Program Description
This program can be found on the Contracts Data Entry menu (CN-1-5). It allows the user to create a new contract. Valid contract types include maintenance, rental, and lease. Contracts can be set up for a particular machine with one or more components and/or serialized accessories. Multiple machines can be on one contract, but a single machine can not be on multiple contracts. The machine must be placed at a customer site prior to the setup of any contract.
See also:
Rev 15 Changes
An enhancement has been added to the Contracts Module to allow for a freight charge to be added to contract invoices. This is a chargeable add-on feature for the Contracts Module. Please contact LMS Sales Department for information on pricing. This enhancement is meant as a way to charge freight for the delivery of the toner and supplies that are included in some contracts. This will eliminate the need to bill out an invoice to the customer for only the freight amount. This feature is activated using a new global option (field 40) in the Contract Control File (Global Record 8). This field is Calculate Freight On Contract Invoices (Y/N). It can only be activated or deactivated by LMS Support personnel.
The freight amount will print in the freight total at the bottom of the invoice, and will update Accounts Receivable file (ARECD) and the Bill-To Customers AR Balance (CUSTD) with the freight amount and freight tax.
If the Tax Code on the Group Bill Master Contract is set up to have Freight Taxable equal to Yes in the Tax File (TAXD), Contract Billing will calculate tax on the Freight amount and include that on the total tax on the invoice. The tax for the freight will also be included on the Tax Register. If the Tax Code in the Group Bill Master contract is set to not charge tax on freight, tax will not be charged.
If the Tax Summary On Invoice feature is activated for the contract, a line will be added to the last Tax Summary on the invoice that has Freight for the item number and description and it will include the freight amount and the freight tax. This will only appear on the last Tax Summary on the invoice. See screen sample below:
The Contract Billing report will have a new column if the Global option is activated. This column will show the total freight and the freight will only print on the last line per contract group. The Tax Amount field on the last line on the contract group will include the tax on the freight if the freight is taxable. The Total column on the last line of the contract group will include the freight amount and the freight tax. The report totals will also include the freight and freight tax. This is a sample of the report:
Four new fields have been added to the Contract Header File (CNHDR.DT) to accomplish this. These are Base Freight Type, Base Freight Amount, Meter Freight Type, and Meter Freight Amount. The Freight Types will be either P for percentage or D for dollar amount and are used to determine whether the amount field is a percentage or a flat dollar amount. These fields will be used by Contract Billing to calculate and include freight on contract invoices only if the new Global option in the Contract Control file has been activated. So, even if there are amounts in these fields, it does not mean that freight is being charged by the system. If the new Global option is not set to a Y for yes, these new fields in the Contract Header File can be filled in. However they will be for informational purposes only.
This feature should not be used on contracts to US Bank (BOLT), Lanier or Wells Fargo if the invoice download and auto cash posting programs are being used. Those download and auto cash posting programs do not have logic to transfer the freight amount. You will still be able to set up the freight amount for contracts that are not US Bank (BOLT), Lanier or Wells Fargo.
The Contract Billing program will only use the freight amounts that are stored in the Group Master Header only. If for example: the Group Bill header is set up with a $5.00 base freight and a 1.25% meter percentage, but each subcontract has been set up with different freight amounts. Contract Billing will charge a freight of $5.00 for the base plus 1.25% of the meter charges. Contract Billing will not look at the subcontracts. If you ever bill subcontracts by themselves Contract Billing will still look at the Group Bill Master contract to get the freight information.
Since this is designed to bill for freight charges incurred to send free toner and supplies, you may wonder why there is a need to have an option to set up two sets of freight amounts (base and meter). Some dealerships may want to set up the freight as a dollar amount based on the base. This will be a consistent charge that will never fluctuate. Some dealerships, may want to set up the freight as a percentage of the meters billed. The idea behind that is that the more copies produced, would mean more toner and supplies shipped out, which would mean a higher freight charge. On the other hand, if a low number of copies were produced, then less toner and supplies are shipped out, so the freight charge will be lower. When the base or meters are billed also comes into play. The base freight will only be charged if the total base amount for the contract (or contract group) is not equal to 0. The meter freight will only be charged if the total copy amount billed is not equal to 0. So, if a contract is billed, but the customer did not go over their copies included, and not copies are billed, Contract Billing will not calculation freight based on meters. You should also be aware of how often the base or meters are billed when deciding whether to place the freight on the base or meters. If the contract has base billed monthly, but meters billed quarterly, the freight would be charged monthly if set up on the base side. However, it would be billed quarterly if set up on the meter side. The contract method should also be thought about before deciding where to place the freight. For example, method four contracts never bill for base. So, if the freight amount is placed under the base, contract billing will never bill the freight. You can also be creative and set up the freight on both the base and meters.
Different freight amounts can be included for the base and the meter charge. One can be set up as a dollar amount and the other set up as a percentage. As a reminder, the freight fields only on the Group Bill master contract will be used when doing the freight calculation. If you would like to charge a flat 2.25% charge for the total of the invoice (base and meter), you will need to place 2.25 % in both the meter freight and the base freight amounts. If you placed it only in the base freight amount field, the program would only charge freight of 2.25% of the base billed and meter charges will not include freight.
During Contract Setup, Base Freight Type (Percentage or Dollar Amount) and Base Freight Amount are fields 35 and 36. The Meter Freight Type and Meter Freight Amount are fields 44 and 45. During Contract Changes, the Base Freight fields are field numbers 36 and 37. The Meter Freight fields are field numbers 45 and 46.
When you enter the freight as a percentage, there will be checks to make sure that the percentage entered is not over 100.00% or less than 0. When you enter the freight as a dollar amount, there will be checks to make sure that the amount entered is not less than 0. If you do not want a base or a meter to have freight charged, enter either P or D at the Freight Type field, and enter 0 for the amount.
If N is entered for Meter Billing Y/N question during Contract Setup, the Meter Freight Type will default to a P and the Meter Freight Amount will be 0.
These new fields in the Contract Header File can be seen in the Contract Inquiry and they will print on the Contract Agreement Listing.
Contract Setup screen sample below:
Contract Changes screen sample below:
There is a new global option in Global Record 2 to validate branch numbers in invoice entry, credit memo entry, order entry, order file maintenance, service invoicing, contract setup, contract changes and customer file maintenance. To be valid, branch numbers must match one of the ten branch numbers stored in Branch Global Record 5. Validation checks at every prompt that the branch number is entered. The Global Option is in Billing Control Global Record 2, field 52. If this Global Option is set to Y for yes, a valid branch must be entered in at the branch prompts. If an N for no is entered in this Global Option, then branches that are not in Branch Global Record 5 can be entered at the branch prompts. If you are currently using more than 10 branches, you will need to set this Global Option to N for no since only ten branches are stored are stored in Global Record 5. All branches must still be between 1 and 255.
Rev 14 Changes
N/A
Rev 13 Changes
The following fields were added or changed in this program:
1. Ship To:
Program changes were made so that a return cannot be entered at the Ship To field. Some key must be entered for the system to initiate an alpha search. Also there is the ability to enter Shift-6 (^) to return to the Contract Type field (return to a previous field).
17. Tax Code Per Line Item? (Y/N)
If part of the contract that revenue is directed to is nontaxable, then enter Y for yes. Then, enter a tax code per line prompt. This field is defaulted to N for no. Program changes were made to correct the problem with the N disappearing at this prompt.
26. Auto Inactivate (Y/N)
Activation of this field is found in Contract Control File Maintenance (BI-3-1-18-8). Go to field 27. Automatically Inactive Contracts In End Of Day.
If this field is set to Y, field 26 in Contract Setup will read Auto Inactivate (Y/N).
If this field is set to N, field 26 in Contract Setup will read * Spare *.
This field will be used during the End of Day program to automatically inactivate contracts where the contract invoice is past due, and automatically activate contracts that are inactive where the contract invoices have been paid. The EOD program will only use this field from the Group Bill Master header and will inactivate or reactivate all contracts on the group. See Contract Control File Maintenance global file changes for a complete description of how this flag works. With the addition of this field, all field numbers below it have increased their field number by one.
27. Orig. Start Date
This new field will reflect the original start date of the contract. The Contract Billing program will never alter this field when the contract is renewed. This field will be left blank when loading the enhancement. The contract setup program will not allow the operator to enter an original start date less than the start date or an invalid date. When adding a new contract this field must be input.
28. Start Date
The system will not allow entry of a date less than the original start date. This start date will be updated if the contract has the general ledger account numbers in it for the deferred income information or the contract global flag is set to update the contract. The Original Start Date will default into this field and this can be overridden.
Expiration Date
The system will no longer allow input of a date less than the start date.
Billing Method
The system will only allow entry of a billing method 1 through 5.
Billing Period
Enter how often the base is billed if you have base billing on a machine instead of meter billing (i.e. monthly, quarterly, or annually).
First Due Date
Enter the date that the first base payment is due on a particular machine.
Bill Days
This field is not used at this time.
Expiration/Copies
When using Method 3 only, this is the number of copies that print out before the expiration date.
Days Before 1st Reading
Enter the number of days before the first meter reading (maximum 255). Used with billing methods 2 and 3 only.
Auto Renewal
Enter Y to automatically renew the contract when it expires. Enter N to not have the contract renewed automatically.
Group Bill #
This field can be overridden if there are different contracts and different ship-to locations that have the same bill-to location. Enter the same group bill # for each contract and machine that you would like included in the group bill. Separate dollar amounts and separate meters will appear on the same invoice.
Note: When using the ^ (Shift-6) character from Group Bill #, the cursor will only stop on the fields relevant to that billing method.
Rev 13 Changes
The field Date Last Chg has been added to the contract header data file (CNHDR.DT). Set to zero during the enhancement conversion process.
Program changes were made to correct the situation in which meter information is entered and N is entered in Ok Y/N. When going back to the metered question and N is entered, the meter billing period and days before first reading would still equal what they were originally entered as. Program code was added to zero out these fields.
Program changes were also made to correct the situation in which ^ (Shift-6) is entered to go back to the header field and the field did not clear. When going back to the customer number field, the screen will now clear out completely.
Also, if an invalid date is entered at the prompt at the bottom of the screen, it no longer clears the screen.
Changes were also made to the menu with the default Company number when entering Contract Setup. This default is now globalized in Contract Control File Maintenance field 36. Default Company In Contract Setup (0=No Default). If this is set to 0, the user will be forced to enter a company number when entering Contract Setup.
Internal changes were made to correct a year 2000 issue.
This is a new feature that allows dealers to set up a schedule for increasing contract base rates and meter click rates proactively when the contract is originally set up. When base is chosen to be increased, all items on the contract with a base rate greater than 0 will be increased by a percentage or dollar amount. When meter is chosen to be increased, all serial numbers on the contract with a meter rate greater than 0 will be increased by a percentage or dollar amount. This table can also be set up or changed after the contract has been set up. There is an Updated Contract indicator that is set to Y for yes when the contract has been increased. This is to prevent a contract from being accidentally increased more than once.
The Contract Increase Table can be accessed in two ways:
During Contract Setup, when END is entered at the item number prompt after entering all of the machines on the contract, the Contract Increase Table File Maintenance screen wil display.
During Contract Changes, when E is entered at the line item display, the Contract Increase Table File Maintenance screen will display.
The Increase Contract Rates program (CN-3-11) is used to increase the contracts base and meter rates. In order to activate this feature, field 37. Invoke Contract Increase Table Logic During Contract Setup/Changes (Y/N) should be set to Y in Contract Control File Maintenance. This allows access to the table during Contract Setup and Contract Changes. It also allows access to using this table method in the Increase Contract Rates program.
If a contract is set up as a sub-contract, the option will be given to copy the records from the group bill master contract to the sub-contract. There is also the option during Contract Changes if the contract being changed is a sub-contract and there are no Contract Increase Table records. Sub-contract means that the group bill master contract number is not equal to the contract number. This opportunity is also given during Contract Changes if the sub-contract does not have any Contract Increase records. When this happens, the Group Bill number will display at the top of the screen with the following message: You Will Be Given The Opportunity To Copy These Records From The Group Bill Master. Please Check These Over. The program will list all records for the Group Bill Master that have a Date To Increase greater than the Original Contract Start Date of the sub-contract. Enter N to see the next screen or P to see the previous screen. Enter E to end.
See sample screen below:
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11/23/99 Contract Increase Table 13:43
Group Bill No: 2602 You Will Be Given The Opportunity To Copy These Records From The Group Bill Master. Please Check These Over. Date To Increase B'ase P'ercent Or Amount To Increase Or M'eter D'ollar Increase Increase
4/95 B D 10.00 4/95 M P 9.99% 5/95 B P 9.99% 5/95 M D .099999 6/95 B D 14.00 6/95 M P 9.99% 7/95 B P 9.99% 7/95 M P 9.99% 1/96 B D 9.99 2/96 M P 9.99% 7/96 B D 9.99 7/96 M P 9.99% 8/96 B P .99%
Display N'ext, Or E'nd: E |
When entering E to end, the following prompt will display: Do You Wish To Copy Group Bill Records To Contract Number ###### (Y/N). If N is entered, the screen will clear and go into the normal add mode. If Y is entered, the records will be copied to the sub-contract number and the program will go into the change mode.
Note: When the records are copied, the Updated Contract field will be set to N for no, even if it is Y for yes. For example, if the Group Bill contract has a Contract Increase record to increase the contract on 11/99, and the Group Bill contract has already been updated, when this record is copied to the sub-contract, and if the Increase Contract Rates program is run a second time for November, the sub-contract will increase that dollar amount or percentage. However, records will only be copied that are after the Original Start Date of the sub-contract.
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11/23/99 Contract Increase Table 13:43
Group Bill No: 2602 You Will Be Given The Opportunity To Copy These Records From The Group Bill Master. Please Check These Over. Date To Increase B'ase P'ercent Or Amount To Increase Or M'eter D'ollar Increase Increase
4/95 B D 10.00 4/95 M P 9.99% 5/95 B P 9.99% 5/95 M D .099999 6/95 B D 14.00 6/95 M P 9.99% 7/95 B P 9.99% 7/95 M P 9.99% 1/96 B D 9.99 2/96 M P 9.99% 7/96 B D 9.99 7/96 M P 9.99% 8/96 B P .99%
Do You Wish To Copy Group Bill Records To Contract Number 3250 (Y/N) |
If Y is entered in the above prompt, the screen will display similar to the following:
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11/23/99 Contract Increase Table 13:47
Contract Number: 3250 Group Bill Number: 2602
Date To Increase B'ase P'ercent Or Amount To Updated Increase Or M'eter D'ollar Increase Increase Contract
4/95 B D 10.00 N 4/95 M P 9.99% N 5/95 B P 9.99% N 5/95 M D .099999 N 6/95 B D 14.00 N 6/95 M P 9.99% N 7/95 B P 9.99% N 7/95 M P 9.99% N 1/96 B D 9.99 N 2/96 M P 9.99% N 7/96 B D 9.99 N 7/96 M P 9.99% N 8/96 B P .99% N
N'ext, A'dd, C'hange, D'elete, Or E'nd N |
The following sections are described below:
When no other Contract Increase records exists, or if A for add is entered during the change mode, the add mode will start. The screen will display the following:
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11/23/99 Contract Increase Table 13:47
Contract Number: 3250 Group Bill Number: 2602
Date To Increase B'ase P'ercent Or Amount To Updated Increase Or M'eter D'ollar Increase Increase Contract
Note: ^ = Go Back 1 Space / = Cancel Note: Enter MMYY Format Or Enter 'E' To End
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Date To Increase
Enter the date in which the contract will increase (MMYY). This date can not be prior to the Original Start Date in the contract. It also must not be within the same month of the Original Start Date. For example, if the Original Start Date is 3/15/99, The Date To Increase cannot be 3/99. If this is entered, the following message Date Must Be Later Than The Original Start Date Of xx/xx will display and the prompt will return to the Date To Increase.
If the Date To Increase is after the Contract Expiration Date, the following warning message will display: Increase Date Is After Contract Expiration Date Of 1/31/96. Continue Y/N. If N is entered, the Date To Increase prompt will display again. If Y is entered, the program will continue with the next prompt.
When E to end is entered, the records will be redisplayed and go into change mode. Make any final changes that are needed before ending out to Contract Setup or Contract Changes.
Increase B'ase Or M'eter
Enter B to have Base Rates increase. Enter M to have Meter Rates increase.
P'ercentage Or D'ollar Increase
Enter P to have the increase be a certain percentage. Enter D to have the increase be a certain dollar amount.
Amount To Increase
This will be a different format depending on if the increase is a dollar or percentage, or if the increase is on the base or meter. A note will display on the last line of the screen to aid in determining how many decimal positions are needed.
Base by dollar increase
This will have two decimal positions. For example, enter: 1234 for a $12.34 increase. This amount must be greater then $.01 or a message stating Amount To Increase Must Be Greater Than .01 will be displayed.
Meter by dollar increase
This will have six decimal positions. For example, enter: 2000 for a $.002000 increase. This amount must be greater than $.000001 or a message stating Amount To Increase Must Be Greater Than .000001 will be displayed.
Base or Meter by percent increase
This field has two decimal positions. For example, enter: 1050 for a 10.50% increase. The percentage must be greater than .01% and less than or equal to 100.00% or a message stating Percent To Increase Must Be Between .01% And 100.00% will be displayed.
Updated Contract
In add mode, this field will not be prompted. This field will be set automatically to N for not updated. In change mode, this field can be changed.
In change mode, the records that exist will be displayed. Enter N to display the next screen of records. Enter P to display the previous screen of records. Enter A to add a record. Enter C to change a record. Enter D to delete a record. Enter E to end and return to Contract Set-up or Contract Changes.
When entering C to change a line, the program will prompt for the date to change and whether is it a base or meter record. Enter a forward slash (/) or Shift-6 (^) at these prompts to cancel or to go back one prompt.
See the screen sample below:
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11/23/99 Contract Increase Table 13:47
Contract Number: 3250 Group Bill Number: 2602
Date To Increase B'ase P'ercent Or Amount To Updated Increase Or M'eter D'ollar Increase Increase Contract
1/96 B D 9.99 N 4/95 M P 9.99% N 5/95 B P 9.99% N 5/95 M D .099999 N 6/95 B D 14.00 N 6/95 M P 9.99% N 7/95 B P 9.99% N 7/95 M P 9.99% N 1/96 B D 9.99 N 2/96 M P 9.99% N 7/96 B D 9.99 N 7/96 M P 9.99% N 8/96 B P .99% N
Enter Date To Be Changed (MM/YY) Or E'nd 4/95 Enter B'ase Or M'eter |
If the information entered is valid, the screen will clear and display only the record that was selected. The option is given to change the P'ercentage or D'ollar Increase field, the Amount to Increase field, and the Updated Contract field. If the record is changed from a percentage record to a dollar record (or vice versa), the amount to increase will be cleared and the updated contract field will default to N. See the Add mode section for details on these fields.
In delete mode, the program will prompt for the date to delete and whether is it a base or meter record. Enter a forward slash (/) or Shift-6 (^) at these prompts to cancel or to go back one prompt.
See the screen sample below:
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11/23/99 Contract Increase Table 13:47
Contract Number: 3250 Group Bill Number: 2602
Date To Increase B'ase P'ercent Or Amount To Updated Increase Or M'eter D'ollar Increase Increase Contract
1/96 B D 9.99 N 4/95 M P 9.99% N 5/95 B P 9.99% N 5/95 M D .099999 N 6/95 B D 14.00 N 6/95 M P 9.99% N 7/95 B P 9.99% N 7/95 M P 9.99% N 1/96 B D 9.99 N 2/96 M P 9.99% N 7/96 B D 9.99 N 7/96 M P 9.99% N 8/96 B P .99% N
Enter Date To Be Deleted (MM/YY) Or E'nd 4/95 Enter B'ase Or M'eter |
If the information entered is valid, the screen will be cleared and display only the record that was selected. The following prompt will be displayed Please Verify D'elete Or C'ancel. If C or a forward slash (/) is entered, the delete will be canceled. If D is entered, the record will be deleted and the program will return to the change mode.
Pre Rev 12 Documentation
1. SHIP TO The number of the customer who has possession of the machine. (8-numeric)
2. NAME
The name of the customer who has the machine. Passed from customer
file.
(25-alphanumeric)
3. ADD1
The address of the customer who has the machine. Passed from customer
file.
(25-alphanumeric)
4. ADD2
Address of the customer who has the machine. Passed from customer
file.
(25-alphanumeric)
5. ADD3
The city, state, and zip code of the customer. Passed on from customer
file.
(29-alphanumeric)
6. SOLD TO
The sold to or bill to customer number. It can be the same as the
ship to or a different number. This is the customer that receives
the invoice for the customer.
(8-numeric)
7. BRANCH
The branch the ship to customer is located. Passed from customer
file.
(2-numeric)
8. COMPANY NUMBER The company number
that this contract will be billed under.
(2-numeric)
9. SALES REP #1
The number of the sales rep responsible for this customer. Passed
from customer file.
(4-numeric)
10. SALES REP #2
The number of the sales rep responsible for this customer.
(4-numeric)
11. SALES REP PER To activate the ability to assign a sales rep per sales analysis level. This feature
LINE ITEM? (Y/N)
allows separate Reps. per sales analysis break.
(1-alphanumeric)
12. COUNTY The number of the county the ship to customer is located. Passed from customer file.
13. SERVICE ZONE
The user defined service zone that is stored in the customer file is displayed.
(5-numeric)
14. SERVICE TERRITORY The user defined service
territory that is stored in the customer file is displayed.
(5-numeric)
15. TAX CODE 1
The tax code of the ship to customer. Passed from customer file.
(5-numeric)
16. TAX CODE 2
Additional tax code of the ship to customer. Passed from customer
file.
(5-numeric)
17. TAX CODE PER To assign different items/levels different tax status. (i.e. taxable for sales portion of
LINE ITEM? (Y/N) base,
non-taxable for service portion) The appearance of this field is dependent
on Global Record 8.
(1-alphanumeric)
18. PRINT TAX SUM- To print the sub-totals of an invoice by taxable status. The appearance of this field is
MARY PAGE ON dependent on Global Record 8.
INVOICE (Y/N) (1-alphanumeric)
19. CITY TAX CODE The city tax code of the ship to customers. This is a specialized tax method based on individual tax laws. This field is passed from customer file.
20. TAX EXEMPT CODE Code designating
customer's tax exempt status:
(e.g. 1T=taxable, 1N=nontaxable schools, 2N=nontaxable churches).
Passed from customer file.
(2-Alpha-numeric)
21. TERMS
Terms code of the ship to customer. Passed from customer file.
(1- numeric)
22. ORDER NO
A number or set of characters used as an internal order number or sales
number.
(6-alphanumeric)
23. PO/REF
The customer's purchase order or other reference number for this contract
invoice.
(15-alphanumeric)
24. CONTACT NAME
The customer contact that is responsible for the contract invoice.
This field is passed from the customer file, and can be overridden.
(20-alphanumeric)
25. BATCH BILL (Y/N) If you answer yes, meter billing for all machines on the same contract or same group of contracts will be combined and billed as one combined meter. The feature of doing a batch group bill became available in LMS revision 10. Documentation begins on page 6.
ADDITIONAL
NOTES:
Fields 2, 3, 4, 5, 6, 7, 9, 10, 11, 12, 13, 14, 15 16, 17, can be overridden.
Overriding the above fields will not change the customer file. This
will only apply to the contract. Also, changing the above information
in the customer file will not change the contract after it has been set
up.
*CONTRACT*
26. START DATE
The date the contract starts.
(6-numeric)
27. EXPIRATION DATE
The date the contract expires.
(6-numeric)
28. EQUITY EXPIR.
The date the equity on the machine expires if the contract is a rental
agreement.
(6-numeric)
29. BILLING PERIOD
How often the contract will be billed.
(e.g. 1=monthly, 3=quarterly, 6=semi-annually, 12=yearly.)
(2-numeric)
30. FIRST DUE DATE
The date the contract will first be billed.
(6-numeric)
31. BILL DAYS Not applicable. This field is not activated.
32. BILL IN ARREARS If the base rate on this contract should be billed in arrears, indicate with a "Y" in this field. This field refers to the base billing amount only.
*METER*
33. BILLING METHOD
There are four available billing methods.
(1-numeric)
Method 1: Copies are billed at so much per copy according to the quantity breaks set up for that particular machine.
Method 2: Includes a certain number of copies for the current renewal period of the contract. Once that number of copies is reached, the system will bill per copy, for the duration of that contract, according to the quantity breaks set up for this particular machine.
Method 3: The contract expires after the expiration date, or after a certain number of copies have been reached For example, the contract will expire on June 30, 1986, or when 100,000 copies are reached. This method DOES NOT bill per copy.
Method 4: There is a minimum charge of a flat rate if copies do not exceed a specified quantity. If copy clicks reach or exceed the minimum, all will be billed at the defined copy break and charge. There is no base billing with this method.
34. BILLING PERIOD
How often the copies will be billed.
(e.g.: 1=monthly, 3=quarterly, 6=semi-annually, 12=yearly)
(2-numeric)
35. FIRST DUE DATE
The date the copies will first be billed.
(2-numeric)
36. BILL DAYS Not applicable. This field is not activated.
37. EXPIR. COPIES
Copies allowed in billing method 3.
(8-numeric)
38. DAYS BEFORE 1ST 255 is the highest number that can be input. A way to define the number of days after
READING the start of the contract to begin getting monthly meter readings. If you want to enter a reading the first month of the contract, leave it blank. This field applies to methods 2 and 3 only.
39. AUTO RENEWAL This field is not activated at this time. All contracts renew without cancellation.
40. GROUP BILLING The computer assigned contract number will be the default. You may override this if you input an existing master group bill contract number. This feature was revised in LMS revision 10. Documentation begins on page 6.
*MACHINE INFORMATION*
1. ITEM NO
Enter a valid item number.
'MSG' to enter a message on the contract.
'END' will allow the operator to exit the contract.
(18-alphanumeric)
2. DESCRIPTION
Item's description. It is displayed from the item file, but can
be overridden for the contract only.
(32-alphanumeric)
3. QUANTITY
How many of this item are on the contract. If it is a serial numbered
item, the program will ask for as many serial numbers as the quantity.
(4-numeric)
4. BASE RATE
The base amount charged for each of these items for each billing period.
(8-numeric, 2-decimals)
5. COST The cost to the company to maintain the contract. The cost field can also be used as a depreciation amount for rental machines.
6. S/A NO (machine)
The item number used for sales analysis on this item. The purpose
of this item number
is to separate contract base revenue from revenue when a machine is sold.
(18-alphanumeric)
7. SP
The service plan that applies to the contract.
(2-alphanumeric)
8. AMOUNT The dollar amount allocated to this sales analysis number and service plan.
1. SERIAL NO
If the item is a serial numbered item the program will ask for serial
numbers. The serial number must be valid before a contract can be
set up and must be placed at the customer site.
(18-alphanumeric)
2. PRINT LOCATIONS
Enter a 'Y' to print the locations of the machine which were entered through
machine placement. The default is N'o.
(1-Y, Y-N)
3. PRINT COMMENT
Enter a 'Y' to print the general comment which was entered through machine
placement. The default is N'o.
(1-Y, Y-N)
4. SERVICE CREDIT This field is not active at this time. S/A levels handle this.
5. METER Enter 'Y' if this is a copier with quantity breaks and rates. Enter 'N' if you are not setting up breaks for copy billing (1-alpha, Y-N). A method 3 contract must have 'N' in this field. Methods 1, 2 and 4 must have 'Y'.
ENTER
METER READING Enter
a 'Y' unless base rate billing only.
NOTE: If this is a non-metered piece of equipment both answers must
be N for no.
6. STARTING METER The meter reading at the time the contract is set up.
7. BILLING METHOD Billing Method is passed along but cannot be overridden at this point.
8. COPIES INCLUDED If
this is a Billing Method 2, the screen will ask for the number of copies
included on the contract.
(10-numeric)
13. - 26.
QUANTITY BREAKS AND RATES
13, 15, 17, 19 - The quantity or copy breaks for billing.
(8-numeric)
14, 16, 18, 20 - The rate charged for each break.
(5-numeric, 4-decimals)
21 - 26 - Apply to method 4 only.
S/A
NO. (meter)
The item used for sales analysis on the copy billings. The purpose
of this item number is to separate meter billing revenue from contract
base revenue.
(18-alphanumeric)
SERVICE
PLAN
The service plan that applies to the contract.
(2-alphanumeric)
AMOUNT The dollar amount allocated to this sales analysis number and service plan.
FOLLOWING IS A DESCRIPTION OF THE FIELDS THAT ACTIVATE THE INCOME RECOGNITION PROGRAM TO DEFER CONTRACT BASE REVENUES. IF YOU ARE NOT IMPLEMENTING THIS FEATURE, TYPE IN 'S' FOR SKIP AT PRIOR START DATE.
PRIOR START DATE The last start date of contract previous to this renewal period. This is system maintained. No operator input is necessary. Would only be changed to make a correction.
PRIOR END DATE The last expiration date of contract previous to this renewal period. This is system maintained. No operator input is necessary. Would only be changed to make a correction.
PRIOR BILL PERIOD The billing period of the contract previous to this renewal period. This is system maintained. There is only one circumstance that this should be manually inputted. If the new contract that is renewing and is to be billed has a different billing period than the old input the old billing period. Example: It was a 12 month, now the new will be a 24 month. If it is the same, the system will update it correctly.
CURRENT LIABILITY This is the amount that is still a liability on the contract based on the current renewal period. Basically, this is what is left to recognize as income. This is system maintained. The ACRLFIX program will bring this up to date as of target month. After that the income recognition report will update this field. Would only be hanged to make a correction.
LIABILITY ACCOUNT Input the appropriate liability general ledger account number from your chart of accounts. This must be a valid account. The report will show the appropriate dollar amount to debit this account monthly. The system allows for different contracts to have different accounts.
REVENUE ACCOUNT Input the appropriate contract revenue general ledger account number from your chart of accounts. This must be a valid account. The report will show the appropriate dollar amount to credit this account monthly. The system allows for different contracts to have different accounts.
PRIOR BASE RATE The last base rate of the contract previous to this renewal period. This is system maintained. There is only one circumstance that this should be manually inputted. That is if the new contract that is renewing and is due to be billed has a different base rate than the old input the old base rate. Example: The renewal base is 550.00, the old was 500.00, input 500000. If is the same, the system will update it correctly.
PRIOR LIABILITY This is the amount of the remaining liability on the contract previous to this renewal period. This is system maintained. No operator input is necessary. Would only be changed to make a correction.
INCOME CONTRACT YTD Income contract Year-To-Date. This is the amount of income that has been recognized based on the current renewal period. This is system maintained. The ACRLFIX program will bring this up to date as of target month. After that the income recognition report will update this field. Would only be changed to make a correction.
INCOME FISCAL YTD This is the income recognized based on the fiscal year. This is updated by the income recognition report. The field is cleared out by the End of Year field clearing program in Accounts Receivable.