Program Description
A new program has been added in Rev 13 to the Service/Contract System Manager menu. Auto Reactivate/ Inactivate Contracts (LMSY-5-6) is also described in full under the heading EOD Reports. This will inactivate or reactivate the contract based on the due date status. The program will also create Contract History and Machine Tracking records if the Contract Commitments Global File is setup (BI-3-1-18-19). Contract History is an add-on package with The La Crosse System™. Please contact LMS if you are unsure as to whether you have this package or would like information regarding it. Machine Tracking is a feature that was introduced in Revision 11. The machine tracking feature can be activated through field 40 in Service Call Control File Maintenance Create Service Calls For Machine Tracking (Y/N). Do not access any Global File while people are using the system. Complete documentation of the Machine Tracking feature prior to Revision 13 is located in Revision 11 Service/Contracts documentation.
The prompts displayed for this program are dependent on the status of Contract Control File Maintenance (BI-3-1-18-8) field 27. Automatically Inactivate Contracts In End Of Day (Y/N). If this field is set to Y, the following prompt will display.
U’pdate Files Or R’eport Only Or E’nd
Enter U to have the program automatically Inactivate/Reactivate the contract, and create machine tracking and contract history information. When updating files, if the contract needs to be inactivated because it is pastdue, it updates the Contract Header (CNHDR.DT) data file to tell it is inactive. The program also creates a record in the Contract History (CNHIST.DT) data file if contract history is activated. A machine tracking record is also created in DISP.DT (service call with a CU call type) if machine tracking is activated. If a contract is found that should be reactivated because the customer paid their invoice, it will update the same files if U for update was chosen. Enter R to have the program list what it would mark as inactive or reactivate. When running the report only, the program runs the same except the contracts are not inactivated/reactivated, contract history and machine tracking records are not created, and ** Report Only ** displays on heading of report.
When this program is run from the Service/Contracts System Manager menu, it will check Contract Control File Maintenance (BI-3-1-18-8). If the Contract Global field 27. Automatically Inactivate Contracts In End Of Day (Y/N) is set to N, the following prompt will display:
The Global File Is Not Set Up To Run This Program To Update Contracts. The Program Will Run Report Only. Continue (Y/N)
Enter Y and return to produce the report. Enter N to return to the menu. This is to ensure that the global files for contracts and terms codes are set up properly.
Results
Following is a sample of the report run for report only, Automatic Inactivation is on, and machine tracking is on:
Following is a sample of the report run to update, Automatic Inactivation is on, and machine tracking is on:
Following is a sample of the report run for report only, Automatic Inactivation is on, and machine tracking is off:
Following is a sample of the report run to update, Automatic Inactivation is on, and machine tracking is off:
Following is a sample of the report run off the menu when the Automatic Inactivation is turned off and machine tracking is off:
Following is a sample of the report run off the menu when the Automatic Inactivation is turned off and machine tracking is on:
*REPORT ONLY * or * UPDATE CONTRACTS *
Depending on how the program was run, one of these messages will display at the top of the report.
INVOICE MINIMUM LIMIT
This field reflects the Invoice minimum amount stored in Contract Control File Maintenance (BI-3-1-18-8).
PROBLEM CODE FOR MACHINE TRACKING
This statement will only display if the Machine Tracking feature is set to Y in the Service Call Control File Maintenance (BI-1-3-18-10).
GROUP BILL
This is the group bill number from the CNHDR file.
CONTRACT
This is the contract number from the CNHDR file.
BILL-TO
This is the current bill-to customer number from the CNHDR file.
CUSTOMER NAME
This is the current customer name from the CUSTD file based on the bill-to from the CNHDR file for the Reactivate report. For the Inactivate report, the current customer name from the CUSTD file based on the bill-to from the ARECD file will print.
INV. DATE
This is the invoice date from the ARECD file for the oldest past-due invoice. This field displays only on the Automatically Inactivate Contracts report.
DUE DATE
This is either the calculated due date (ARECD invoice date plus the term’s days from the Terms Codes Global file (BI-3-1-18-11) or the entered due date from INVHDRD file. This field displays only on the Automatically Inactivate Contracts report.
INV. NO.
This is the oldest past due invoice for this contract. This field displays only on the Automatically Inactivate Contracts report.
INV. BILL-TO
This is the bill-to customer number from the ARECD file on the Automatically Inactivate Contracts report. This is the current bill-to customer number from the CNHDR on the Automatically Reactivate Contracts report.
ITEM NUMBER
This is the item number of the machine on the contract. This is pulled from the CNLI file.
DESC:
This is the machine’s description from the CNLI file.
SERIAL NUMBER
This is the serial number from the CNLI file.
** NO CONTRACTS NEED TO BE INACTIVATED **** or
** NO CONTRACTS NEED TO BE REACTIVATED ****
The first prompt will print if there are not any contracts that meet the inactivation criteria. The second prompt will print if there are not any contracts that meet the reactivation criteria.
Miscellaneous notes
Record locking of contract header file is activated. If a contract is in use, it will print a message
“*** Contract Number #### Is In Use On Another Task! It Could Not Be Updated ***”. The program will NOT tie up the EOD processing waiting for a program to end.
Only contract invoices that are for bases to be checked. This is accomplished by checking the item type in ARECD record and having the Contract Global option 19.Never Bill Base And Meters Together In Contract Billing (Y/N) is set to Y (BI-3-1-18-8). Having this global option set to Y assigns a different item type to the base bill from the meter bill. This program only looks for the base bill item type fields 4 through 6, Rental, Maintenance or Lease Item Types.
Any new contracts that you set up should have Y in the Auto Inactivate field in the contract header, unless it is a contract you never want to automatically inactivate.
When you inactivate a contract for some other reason other than past due Accounts Receivable, the Auto Inactivate field should be set to N. This will ensure that the contract will not be reactivated the next night.
The program only checks the Auto Inactivate field in the Group Bill master record. However, all contracts should be changed to Y just in case the Group Bill Master number is changed to one of the other contracts. If a sub-contract is inactive and the master is active, the reactivate program will not reactivate the sub-contract because the master is not inactive.
The Revision conversion will set the Auto Inactivate field to N in all contracts.
The program will run in End of Day right before EOD reconciliation log program. It will only run if field 27 in Contract Control File Maintenance (BI-3-1-18-8) is activated. The program is coded in ARFM003A and ARFM003B. When run during End of Day, the program will inactivate/reactivate the contracts, and create contract history and machine tracking information. EOD will always run to update the contracts, etc.
If Service Call Control File Maintenance is set to Y for field 40.Create Service Calls For Machine Tracking (Y/N) and field 28. Machine Tracking Prob Code For Auto Inactivation in Contract Control File Maintenance (BI-3-1-18-8) is blank and the program is run with U to update, the subsequent courtesy call created will have a blank problem code.
Machine Tracking records created:
Service History
Contract History
Running the program Change Auto Inactivate in Header (LMSY-1-2-18) will set the Auto Inactivate field to Y in the contract header for all contracts.
Contract Agreement Listing (CNRP005) has been changed to print just the inactivated contracts. You may want to set certain contracts to N for Auto Inactivate in Contract Control File Maintenance to have them remain inactive or to have them not automatically reactivated.
Go to field 27 in Contract Control File Maintenance and set to Y. If Machine Tracking is activated, also put a valid problem code into field 28. To exclude open A/R that is below a certain dollar amount, enter that dollar amount in field 29. The end of day program will exclude $10.00 if you enter that amount.
Process
The program will first go through Contract Header file and find any inactive contract that has a group bill master that has Y entered for the Auto Inactivate field. It will then check the A/R for that contract’s Bill To Customer number to see if there are any past due invoices for this contract1. If there is a past due invoice, the contract cannot be reactivated. If there are no past due invoices for this contract, it will add group bill number to a temporary index. It will also add any sub contracts on that group that are also inactive to the temporary index. The program will then go to the next inactive group bill master.
Once it has checked all Inactive Contracts, it will go through ARECD and find any open invoice(s) that have a contract type in ARECD equal to one of the three contract item types in the Contract File for maintenance, rental, or lease, and has an open balance greater than or equal to the minimum dollar amount in Contract Control File Maintenance (BI-3-1-18-8). If it is past due2 it will find the contract number by looking on the first line on the invoice line item file. If it is a message line that starts with “* MAINTENANCE CONTRACT NO.”, “* RENTAL CONTRACT NO.” or “* LEASED MACHINE CONTRACT NO.”, it knows it is from a contract billing. The contract number is then taken from the message line. It will find the contract’s Group Bill Master number and see if it can be automatically inactivated. If so, all contracts on the group will be added that are not already inactivated to a temp index. This will also contain the due date and invoice number of the invoice that is the most past due. This will print on the report.
Once it has finished going through A/R, it will go through the temp index. The temp index is sorted by I or R (inactivate or reactivate) / Group Bill Number / Contract Number / Due Date / Invoice Number. Contracts are then printed that are inactivated first and then contracts that are reactivated second. They are two separate reports with page numbers starting over at 1 on each. The individual reports will be sorted by Group Bill # / Contract #. The program will either inactivate or reactivate the contract. It will then write to contract history if that is activated and also to the item’s item type if that is not equal to the accessory item type in the global file. It will then write a machine tracking record to the DISPA file using the problem code that is stored in Contract Global 8 (BI-3-1-18-8), if machine tracking is activated. It will also print on the report the information under output.
any past due invoices for this contract1 = It will check the net of every invoice on the customers account. The invoice net must be greater than, or equal to the minimum dollar amount set in the Global File (BI-3-1-18-8). The Item Type in ARECD must be equal to one of the three item types in Global File 8 (Maintenance, Rental, Lease). It will check all of the message lines of the Invoice Line Item file to see if there is a message starting with “* MAINTENANCE CONTRACT NO.”, “* RENTAL CONTRACT NO.” or “* LEASED MACHINE CONTRACT NO.”. If this message appears, then it is from contract billing. The contract number can then be taken from the message line and be compared to the contract number it is looking for. If the contract number is the same, then the due date needs to be checked to see if it is past due.
past due2 = There will be a new field added to the Invoice Header file that is entered during contract billing. If that date exists, it will use that date as the Due Date. If that date does not exist, it will look at terms code in the ARECD file. It will go to the new global terms code file to see how many days that is and adds that to the Invoice Date in ARECD to get the due date. If the terms code days for that terms code is 9999, it assumes that the contract is never due. If the terms code days is 0, it assumes that the due date is equal to the invoice date.
Rev 15 Changes
The program used to only look at invoices that have an item type in ARECD set to one of the three item types stored in Contract Global File (record number 8). These are Maintenance Item Type, Rental Item Type and Lease Item Type. The program will now also look at invoices that have an item type set to the Meter Item Type that is stored in the Contract Global file (if something is entered in that field).
Rev 14 Changes
N/A
Rev 13 Changes
There was a new index added to the Service History File (DISP.DT) called CCALL.IX. The program will now delete from this index.