Increase Contract Rates (CNFM011)

Increase Contract Rates is a new program in Rev 12.and can be found on the Contract File Maintenance menu, 3-14. 

 

The purpose of the program is to increase the base and meter charges on contracts for a specified population of contracts.  The program is very beneficial when an overall price increase is desired.  To change only a few individual contracts, the price changes should still be made in the program, Contract Changes.  The rates are increased by an inputted percentage.  A separate percentage can be entered for the base rate increase versus the meter billing rate increase.  The total base and meter rates are increased and the corresponding sales analysis levels.  A printout is included which lists all contracts that have had rate increases.

 

The program allows the price to be increased on base rates only, meter charges only, or both.  The population of contracts to be selected for an increase can be specified by many factors.  This includes a date range or all dates of base due dates, meter dues dates, and contract expiration dates.  Options to select a range or all company numbers, branch numbers, and machine product classes are included.  The three types of contracts, maintenance, rental, lease or all types, can be selected.  Individual meter billing methods or all methods can be selected, along with the ability to enter up to three meter billing methods at one time.  All service plans assigned to the contracts can be selected.  There is also the ability to input as many individual service plans as desired. 

 

All of the contracts that had price increases are printed.  The contract and group bill contract number, line number assigned on the contract, item and serial number, and the resulting increased base and meter charges are included on the printout.

 

Once all of the input prompts and the final verification prompt is input, the updating of the prices occurs.  There is no report only function.  The program does not allow the prices to be decreased.  Thus be sure that only the appropriate people in your company have access to the program.  Also be sure to verify your input before allowing it to continue.  For those of you with the LMS Security module, be sure to allow access to only the appropriate operators.  For those of you without the LMS Security module, be sure to inform all operators that this is not a program to experiment with.

 

 

 

Introduction  (Contd)

 

There are specific ways to exclude a contract from increasing even when it falls within the designated parameters.  Contracts with a number 99 in the meter bill days field on a contract (field 37 in Contract Changes) will never be increased, base and meter charges.  Contracts with the number 96 in the contract bill days (field 32 in Contract Changes) will increase as long as the other parameters are met.  If the contract bill days is 97, 98, 99, 0, 1, 2 and on the contract base and meter rates will not increase until the system date year when running the Increase Contract Rates program is met.  As an example, if 98 is in field 32 the rates will not increase for that contract until the year 1998 is reached.  If 0 is in field 32 the rates will not increase for that contract until the year 2000.  The Rev12 update conversion program writes a 96 in the contract bill days field if this field was equal to zero.  Many of you have entered 99 in the contract bill days field to prevent a meter card from printing.  These contracts will not have their rates increased by the program until the year 1999.  You will have to manually increase the contracts or remove the 99 prior to running the Increase Contract Rates program.  You will than have to put the 99 back in the field.  Manipulating the bill days fields is the only way to exclude a contract rate from increasing if it falls within the other program input parameters.

 

Contracts that have been marked as inactive through the Contract Cancellation program will not have their prices increased even if they fall within the program update parameters.

 

The program can be run at any time.  However, the logical time is prior to billing the contracts.  Also it is recommended that no one be changing or adding contracts or billing contracts while the program is being run.  This is to prevent accessing a contract while updating of that contract occurs.

 

The program does not update any cost that is assigned to the base rates.  Only prices are increased.  Also the program does not allow a decrease in the rates.

 

For those of you that use the Contract Commitment module, if a contract is in a current commitment index and the base rate changed, any proposed base rate changes are not changed.  The new current base rate displays on the screen but the proposed remains unchanged.  Also note that the maintenance and accessory prices that are used in the Commitment module are not changed by this program.

 

For those of you that use the Income Recognition Report, be sure, before increasing the base prices, to follow the same procedures that you would perform if updating the base price through Contract Changes.  This includes updating the prior base prices in the program Accrual Changes.

 

 

 

Enter Data 

 

The printer choice screen appears to allow selection of the print mode.  During the input an up arrow ^ to go back one space or / slash to cancel may be entered.  The ESC escape key may be input to interrupt the input or processing.  Note, if the processing is interrupted be sure and check the last contract that is printed to verify the updating completed.

 

Change B'ase Pricing, M'eter Billing Pricing, BO'th, Or E'nd

 

 

Enter an E to exit the program.  Enter a B to only increase the base charges on the contracts.  These are the rates that are assigned to the item numbers of the machines and accessories that are on the contracts.  Enter an M to only increase the meter charges on the contracts.  These are the rates that are assigned to the serial numbers on the contracts.  Enter BO for both to increase the base and the meter charges on the contracts.

 

 

 

Enter Data  (Contd)

 

Enter Percentage to Increase       Rates     

   (Example: 1000 = 10%, 500 = 5%)

 

When a B, to only increase base prices, is input, the above prompt displays as follows.

 

Enter Percentage to Increase BASE  Rates

   (Example: 1000 = 10%, 500 = 5%)

 

When an M, to only increase meter prices, is input, the prompt displays as follows.

 

Enter Percentage to Increase METER Rates

    (Example: 1000 = 10%, 500 = 5%)

 

When a BO, to increase base and meter prices, is input, both prompts display allowing input of the corresponding percentage.

 

Enter the percentage that you want to increase the rates on the contracts.  Enter the percentage with no decimal point.  As an example a 10% increase is input as 1000.  A 2.5% increase is input as 250.  A 15.5% increase is input as 1550.  A negative percentage is not allowed.  The program redisplays the resulting percentage to allow the operator to check the input. 

 

 

The current rates that are stored on the multiple sales analysis levels are multiplied by the inputted percentage.  The resulting figures are than added together, producing the total base rate or meter charge.  All meter quantity breaks are changed as long as the assigned service plan falls within the inputted service plan parameters.

 

 

 

Enter Data  (Contd)

 

The rest of the prompts determine the population of the contracts that will have the prices increased.

 

Enter Up To Three Billing Methods (1-4) Or A'll

 

You may select the contracts that you want to change by the assigned meter billing methods.  There are four possible billing methods, 1through 4.  The billing method on a contract can be viewed in Contract Changes, field 34.  The input allows up to 3 billing methods at a time or an A for all billing methods.  When an A for all is entered, contracts with no meter billing method are included.  To enter specific billing methods, input the first method and carriage return.  Enter the next method or carriage return to exit the entry of billing method.  After input of a second method the prompt to enter a third method displays.  Entering a carriage return or a third method exits the prompt.

(1-4 Or A)

 

Beginning Base Due Date Or A'll

 

Enter a base due date, a beginning date range or an A for all.  The base due date is assigned to the contract header.  This can be viewed in field 31 in Contract Changes.  Entering an invalid date produces the prompt, Invalid Date--Enter Again.  The cursor returns for reinput.  (MMDDYY)

 

Ending Base Due Date

 

When a specific or beginning base due date range is entered, the cursor continues on to the ending base due date prompt.  Whatever was entered as the beginning base due date displays as the default ending.  A carriage return accepts the default.  This can be overridden if desired.  Enter the ending base due date.  If an ending date is input that is less than the beginning, the prompt Beginning Base Due Date Is Greater Than Ending Date appears.  Entering an invalid date produces the prompt, Invalid Date--Enter Again.  For both errors, the cursor returns for reinput.  When a specific or range of base due dates are input, only contracts with base due dates within the designated range are updated.  This applies to the updating of the base rate.  The meter rates are updated based on the inputted meter due date range.  All other input parameters are also considered.  (MMDDYY)

 

The cursor does not stop at the Beginning Base Due Date prompts when the option to only update the meter prices was activated.

 

 

 

Enter Data  (Contd)

 

Beginning Meter Due Date Or A'll

 

Enter a meter due date, a beginning date range or an A for all.  The meter due date is assigned to the contract header.  This can be viewed in field 36 in Contract Changes.  Entering an invalid date produces the prompt, Invalid Date--Enter Again.  The cursor returns for reinput.  (MMDDYY)

 

Ending Meter Due Date

 

When a specific or beginning meter due date range is input, the cursor continues on to the ending meter due date prompt.  Whatever was entered as the beginning meter due date displays as the default ending.  A carriage return accepts the default.  This can be overridden if desired.  Enter the ending meter due date.  If an ending date is input that is less than the beginning, the prompt Beginning Meter Due Date Is Greater Than Ending Date appears.  Entering an invalid date produces the prompt, Invalid Date--Enter Again.  For both errors, the cursor returns for reinput.  When a specific or range of meter due dates are input, only contracts with meter due dates within the designated range are updated.  This applies to the updating of the meter rate.  The base rates are updated based on the inputted base due date range.  All other input parameters are also considered.  (MMDDYY

 

The cursor does not stop at the Beginning Meter Due Date prompts when the option to only update the base prices was activated.

 

When the option to update both meter and base prices is activated the cursor stops at both due date prompts.

 

Specifying a base and meter due date range is beneficial when you want to raise the prices of the contracts that you plan to include in the next billing cycle of contracts billed in Contract Billing.  As an example, you plan on billing contracts with a base and meter due date of 01/01/97 to 01/31/97, then also enter this date range at these prompts to only raise the base and meter prices of those contracts.

 

 

 

Enter Data  (Contd)

 

When a meter and base due date range is input, the program looks at the billing method of the contract and also if base only, meter only or both, was entered to be updated.  Selecting which contracts to update is different based on the contracts billing method.  This works as follows.

 

Update Base Only

 

Billing Method 0, 1, 2, 3 - Program compares contracts base due date with inputted base due date range.  There is no meter due date range input.

 

Billing Method 4 - Is never updated, there is no base charge.

 

Update Meters Only

 

Billing Method 1, 4 - Program compares contracts meter due date with inputted meter due date range.  There is no base due date range input.

 

Billing Method 0, 3 - Is never updated, there is no meter charge.

 

Billing Method 2 - Method 2 contracts with a meter due date have the contracts meter due date compared with the inputted meter due date range.  There is no base due date input.  Method 2 contracts with no meter due date are updated based on an input option.  See the following page for an explanation.

 

Update Base and Meters

 

For each billing method, operation is the same as described above, when updating the base prices and when updating the meter prices.  A meter and a base due date range can be entered. 

 

 

 

Enter Data  (Contd)

 

When the options of meter prices only, or both meter and base prices, and meter billing method 2 or all billing methods and a meter due date range were selected, an additional prompt appears.  The prompt appears after entering a meter due date range.  The prompt does not appear when an A for all meter due dates is entered.

 

Method 2 Contracts Have No Meter Due Date Until             

They Reach The Overage Or Copies Included.                  

                                                            

Update The Meter Prices On Method 2 Contracts,              

That Have Not Reached The Overage And Have No Meter Due Date,

Based On Their Base Due Date Falling Within The             

Inputted Meter Due Date Range? (Y/N)

 

The prompt only relates to meter billing method 2 contracts.  There is no meter due date on a method 2 contract until the copies included overage amount has been reached.  Once the overage is reached a meter due date is written to the contract.  If you have method 2 contracts and you want to update the meter prices, prior to them having a meter due date, a Y for yes should be input at the above prompt.  The program than looks at the inputted meter due date range and if a method 2 contract with no meter due date has a base due date within the inputted meter due date range, the meter prices are updated.  Method 2 contracts with a meter due date, are compared to the inputted meter due date range and updated if they fall within the designated meter due date range.

 

If you have method 2 contracts and you do not want to update meter prices until a meter due date has been assigned to the contract, enter N for no.  Method 2 contracts with no meter due date will not be updated when a meter due date range is input.  Entering a meter due date range will only update method 2 contracts that have a meter due date within the designated meter due date range.

 

 

 

Enter Data  (Contd)

 

Beginning Expiration Date Or A'll

 

Enter a contract expiration date, a beginning date range or an A for all.  The expiration date is assigned to the contract header.  This can be viewed in field 28 in Contract Changes.  Entering an invalid date produces the prompt, Invalid Date--Enter Again.  The cursor returns for reinput.  (MMDDYY)

 

Ending Expiration Date

 

When a specific or beginning expiration date range is entered, the cursor continues on to the ending expiration date prompt.  Whatever was entered as the beginning expiration date displays as the default ending.  A carriage return accepts the default.  This can be overridden if desired.  Enter the ending expiration date.  If an ending date is input that is less than the beginning, the prompt Beginning Expiration Date Is Greater Than Ending Date appears.  Entering an invalid date produces the prompt, Invalid Date--Enter Again.  For both errors, the cursor returns for reinput.  When a specific or range of contract expiration dates are input, only contracts with expiration dates within the designated range are updated.  All other input parameters are also considered. (MMDDYY

 

Beginning Company # Or All

 

Enter a company number, a beginning company number range or an A for all.  The company number is assigned to the contract header.  This can be viewed in field 8 in Contract Changes.  If only one company is used in your contracts it is recommended to enter an A for all.  (2 Digits)

 

Ending Company #

 

When a specific or beginning company number range is entered, the cursor continues on to the ending company # prompt.  Whatever was entered as the beginning company number displays as the default ending.  A carriage return accepts the default.  This can be overridden if desired.  Enter the ending company number.  If an ending number is input that is less than the beginning, the prompt Beginning Company # Is Greater Than Ending Company # appears.  The cursor returns for reinput.  When a specific or range of company numbers are input, only contracts with company numbers within the designated range are updated.  All other input parameters are also considered.

(2 Digits)

 

 

Enter Data  (Contd)

 

Beginning Branch Or All

 

Enter a branch number, a beginning branch number range or an A for all.  The branch number is assigned to the contract header.  This can be viewed in field 7 in Contract Changes.  Valid branch numbers can be from 1-255.  (3 Digits Or A)

 

Ending Branch

 

When a specific or beginning branch number range is entered, the cursor continues on to the ending branch number prompt.  Whatever was entered as the beginning branch number displays as the default ending.  A carriage return accepts the default.  This can be overridden if desired.  Enter the ending branch number.  If an ending number is input that is less than the beginning, the prompt Beginning Branch Is Greater Than Ending Branch appears.  The cursor returns for reinput.  When a specific or range of branch numbers are input, only contracts with branch numbers within the designated range are updated.  All other input parameters are also considered.  Specifying branches is beneficial when prices on contracts are desired to be updated for specific branches only.  (3 Digits)

 

Beginning Machine Product Class Or All

 

Enter a product class number, a beginning product class number range or an A for all.  The product class that is used is the product class of the machine or accessory item numbers assigned to the contracts.  These are not the sales analysis item numbers found in the price levels on the contracts.  The current product class assigned to the items in the Item File is used.  (4 Digits Or A)

 

Ending Machine Product Class

 

When a specific or beginning product class number range is entered, the cursor continues on to the ending product class prompt.  Whatever was entered as the beginning number displays as the default ending.  A carriage return accepts the default.  This can be overridden if desired.  Enter the ending product class number.  If an ending number is input that is less than the beginning, the prompt Beginning Product Class Is Greater Than Ending Product Class appears.  The cursor returns for reinput.  When a specific or range of product class numbers are input, only contracts with items assigned product class numbers within the designated range are updated.  All other input parameters are also considered.  Specifying product classes is beneficial when prices on contracts are desired to be updated for specific machines and accessory items grouped by product class.  (4 Digits)

 

 

 

Enter Data  (Contd)

 

R'ental, M'aintenance, L'ease, Or A'll

 

Enter an R to only update Rental contracts.  Enter an M to only update Maintenance contracts.  Enter an L to only update Lease contracts.  Enter an A for all types of contracts.  All other input parameters are also considered.

 

Enter Specific Service Plans Or A'll #  1

 

You may select the contracts and the specific prices to be updated by the assigned service plan.  Enter an A for all service plans.  You may enter specific service plans, and enter as many different service plans as you desire.  A number 1 appears to allow entry of the first specific service plan.  After entry of the first service plan, the number 2 appears for input of a second service plan.  This continues until a carriage return is input.  At least one service plan or A for all must be input.  Entering an invalid service plan produces the prompt, Invalid Service Plan.  The cursor returns for reinput.  If an up arrow to go back one space is input at any of the entries of the service plan the cursor goes back to the product class prompt.  All of the service plans would have to be re-entered.  (2 Alphanumeric)

 

Entering individual service plans is beneficial when the prices are to be increased for a specific type of contract, which is defined by service plan.  These are the service plans that are assigned to the sales analysis price levels on the item and serial numbers on the contracts.  Thus by specifying service plans you could update prices by level.  As an example, a quantity break meter charge is .020000.  There are two price levels assigned.  One is .010000 and service plan A1.  The second level is .010000 and service plan A2.  Service plan A1 is input, but A2 is not.  Level one price is updated but level 2 is not.  The percent increase is 2%.  The resulting figures are level one a price of .010200.  Level 2 remains at .010000.  The total price is .020200.

 

Continue (Y/N)

 

This is the final input prompt.  Inputting Y for yes begins updating the prices on the contracts.  Entering N for no cancels the input.  The cursor returns to the first prompt.  Once all of the input prompts are completed the updating of the prices occurs.  There is no report only function.  The program does not allow the prices to be decreased.  Thus be sure that only the appropriate people in your company have access to the program.  Also be sure to verify your input before entering yes to continue.  Note, there is no room on the screen to display all of the possible services plans that could be entered, thus be careful when inputting specific service plans.

 

 

Results

 

All contracts are changed if they fall within the inputted parameters.  There are specific ways to exclude a contract from increasing even when it falls within the designated parameters.  Contracts with a number 99 in the meter bill days field on a contract (field 37 in Contract Changes) will never be increased, base and meter charges.  Contracts with the number 96 in the contract bill days (field 32 in Contract Changes) will increase as long as the other parameters are met.  If the contract bill days is 97, 98, 99, 0, 1, 2 and on the contract base and meter rates will not increase until the system date year when running the Increase Contract Rates program is met.  As an example, if 98 is in field 32 the rates will not increase for that contract until the year 1998 is reached.  If 0 is in field 32 the rates will not increase for that contract until the year 2000.  The Rev12 update conversion program writes a 96 in the contract bill days field if this field was equal to zero.  Many of you have entered 99 in the contract bill days field to prevent a meter card from printing.  These contracts will not have their rates increased by the program until the year 1999.  You must manually increase the contracts or remove the 99 prior to running the Increase Contract Rates program.  You will than have to put the 99 back in the field.  Manipulating the bill days fields is the only way to exclude a contract rate from increasing if it falls within the other program input parameters.

 

The headings on the printout list all of the input parameters.  Note, that there is only room to print 8 services plans, if individual service plans were entered.  All of the contracts that were updated are printed.  Note, contracts with a base rate of zero or a quantity break of zero price will not print these lines on the Increase Contract Rates report.  The contracts are printed in group bill contract order, than contract number, than the line numbers that are assigned to the item and serial numbers on the contract.  The following information is included per contract. 

 

GB CN#  The group bill contract number.

 

CONT#  The contract number.

 

LN#  The contract line number assigned to the item and serial numbers on the contract.

 

ITEM NUMBER  The item number of the machine or accessory on the contract.

SERIAL NUMBER  The serial number.  This only prints if the meter rate is changed.

 

BASE RATE  If the base rate was changed, the new base rate is printed.

 

METER RATE  If the meter rate was changed, the new meter rate is printed.  Each quantity break that is changed prints.  This is the total price for the quantity break.  The individual sales analysis levels are changed but they are not printed.

 

 

 

Results  (Contd)

 

Following is an example of the report that prints.  Note the headings that state the input parameters.

 

 

Following is a contract prior to being updated.  This contract is included on the above example.  The base and meter rates were increased.

 

 

 

 

Results  (Contd)

 

Following is contract 2647 after the price increases.  Note the changes on the levels and total lines and compare this with the Increase Contract Rates sample report.

 

 

Note, that a specific service plan GM was input.  This affected the updating of contract 2647.  The calculation for the base rate increase is as follows.

 

Old base rate = 500.00.  Only level 2 is changed as that is assigned service plan GM.  The first level is not changed as that is assigned service plan A1.

Level 2 Old rate = 270.00 X 5% increase = 283.50

283.50 + 230.00 = 513.50.

 

The calculation for the meter rate is as follows.

 

Old meter rate = .020000.  Only level 2 is changed as that is assigned service plan GM.  The first level is not changed as that is assigned service plan A1.

 

Level 2 Old rate = .008889 X 2% increase = .0090667 = .009067

.009067 + .011111 = .020178

 

 

 

Results  (Contd)

 

 

Note contract 2705 on the above sample.  The line number 20 is repeated.  Each line represents a different quantity break for the same serial number.  There are seven quantity breaks with a rate on this contract.  All are assigned the service plan GM, thus all are updated.  If one quantity break had a different service plan it would not be updated and would also not print on the report.

 

Also note contract 790.  Only the base rate was updated, thus no serial number is printed.