeric

Accept the displayed sequence number.

Use item list pr?

Optional

Select to use the price from the Monthly list price field for the item in the Repetitive Billing Item Maintenance (RBIM) program or leave blank to use the amount you enter in the Monthly ovrd amt field in this program.

Monthly ovrd amt

Optional
14 numeric in the format 999999999.99999

Enter the monthly override amount.

Quantity

Optional
10 numeric

Enter the quantity of this item for this customer.

Revision level

Optional
10 alphanumeric

Enter a revision level for this repetitive billing record, if applicable.

Install site

Required
10 alphanumeric

Accept the displayed customer number, or click the Lookup icon and use the standard lookup options to select the customer number from a list.

Cust PO number

Required
25 alphanumeric

Enter the customer's PO number.

Note
If a PO number is used, the setting for PO required (specified in Customer Maintenance) should be W Warn if PO is duplicated.

Contract number

Optional
15 alphanumeric

Enter the contract number for this customer and item.

Item control no

Optional
16 alphanumeric

Enter the item's serial number.

Active item?

Optional

Select if this an active item or leave blank if it is not.

Category

Conditional
10 alphanumeric

Accept the displayed category for this item or select a different category.

The displayed category is assigned to the item in the Category field of the Repetitive Billing Item Maintenance (RBIM) program.

The Repetitive billing category required? system option controls whether or not an entry in this field is required.

Billing period

Required
2 alphanumeric

Select the billing period:

Billing Period	Description	Price Calculations
AN	Annually	(Calculated price x 12) - annual discount
BW	Bi-weekly	((Calculated price x 12) / 26) - bi-weekly discount
MO	Monthly	Calculated price - monthly discount
QT	Quarterly	((Calculated price x 12) / 4) - quarterly discount
SA	Semi-annually	((Calculated price x 12) / 2) - semi-annual discount
SM	Semi-monthly	((Calculated price x 12) / 24) - semi-monthly discount
WK	Weekly	((Calculated price x 12) / 52) - weekly discount

Note
The billing periods you can select are determined by the billing options you selected for this item and class in the Repetitive Billing Item Maintenance (RBIM) program. For example, you can only select AN for the billing period if you selected the Allow annual field in that program.

Start date

Required
10 date

Select the start date or enter a date shortcut. The repetitive billing record is not included in the billing cycle if the billing date is less than the Start date.

Warranty end date

Optional
10 date

Select the warranty end date or enter a date shortcut. The repetitive billing record is not included in the billing cycle if the billing date is less than or equal to the Warranty end date.

Ending date

Optional
10 date

Select an ending date or enter a date shortcut. The customer will not be billed after this date. The repetitive billing record is not included in the billing cycle when the billing date is greater than the Ending date.

Expiration date

Optional
10 date

Select an expiration date or enter a date shortcut.

Click Other info to enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Alt bill to	Optional 10 alphanumeric	Enter a ship-to number as an alternate billing address for the customer or click the Lookup icon and use the standard lookup options to select the ship-to number from a list.
Sales rep 1 - 4	Optional 10 alphanumeric	Select sales representatives for this billing or click the Lookup icon and use the standard lookup options to select the sales rep from a list.
Split 1 -4	Optional 4 numeric	Enter the portion of the amount subject to commission that is the basis for calculating the sales rep's commission. For example, an outside sales rep may be paid commission on 100% of the commissionable amount. An inside sales rep may be paid commission on 50% of the commissionable amount. A sales manager may be paid commission on 20% of the commissionable amount. The commission is calculated: Amount subject to commission x Split x Rate. Commission splits do not have to total 100%.

Click OK to accept the displayed information or click Cancel to return to the previous screen.
Click Other info to enter data in these fields:

Field Name

Type / Max Length

Action / Description

Tax type description 1 - 10

Optional
1 character

Select the tax type:

Select	If this tax authority
Y	Applies
N	Does not apply
E	Is exempt

Note
These fields may have different labels based on the Tax type description option in the System Options Maintenance (XM) program (Enterprise Options).

If you selected tax authorities for this record in the Repetitive Billing Item Maintenance (RBIM) program, the program selects the same tax authorities by default here. However, you can change the tax authorities you selected.

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make the change. Click Apply to save the change or Cancel to return to the previous screen.
Display additional fields	Click Other info.
Delete the displayed record	Click Delete.
Enter notes	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.
Change the Sequence number field	Click Change no. Note This button displays only for a new sequence.
Display the billing history for this item	Click RBS history. See Display Repetitive Billing Records. Click OK to return to this program.
Display the customer's AR transactions	Click AR Inquiry. See Display a Customer's AR Transactions. Click OK to return to this program.
Display the customer's payment history	Click Pmt history. See Display Customer Payment Performance. Click OK to return to this program.
Accept changes and return to the previous screen	Click OK.
Exit the program	Click Exit.