Summary

The Billing Cycle Maintenance window is used to create and maintain billing cycles. A billing cycle is a group of customer accounts that should be billed in the same billing batch. Many of the Special Assessments module reports can be filtered by billing cycle.

Step by Step

1     View the existing Billing Cycles.

• Open the Billing Cycle Maintenance window (SA> Maintenance> Billing Cycles).
• Click the Delete icon to delete a billing cycle.
  • You cannot delete billing cycles that are attached to assessments or assessment types.
• Click on the Create icon to add a new billing cycle.

2     Create a Billing Cycle.

• Enter a billing cycle code in the Billing Cycle field. This code can be up to eight alphanumeric characters long.
  • This is a required field and will not be available for editing after the billing cycle has been saved.
• Enter a description in the Description field. The Description can be up to 256 alphanumeric characters.
• Select a Bill Frequency from the drop-down menu. This is a required field.
  • The bill frequency options include Annually (once per year), Semiannually (twice per year), Quarterly (four times per year) and Monthly (12 times per year).
  • The bill frequency will determine how often the new billing cycle is billed and how to calculate the amount of principal to include on each billing invoice.
• Select a Statement Method from the drop-down menu. This is a required field.
  • Select Bills if the new billing cycle should generate standard bills when included in a billing batch. This will enable the Bills item in the Billings palette.
  • Select Transfer Register if the new billing cycle should immediately generate a transfer register and bypass the generate bills step of the billing process. This will enable the Transfer Register Report and Transfer Register Export items in the Billings palette.
    • Transfer register export files are used by organizations that transfer assessment billing responsibilities to another entity. Once the transfer register report and export file are created, and the Billing batch is committed, the system will create both a receivable and a payment in the same transaction. Once the batch is committed, the account will be in PAID status.
• The Last Bill Date field will automatically populate once the first billing of the new billing cycle has been generated.
• The Active toggle will be checked by default. Remove the check in order to make the billing cycle inactive.
  • Only active billing cycles will be available for selection on the Assessment Maintenance window (SA> Maintenance> Assessment> General tab> Billing Cycle field).
• Click on the Save icon or press ENTER to save the billing cycle.