Contract Meters Billed by Item

Contract Meters Billed by Item is a new report in Rev 15. It can be found on the System Manager Service/Contract menu in position 11. This report will print the copies that were actually billed through Contract Billing. It will print sorted by Item Number, Customer Number and Serial Number. It will have an option to print the details by Serial Number, a summary showing item and customer totals, or a summary showing only item totals. In detail, the report will print the Item Number, Item Description, Customer Number, Customer Name, Serial Number, Service Plan of the machine and the Copies Billed. This report uses the Contract History File to gather the information, so the Contract History feature needs to be used at your site in order for this report to function. To check to see if the Contract History feature is used, go into Global File Maintenance (BI.3.1.18) and change record 19. Field number 10 (Create Contract History) will be set to Y for yes if the Contract History feature is activated.

Location: 17 System Manager> 5 Service/Contract> 11 Contract Meters Billed by Item

Filename: SDSY011

This report will only check Contract History records that were created from Contract Billing. It will skip any records that were voided or have a credit memo posted against it. The report will select only records that are within the ranges of Date Created, Item Number, Serial Number, and Customer Number that were entered by the operator. The report will then try to find a previous Contract Billing record for that machine and contract that is not voided or that does not have a credit memo posted against it. It does not matter if the Date Created for the previous Contract Billing record is outside the date range of the report. If a record is found, the difference between the two meter readings is added to the Copies Produced field for the machine.

Example: If a machine had the following Contract History records:

Billed 4/1/02	meter reading 50,000
Billed 5/1/02	meter reading 60,000
Billed 6/1/02	meter reading 65,000

If report was run for 5/1/02 to 6/30/02, this machine would have a copies produced of 15000 [(65000 – 60000) + (60000 – 50000)].

If there is no previous Contract Billing record for the machine and there was more than one billing record in that report date range, the report will take the number of copies between the last two billing records and will assume that number of copies was used during that first billing. This logic also takes billing period into consideration.

Example:

Billed 5/1/02	meter reading 60,000	Meter Billing Period at time is 12
Billed 6/1/02	meter reading 65,000	Meter Billing Period at time is 12

This machine has no Contract Billing records before 5/1/02. If report was run for 5/1/02 to 6/30/02, this machine would have a copies produced of 10000 [(65000 – 60000) + (65000 – 60000)] .

If the Meter Billing Period for the billing on 5/1/02 was 3, and the billing on 6/1/02 had a Meter Billing Period of 1, the calculation would be [(65000-60000) / (12/1) X (12/3)] + the original copies of (65000-60000), for a total of 25,000. Dividing by 12/1, will get the copies produced down to a monthly copies produced. Multiplying by the 12/3 will get the copies for the number of months that billing was generated for.

If there is no previous Contract Billing record for the machine and there was only one billing record in that report date range, the report check to see if the Original Start Date of the contract (in the Contract Header File) is not prior to the beginning date of the report. If it is after the start date of the report, the program will set the copies to the Meter Reading at time of the Contract Billing and subtract the Start Meter in the Contract Line Item File. If the machine is no longer on the contract, or the contract does not exist, or the Original Start Date is prior to the date range on the report, the report will print the machine, but the Copies will be set to 0.

Screen sample:

Fields:

Beginning Transaction Date Or E’nd

Ending Transaction Date

Enter the range of dates that you would like to have included on the report. The “Date Created” field in the Contract History file will be used to determine whether the number of copies should be included on the report.

Beginning Item Number Or A’ll

Ending Item Number

Enter the range of Item Numbers that should be included on the report, or enter A to include all Item Numbers.

Beginning Serial Number Or A’ll

Ending Serial Number

Enter the range of Serial Numbers that should be included on the report, or enter A to include all Serial Numbers.

Beginning Customer Number Or A’ll

Ending Customer Number

Enter the range of customers that should be included on the report. This is the Bill-To Customer from the Contract History File. Enter A to print all customers.

Print Report In D’etail, Summary By Item / C’ustomer, Or Summary By I’tem

Enter D for detail to have report print copies produced broken down to the Serial Number level. This will print Item Number, Item Description, Customer Number, Customer Name, Serial Number, Service Plan of the machine, and Copies Produced. It will show totals by Customer, by Item and the report totals. Enter C to have only the customer and item totals print and not break the report down to the Serial Number level. It will print the Item Number, Item Description, Customer Number, Customer Name, and Copies Produced. It will show totals by item and report totals. Enter an I to have only the item totals print. The report will print the Item Number, Item Description, and Copies Produced. The report will also print the report totals.