Program Description
This is located in Billing File Maintenance File Setup Global File Maintenance (BI-3-1-18-8). The Contract Control global files store groups of records that control or define the operating parameters of the Contracts module. These records are generally defined at the time of installation and rarely changed after that point.
Rev 15 Changes
Two new fields have been added to the Contract Control File (Global Record 8).
Field 40: Calculate Freight On Contract Invoices (Y/N)
When set to Y for yes, Contract Billing will calculate freight on Contract Invoices. This freight will appear in the Freight field on the invoice. The freight is set up by Group Bill Number. It can be set up on the Base and/or Meter and it can be set up as a percentage or a flat dollar amount. See Contract Setup and Contract Billing documentation for further information. Four new fields have been added to the Contract Setup and Contract Changes screens. These fields will always appear whether or not this Global option is set to Yes or No. However those fields will not be used in Contract Billing unless this field is set to Y for yes. If this Global option is set to N for no, those new fields can be used for informational purposes only. This Global option will require a password be entered before it is changed by LMS Support personnel. This is a chargeable add-on feature to the Contracts Module. Please contact LMS Sales Department for more information on pricing.
Field 41: Print Copies Incl On Meth 1 Invoice If Greater Than Total Copies (Y/N)
When set to Y for yes, Contract Billing includes the Copies Included on the invoice if it is greater than the total copies being billed. When this field is set to N for no, Contract Billing will not include the Copies Included on the invoice if it is greater than the copies billed. This is useful if a dealership does not want the customer to see that they make less than the Copies Included and request a credit for the difference. This is for method 1 contracts only. This field differs from field 34 in the Contract Global which is used to determine if the Copies Included should print on method 1 invoices if the meters are not due to be billed. If you would like this to continue working the same as it did prior to Revision 15, set this field to Y for yes.
Rev 14 Changes
New fields have been added (37, 38, 39):
38. Print Contract Start And Expiration Dates On Contract Invoice (Y/N)
This is a new feature that is added to Contract Billing. If this field is set to Y for yes, the start and expiration dates will print on the invoice next to the line(s) on the invoice that say “Maintenance Agreement No”, “Rental Contract No”, or “Leased Machine – Contract No”. If this field is set to N for no, the dates will not print on the invoice. See sample invoice below to see how the dates are printed.
Note: This feature must not be turned on if the BCL Download, Wells Fargo Download, or the Lanier Download are performed. The program will not allow the field to be set to Y if one of those fields in Cash Receipts Control File Maintenance is activated. See screen below for error message that is displayed.
39. Do You Wish To Update MTD/YTD Figures On Tangible (Stocked) Items During Contract Billing (Y/N)
When a contract is billed, the MTD and YTD units, sales and cost figures for the Multiple Sales Analysis Items are updated. Usually the Sales Analysis Items are non-tangible (non-stocked) items. You can add tangible (stocked items), such as toner on a contract as a Sales Analysis Item. These stocked items should not have the MTD and YTD figures updated. A global option has been added for those customers that use stocked items as Sales Analysis Items on contracts. This field will be set to Y for yes during Revision 14 since this is how the program has operated prior to Rev 14. If you would like to set this field to N to not update stocked items, it is very important that the Non-Stocked Y/N field in Item File Maintenance is checked on the items that are used as Sales Analysis Item numbers to ensure that the Non-Stock field is set to N on tangible (stocked) items and set to Y on non-tangible (non-stocked) items. Contract Invoice Void will also use this new Global option to determine whether or not to update the MTD and YTD figures when voiding a contract invoice.
Rev 13 Changes
New fields were added to Contract Control File Maintenance. The new fields are defined below:
Important
Fields 19 and 21-26 are not used by Contract Billing yet. These fields will not be used until Revision 14.
19. Not Currently Used
This field not used by Contract Billing yet. It will not be used until Revision 14.
20. Meter Item Type To Use When Bill Meters Only
During Contract Billing, if this field has a valid item type in it and if the contract being billed is only billing click rates (meters) and not base rates, this item type will write into the Invoice Header File (INVHDRD) and the A/R File (ARECD). If this field is left blank, or base rates are billed, or if the meters that are billed are non-chargeable, the normal item types will write into these files. The normal item types are based on contract type and are stored in fields 4, 5, and 6 of Contract Control File Maintenance. The item type field in the A/R File can be seen in Account Detail Inquiry reports.
21. Not Currently Used
This field not used by Contract Billing yet. It will not be used until Revision 14.
22. Not Currently Used
This field not used by Contract Billing yet. It will not be used until Revision 14.
23. Not Currently Used
This field not used by Contract Billing yet. It will not be used until Revision 14.
24. Not Currently Used
This field not used by Contract Billing yet. It will not be used until Revision 14.
25. Not Currently Used
This field not used by Contract Billing yet. It will not be used until Revision 14.
26. Not Currently Used
This field not used by Contract Billing yet. It will not be used until Revision 14.
27. Automatically Inactivate Contracts In End Of Day (Y/N)
Enter Y to have the End of Day procedure run a special program that will mark any contract that has overdue contract invoices as inactive. Overdue is defined as the contract invoice due date stored in the invoice header file or (if that date is 0) the invoice date plus the number of days from the terms code global file is less than the system date of when End of Day is being run. Program that will be swapped to is ARFM003F. This same program will undo inactivatation of any contract that the past due invoices have been paid. The End of Day program will only use this field from the Group Bill Master header and will automatically inactivate or reactivate all contracts on the group. If this flag is set to N, the Contract Header (CNHDR.DT) file will have N written into it for this field. If a customer decides to turn this on, they will need to run a program that will change this field to Y.
28. Machine Tracking Prob Code For Auto Inactivation
Enter in a valid service code that will be used for the automatically generated machine tracking calls that will be created for the machines that the contracts have been marked inactive and un-inactive. This feature will only be used if the Automatically Inactivate Contracts In End Of Day (Y/N) is Y and machine tracking is activated.
29. Minimum Dollar Limit Open AR For Auto Inactivation
Enter an amount of 0 to 999.99 that will reflect the minimum balance of a contract invoice to have that contract marked as inactive. If a contract invoice has been partially paid and the remainder of the invoice is below this limit the contract will not be marked as inactive even though the invoice may be past due. This is also true for invoices that are for amounts less than the minimum. This feature will only be used if the Automatically Inactivate Contracts In End Of Day (Y/N) is Y.
30. Inactivate If C'urrent Bill To Customer Past Due Or A'll
Enter C if you want the contract to be inactivated only if the past due invoice is attached to the current bill-to customer. Enter A if you want the contract marked as inactive no matter what the existing bill-to customer is. This feature will only be used if the Automatically Inactivate Contracts In End Of Day (Y/N) is Y.
31. Use P’O/Contract Number Or C’ontract Number In A/R Reference Field
Enter P if you want the PO/Ref number in ARECD to be the PO number from the contract header file. If the contract header file PO number field is blank the system will write the Contract number into the PO/Ref number in ARECD. Enter C if you always want the Contract number to be written into the ARECD record’s PO/Ref field. The PO/Ref field in the invoice header file will always have the PO number from the contract header file if there is one regardless of this prompt.
Important
Fields 32-34 are not used by Contract Billing yet. Users have the ability to set these fields now, but they will not be used until Revision 14.
32. Print ‘TOTAL ESTIMATED COPIES’ On Contract Invoice If Meter Was Estimated (Y/N)
Enter Y if an estimated meter reading was entered for a contract and the message TOTAL ESTIMATED COPIES will print on the invoice. Enter N to not have this message print on the invoice.
33. Use S'ales Analysis Item Number Or I'tem Number Of Machine On Invoice
Enter S to use the sales analysis item number on the invoice (INVLID) when the base bills. Enter I to use the item number of the machine on the invoice (INVLID) when the base bills. Currently, the programs use the sales analysis item number. If you use the BCL Download or the NWF Download, you should have this set to S for Sales Analysis Item Number since that is the item number that will be sent to BCL or NWF. See documentation on BCL and NWF.
34. Print Copies Inc On Method 1 Contracts With Meters Not Billing (Y/N)
Enter Y to have the copies included on a Method 1 contract print on the contract invoice if the meters are not billed. If Y is selected to print copy detail when running Contract Billing, the copies included will also print on the Contract Billing Report. The message displays as COPIES INCL. IN USE CHARGE. Enter N to have the copies included, but not print on the invoice. Prior to Revision 13, the copies included did not print if the meters were not billed. The copies included on a Method 1 contract is quantity break #1 if the quantity rate #1 is equal to zero dollars.
35. Clear Loc 1,Loc 2,Primary & Secondary Tech, Sales Rep And Response Code In Machine Removal When Answer Return To Inventory Question No (Y/N)
Prior to Revision 13, during machine removal, when the operator enters N for no to the Return To Inventory Question, the above fields are not cleared. With Revision 13, dealers have the option to have those fields cleared by setting this global field to Y. To remain the same as prior to Revision 13, enter N in this field.
36. Default Company In Contract Setup (0=No Default)
Prior to Revision 13 during Contract Setup, the Company Number defaulted to the number entered at the Contract Menu, and the Company Number prompt at the Contract Menu defaulted to 1. With this new option, dealers can specify the company number they would like to default to at the Contract Menu when entering Contract Setup. If 0 is entered in this global field, the menu will default the company number to 1 and Contract Setup will not have a default at the company number field. The user must enter in a company number.
37. Invoke Contract Increase Table Logic During Contract Setup/Changes (Y/N)
There is a new feature in the Contracts Module that is called Contract Increase Table. With this enhancement, users can set up when and how much the contract base rate and meter rate will increase when the contract is setup. To use this feature, enter Y in this field. To not use this feature, enter N in this field. By activating this field, the Contract Setup program and Contract Changes program will swap to the Contract Increase File Maintenance Program when ending out of a contract. The Contract Cancellation/Inactivation program will delete the Contract Increase records, and the Increase Contract Rates Program (CN-3-11) will have an option to increase contracts based on this table.