Service Fee Billing Rules are configured on the Billing tab. To create a Service Fee Billing Rule, navigate to the Billing Tab and select the Service Fee Billing Rule menu item. This will show a list of any existing Service Fee Billing Rules.
Adding a Service Fee Billing Rule
To add a new Service Fee Billing Rule, click on the
. This will open the Service Fee Billing Rule Details screen.
Name: Specify a unique name for the rule.
Inactive: The checkbox allows you to make the rule Inactive. A rule must be active in order to generate receivables.
Company: Select the company that this rule should be used for. If it should be used by all companies leave **Please Select**.
Effective Date: The system will create receivables if the Effective Date is before the service fees associated date, each Service Fee Type may have a different associated date it will compare the Effective Date to. See the list above. You may need to back date the Effective Date to make sure that you are capturing assignments based on the service fee associated date.
Policy: Select a policy if you would only like to generate service fee receivables for assignments assigned that policy if you would like it to apply to all policies leave **Please Select**.
Account: Select the account this service fee should be recorded with.
Custom Calculation: Select a previously configured custom calculation for this billing rule if you don’t want to specify a certain amount.
Reference: This is an optional field you can enter additional details or description in, what is populated here will become the reference for the service fee receivable generated.
Service Fee Type: Select the Service Fee Type from the dropdown. For a description of each of the types see the list below.
Additional Parameters: Additional parameters may be present depending on the Service Fee Type selected.
Frequency: Frequency is parameter for some of the Service Fee Types. If you would like the fee to occur once select a frequency of Once. If you would like it to recur then select the frequency of Monthly, Annually, or Every X Days.
Begin Creating Receivables On: If a frequency greater than Once is selected this field will become available. This will allow you to use the Effective Date to make sure to capture all assignments this service fee should capture but prevent the creation of any service fee receivables for this rule until the date specified. An example of when this would be useful is if you have a monthly or annually recurring service for the management of the relocation. The relocation may have started two years ago but you don’t want to start generating receivables for this rule until next month. You will select an Effective date prior to the two years ago date but use the Begin Creating Receivables On to specify the date next month that you want receivables to begin.
Amount: Specify the Amount and the Currency unless a Custom Calculation was selected.
Business Rules: Use Business Rules to calculate receivable amounts instead of the static value on the field named "Amount". If a business rule is selected, that Amount field is automatically hidden.
Establishing Service Fee Billing Rules for Correct Future Billing
Every billing rule has to have an Effective Date. The rule will only create a receivable for a particular service fee if the associated date is after the rule’s Effective Date and before the Up To and Including Date specified when running a receivable batch. The date compared to this range is listed below for all Service Fee rules. To have a billing rule triggered but not generate receivables until a certain date use the Begin Creating Receivables On date.
Importing Historical Receivables
The recommended process for importing historical receivables should be as follows.
Import historical receivables. Using the Service Fee Receivable Import. For more information about the Service Fee Receivable Import see the Service Fee Receivable Import Guide.
Execute an Invoice batch for all receivables for this company. Select a Create As Status of Posted, and check Create As Track Only.
Then click on Create Invoices. This will ensure that the receivables will not be picked up on future invoices.
These steps will import and close out all historical receivables.
Establish forward-functioning billing rules using the Effective Date keeping in mind the date triggers above.
To prevent the service fee billing rule from generating receivables until a certain date use the Begin Creating Receivables On date.