The Business Master (4th Edition)

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P R O F I T P L A N S E R V I C E B I L L I N G U S E R 'S M A N U A L Silver Hill Development 1811 Porter Avenue Suitland, Md. 20746 (301) 736-7299 Copyright 1993 Silver Hill Development All Rights Reserved PROFIT PLAN SERVICE BILLING TABLE OF CONTENTS Chapter 1 About Profit Plan Service Billing............ 3 Chapter 2 Getting Started.............................. 4 2.1 Setting Up Service Billing................... 4 2.2 Running Service Billing...................... 4 2.3 Terminology and Other Considerations......... 5 Chapter 3 Entering System Information.................. 5 Chapter 4 Preparing Data Files......................... 6 4.1 Linking Codes................................ 6 4.2 Employees.................................... 7 4.3 Services.................................... 10 4.4 Clients..................................... 11 4.5 Cases....................................... 14 4.6 Automatic Bills............................. 17 Chapter 5 Using Service Billing....................... 20 5.1 Enter Bills................................. 20 5.2 Enter Credits............................... 21 5.3 Enter Payments.............................. 22 5.4 Delete Transactions......................... 23 5.5 Compute Finance Charges..................... 24 5.6 Generate Automatic Bills.................... 24 5.7 Select for Printing......................... 25 5.8 Case Analysis............................... 25 5.9 Client Account Summary...................... 26 5.10 General Journal Entries..................... 26 5.11 Close Current Period........................ 27 Chapter 6 Service Billing Reports and File Lists...... 27 6.1 Transactions By Client...................... 27 6.2 Transactions By Service..................... 28 6.3 Transactions By Employee.................... 29 6.4 Case Report................................. 29 6.5 Summary Aging Report........................ 30 6.6 Client Statements........................... 31 6.7 List Clients................................ 32 6.8 List Services............................... 32 6.9 List Employees.............................. 33 6.10 List Cases.................................. 33 6.11 List Automatic Bills........................ 34 Chapter 7 Maintenance Functions....................... 34 7.1 Rebuild Files............................... 34 7.2 Delete History.............................. 35 Page 3 1. A B O U T S E R V I C E B I L L I N G Profit Plan Service Billing is a computerized accounts receivable system for service-oriented businesses. As you record debits, credits, and payments for each client, the program tracks client account balances, employee time and period-to-date/year-to-date totals. At the end of each accounting period, you can print statements for your clients. And if you wish, Service Billing can also create general journal entries that can be transferred automatically to the General Ledger module. At the end of each accounting period or year, Service Billing will automatically close the period and prepares files for the next period or year. The program also offers extensive reporting to help you analyze your data. Following is a more extensive listing of Service Billing features: * Permits accounting for more than 1,000 companies, assuming sufficient disk space. * Optionally tracks progress of specific cases for any client. * Automatically creates bills that occur on a regular basis. * Automatically updates period-to-date and year-to-date totals for clients, cases, employees, and services as bills are processed. * Permits creation of clients, cases, employees, or services during transaction entry. * Maintains credit limits for each client. * Allows application of finance charges to overdue accounts. * Optionally calculates taxes. * Can apply credit to any client account. * Allows onscreen review of cases and clients. * Links to General Ledger module at summary or detail level. Before proceding, it is recommended that you become familiar with the information in the file INTRO.DOC. The manual in this file explains how to install the Profit Plan program files and begin to configure the system for your company. It also contains a general explanation of the Profit Plan system and outlines basic rules and conventions that the program follows. Page 4 2. G E T T I N G S T A R T E D This chapter outlines the steps necessary to configure Service Billing for your company and briefly describes some of the functions that you will need to use on a regular basis. 2.1 SETTING UP SERVICE BILLING You will probably need to set up Service Billing in two separate steps. First, you will need to define the basic Service Billing system information. This process is described in Chapter 3. Then, the appropriate data files must be loaded. You will need to create at least one client, one employee, and one service. If you want to link to the General Ledger module, you will also have to create at least one linking code. You will only need to create cases or automatic bills if you intend to use these features. Preparing data files is discussed in Chapter 4. 2.2 RUNNING SERVICE BILLING After you have entered the system information and loaded the data files, you will be prepared for regular processing. The ENTER BILLS function is used to record bills for your clients. You can also record credits and payments for each client using the ENTER CREDITS and ENTER PAYMENTS functions. If any clients have unpaid prior period balances, you can apply finance charges with the COMPUTE FINANCE CHARGES function. Any bills that occur on a regular basis can be created with the GENERATE AUTOMATIC BILLS function. And if you create case records for any or all clients, you can review the progress of any case with the CASE ANALYSIS function. At the end of each accounting period, you can use the CLIENT STATEMENTS function to print statements for any or all clients and then run the CLOSE CURRENT PERIOD function to prepare your data files for the next period or year. It is also recommended that you use the DELETE HISTORY function on a regular basis to remove old transactions from your files. This can significantly improve overall system performance. Service Billing also allows you to analyze your data with several reports. The TRANSACTIONS BY CLIENT, TRANSACTIONS BY SERVICE, and TRANSACTIONS BY EMPLOYEE functions enable you to list all transactions on file for each client, service, or employee. The CASE REPORT lists transactions for any cases that you create. You can also review client account balances for the last 3 periods with the SUMMARY AGING REPORT. Page 5 2.3 TERMINOLOGY AND OTHER CONSIDERATIONS Service Billing allows the user to create new clients, cases, services, and employees "on the fly" as you enter transactions. However, you should be aware that when you use this feature you will not be able to enter period-to-date and year-to-date information. If you need to enter this information, you should use the appropriate file maintenance function to create the record. Also, the following terms require some explanation: Transaction:This term is used broadly, to refer to bills, credits, and payments. Bill:Service Billing allows you to identify each expense item that you record for a client as "billable" or "nonbillable." This term is used to describe both types of items. Each of these terms will be used frequently throughout this document. 3. E N T E R I N G S Y S T E M I N F O R M A T I O N You must run the SYSTEM INFORMATION function at least once before using Service Billing on a regular basis. Select SYSTEM INFORMATION from the Service Billing System Maintenance menu. You will first be asked if you want to edit the displayed system information. Answer "Y" to change the displayed information or "N" to return to the main menu. If you elect to continue, you will only need to enter one field: Link to General Ledger:You can link to the General Ledger module in summary or detail. If you link in summary form, the program will summarize transactions so that only one general journal entry is created for each account number. If you link in detail, no summarization will take place. This may result in a very large number of general journal entries. Enter "S" in this field to link in summary form or "D" to link in detail. Enter "N" if you do not want to link Service Billing to the General Ledger module. You will then be asked if you want to save the changes that you have made. Answer "Y" to save and return to the main menu or "N" to return to the main menu without changing anything. Page 6 4. P R E P A R I N G D A T A F I L E S This chapter outlines the steps necessary to prepare all of the Service Billing data files. You will need to create at least one client, one employee, and one service. If you want to link to the General Ledger module, you will also have to create at least one linking code. You will only need to create cases or automatic bills if you intend to use these features. 4.1 LINKING CODES If you have elected to link Service Billing to the General Ledger module, you will need to create at least one linking code. Linking codes are used to define the General Ledger accounts to which Service Billing transactions will be distributed. You should be certain that the accounts you enter here are also found in your General Ledger chart of accounts. If you do not use General Ledger departments, you should specify a departmental sub-account of "000" for each account that you enter. See the General Ledger manual for more information about account numbers. Select ENTER LINKING CODES from the Service Billing File Maintenance menu. You will be asked to enter a linking code. At this point, you can: 1. Enter a new linking code 2. Enter an existing linking code 3. Press ENTER to return to the main menu If you want to create a new linking code, go to section 4.1.1. If you want to modify or delete an existing linking code, go to section 4.1.2. 4.1.1 CREATING A NEW LINKING CODE Enter a new linking code. You will then be asked if you want to add the code. Answer "Y" to continue or "N" to reenter the linking code. If you elect to continue, you will need to enter the following fields: Accts Receivable Acct:This account is debited when bills are created with this linking code and credited when payments or credits are created with this linking code. Cash Acct:This is the account that is to be debited when payments are received. Sales Acct:This account is credited when bills that use this linking code are created. Cost Debit Acct:This is the account to debit with the total cost of bills that use this linking code. This Page 7 field is optional - you do not have to make an entry here. Cost Credit Acct:This is the account to credit with the total cost of bills with this linking code. If you did not make an entry in the previous field, this field is skipped. Credits Acct:This is the account to debit when credits are created with this linking code. After entering the last account number, you will be asked if you want to save this linking code. You can: 1. Answer "S" to save the code as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon entry of this linking code Whether you elect to save the linking code or not, you will be returned to the previous screen and asked to enter another linking code as described in section 4.1. 4.1.2 CHANGING OR DELETING AN EXISTING LINKING CODE Enter an existing linking code or press F2 to use the lookup window to search for the correct code. After you enter the code, the screen will display the information previously entered for this linking code and you will be asked if you want to make changes or delete the code. You can: 1. Answer "E" to make changes for this linking code 2. Answer "D" to delete the linking code 3. Answer "Q" to return to the previous screen IMPORTANT NOTE:You will not be able to delete a linking code that has transactions on file. If you elect to delete the code, you will be asked to confirm that you actually want to delete it. Answer "Y" to delete or "N" to return to the previous prompt. If you elect to make changes, you will need to reenter each displayed field as described in section 4.1.1. You will then be asked if you want to save any changes that you have made. You can: 1. Answer "S" to save the linking code as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon any changes that you have made Whether or not you save changes, you will be returned to the previous screen and asked to enter another linking code as described in section 4.1. 4.2 EMPLOYEES Use this function to create, modify, or delete records for each Page 8 employee whose time you want to track. This will enable you to record each employee's time for each client. Select ENTER EMPLOYEES from the Service Billing File Maintenance menu. You will be asked to enter an employee number. At this point, you can: 1. Enter a new employee number 2. Enter an existing employee number 3. Press ENTER to return to the main menu If you want to define a new employee, go to section 4.2.1. If you want to modify or delete an existing record, go to section 4.2.2. 4.2.1 DEFINING A NEW EMPLOYEE Enter the number that will represent this employee. You will then be asked if you want to add a new employee. Answer "Y" to continue or "N" to reenter the employee number. If you elect to continue, you will need to enter the following fields: Name:Enter the employee's full name. Address:These should contain the employee's address. Address:These should contain the employee's address. Telephone:Enter a telephone number for this employee. Category:You can specify a category for each employee. Later, you can use the LIST EMPLOYEES function to list employees for a single category. Last Bill:When you create a new employee record, you can specify the date of the last transaction recorded for the employee. Thereafter, this field will be maintained automatically by the system. Bill Rate:Enter the hourly rate that you normally bill for this employee's time. This will become the default hourly billing rate for all transactions that you create for this employee. If you do not make an entry in this field, the default rate will be determined by the bill rate for the specified service. Pay Rate:This is the employee's hourly pay rate. The rate specified here will become the default hourly cost for all tranactions that you create for this employee. PTD/YTD Bills:When defining a new employee, you should use these fields to enter the period-to-date and year-to-date dollar amounts billed for this employee. You will only be able to make an entry in these fields when first creating the employee record. Thereafter, Page 9 they are maintained by the system. PTD/YTD Hours:Enter the total period-to-date and year-to-date hours (billable and non-billable) for this employee. You will only be able to make an entry in these fields when first creating the employee record. Thereafter, they are maintained by the system. PTD/YTD Pay:Enter the period-to-date and year-to-date pay for this employee. You will only be able to make an entry in these fields when first creating the employee record. Thereafter, they are maintained by the system. PTD/YTD Nonbillable Hours:Enter the period-to-date and year-to-date nonbillable hours for this employee. You will only be able to make an entry in these fields when first creating the employee record. Thereafter, they are maintained by the system. After completing the last field, you will be asked if you want to save this employee. You can: 1. Answer "S" to save the employee as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon entry of this employee Whether you elect to save the employee or not, you will be returned to the previous screen and asked to enter another employee number as described in section 4.2. 4.2.2 CHANGING OR DELETING AN EXISTING EMPLOYEE Enter an existing employee number or press F2 to use the lookup window to search for the employee. After you enter the number, the screen will display the information previously entered for this employee and you will be asked if you want to make changes or delete the employee. You can: 1. Answer "E" to make changes for this employee 2. Answer "D" to delete the employee 3. Answer "Q" to return to the previous screen If you elect to delete the employee, you will be asked to confirm that you actually want to delete it. Answer "Y" to delete or "N" to return to the previous prompt. If you elect to make changes, you will need to reenter each displayed field as described in section 4.2.1. You will then be asked if you want to save any changes that you have made. You can: 1. Answer "S" to save the employee as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon any changes that you have made Whether or not you save changes, you will be returned to the previous screen and asked to enter another employee number as Page 10 described in section 4.2. 4.3 SERVICES Use this function to create, modify, or delete records for each service that your company performs. Select ENTER SERVICES from the Service Billing File Maintenance menu. You will be asked to enter a service number. At this point, you can: 1. Enter a new service number 2. Enter an existing service number 3. Press ENTER to return to the main menu If you want to create a new service, go to section 4.3.1. If you want to modify or delete an existing service, go to section 4.3.2. 4.3.1 CREATING A NEW SERVICE Enter the number that will represent this service. You will then be asked if you want to add a new service. Answer "Y" to continue or "N" to reenter the service number. If you elect to continue, you will need to enter the following fields: Description:Specify a description for this service. Only the first line of the description will appear on your reports. However, the full description will be displayed on the screen when you enter transactions. Bill Rate:Enter the hourly rate that you normally bill for this service. This will become the default hourly billing rate for all transactions that you create for this service unless you have also established a billing rate for the specified employee, in which case it will be overridden by the employee's billing rate. Type:You can specify a type for each service. Later, you can use the LIST SERVICES function to list only one type of service. Last Bill:When you create a new service, you can specify the date of the last transaction recorded for the service. Thereafter, this field will be maintained automatically by the system. Billable:Enter "Y" if you usually charge clients for this service, or "N" if not. If you enter "N" here, you will still be able to charge clients for this service on a case-by-case basis. Taxable:Enter "Y" if this service is usually taxable, or "N" if not. Page 11 PTD/YTD Hours:Enter the total period-to-date and year-to-date hours (billable and non-billable) for this service. You will only be able to make an entry in these fields when first creating the service. Thereafter, they are maintained by the system. PTD/YTD Bills:When defining a new service, you should use these fields to enter the period-to-date and year-to-date dollar amounts billed for this service. You will only be able to make an entry in these fields when first creating the service. Thereafter, they are maintained by the system. After completing the last field, you will be asked if you want to save the service. You can: 1. Answer "S" to save the service as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon entry of this service Whether you elect to save the service or not, you will be returned to the previous screen and asked to enter another service number as described in section 4.3. 4.3.2 CHANGING OR DELETING AN EXISTING SERVICE Enter an existing service number or press F2 to use the lookup window to search for the service. After you enter the number, the screen will display the information previously entered for this service and you will be asked if you want to make changes or delete the service. You can: 1. Answer "E" to make changes for this service 2. Answer "D" to delete the service 3. Answer "Q" to return to the previous screen If you elect to delete the service, you will be asked to confirm that you actually want to delete it. Answer "Y" to delete or "N" to return to the previous prompt. If you elect to make changes, you will need to reenter each displayed field as described in section 4.3.1. You will then be asked if you want to save any changes that you have made. You can: 1. Answer "S" to save the service as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon any changes that you have made Whether or not you save changes, you will be returned to the previous screen and asked to enter another service number as described in section 4.3. 4.4 CLIENTS Use this function to create, modify, or delete records for each client. Page 12 Select ENTER CLIENTS from the Service Billing File Maintenance menu. You will be asked to enter a client number. At this point, you can: 1. Enter a new client number 2. Enter an existing client number 3. Press ENTER to return to the main menu If you want to create a new client, go to section 4.4.1. If you want to modify or delete an existing client go to section 4.4.2. 4.4.1 CREATING A NEW CLIENT Enter the number that will represent the client. You will then be asked if you want to add a new client. Answer "Y" to continue or "N" to reenter the client number. If you elect to continue, you will need to enter the following fields (You can press the F3 key at any time to accept the currently displayed information): Client Name:Enter a name to identify the client. Address:These should contain the client's address. Address:These should contain the client's address. City, State, Zip Code:Enter the rest of the address. Telephone:Enter a telephone number for this client. Contact:You can use this field to identify the person you will correspond with. Employee:This is the employee who will perform most or all of the services for this client. You can leave this field blank. You can press the F2 key to use the lookup window to search for the correct employee. Type:You can specify a type for each client. Later, you can use the LIST CLIENTS function to list only one type of client. Code:You can also specify a code for each client. Later, you can use the LIST CLIENTS function to list clients for only one code. Acct Balance:This is the current balance for this client. You will only be able to make an entry here when first defining a client. Fin Chg %:When a client's payments for the current period fall short of his account balance at the end of the previous period, he becomes eligible for finance charges. If you make an entry in this field, the program will use this percentage to calculate finance Page 13 charges for this client. You can specify any percentage up to 99.9%. Leave this field set to zero if you do not want the client to be eligible for finance charges. See section 5.5 for further information about finance charges. Discount Pct:Specify the discount percentage that this client is usually eligible for, if any. Tax Rate:Specify the tax rate that is usually applied to bills for this client. Credit Limit:You can specify a credit limit for each client. You will be notified when you are about to create a bill that will cause the credit limit to be exceeded. Leave this field set to zero if there is no credit limit. Linking Code:Specify the linking code that you will most often use for transactions for this client. This field only appears if you have elected to link Service Billing to the General Ledger module. Last Bill:When you create a new client record, you can specify the date of the last bill recorded for the client. Thereafter, this field will be maintained automatically by the system. Last Payment:When you create a new client record, you can also specify the date of the last payment recorded for the client. Thereafter, this field will be maintained automatically by the system. PTD/YTD Bills:When defining a new client, you should use these fields to enter the period-to-date and year-to-date dollar amounts billed for this client. You will only be able to make an entry in these fields when first defining the client. Thereafter, they will be maintained by the system. PTD/YTD Payments:When defining a new client, you should use these fields to enter the period-to-date and year-to-date amounts paid by this client. You will only be able to make an entry in these fields when first defining the client. Thereafter, they will be maintained by the system. Previous Period:When defining a new client, you can use this field to enter the client's balance at the end of the previous period. You will only be able to make an entry in this field when first creating the client record. Thereafter, it is maintained by the system. 2nd Prior:When defining a new client, you can use this field to enter the client's balance at the end of the Page 14 2nd prior period. You will only be able to make an entry in this field when first creating the client record. Thereafter, it is maintained by the system. 3rd Prior:When defining a new client, you can use this field to enter the client's balance at the end of the 3rd prior period. You will only be able to make an entry in this field when first creating the client record. Thereafter, it is maintained by the system. After completing the last field, you will be asked if you want to save the client. You can: 1. Answer "S" to save the client as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon entry of this client Whether you elect to save the client or not, you will be returned to the previous screen and asked to enter another client number as described in section 4.4. 4.4.2 CHANGING OR DELETING AN EXISTING CLIENT Enter an existing client number or press F2 to use the lookup window to search for the client. After you enter the number, the screen will display the information previously entered for this client and you will be asked if you want to make changes or delete the client. You can: 1. Answer "E" to make changes for this client 2. Answer "D" to delete the client 3. Answer "Q" to return to the previous screen IMPORTANT NOTE:You will not be able to delete a client that has transactions on file. If you elect to delete the client, you will be asked to confirm that you actually want to delete it. Answer "Y" to delete or "N" to return to the previous prompt. If you elect to make changes, you will need to reenter each displayed field as described in section 4.4.1. You will then be asked if you want to save any changes that you have made. You can: 1. Answer "S" to save the client as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon any changes that you have made Whether or not you save changes, you will be returned to the previous screen and asked to enter another client number as described in section 4.4. 4.5 CASES You can use this function to create, modify, or delete cases for your clients. You will then be able to record transactions for Page 15 these cases. Select ENTER CASES from the Service Billing File Maintenance menu. You will first be asked to enter the client number for this case. You can: 1. Enter an existing client number 2. Press ENTER to return to the main menu If you elect to continue, the next step will depend on whether you intend to create a new case or modify an existing case. If you want to create a new case, go to section 4.5.1. If you want to modify or delete an existing case, go to section 4.5.2. 4.5.1 CREATING A NEW CASE Each case for a given client must be assigned a unique case number. It is also recommended that you do not use the same case number for any two clients. After you enter the case number, you will be asked if you want to add a new case. Answer "Y" to continue or "N" to reenter the case number. If you elect to continue, you will need to enter the following fields: Description:Enter a description for this case. Contact:You can use this field to identify the person you will correspond with concerning this case. When you are creating a case for the first time, the default is the name of the contact for this client. Telephone:Enter a telephone number for this case. The default is the telephone number that you specified for this client. Employee:This is the employee who will perform most or all of the services for this case. You can leave this field blank. You can press the F2 key to use the lookup window to search for the correct employee. The default is the employee that you specified for this client. Current Balance:This is the current balance for this case. You will only be able to make an entry here when first defining a case. Credit Limit:You can specify a credit limit for a case. This will be for your reference only; the program does not use this field. Type:You can specify a type for each case. Later, you can use the LIST CASES function to list only one type of case. Page 16 Active:Enter "Y" if this is an active case or "N" if it is not. You will be warned if you attempt to create a transaction for an inactive case. Total Hours:Enter the total number of hours (billable and non-billable) worked for this case. You will only be able to make an entry in this field when first defining the case. Thereafter, it will be maintained by the system. Non-Billable Hours:Enter the number of non-billable hours worked for this case. You will only be able to make an entry in this field when first defining the case. Thereafter, it will be maintained by the system. Total Billed:When defining a new case, you can use this field to enter the total dollar amount billed for this case. You will only be able to make an entry in this field when first defining the case. Thereafter, it will be maintained by the system. Last Bill:When you create a new case, you can specify the date of the last bill recorded for the case. Thereafter, this field will be maintained automatically by the system. Last Payment:When you create a new case, you can also specify the date of the last payment recorded for the case. Thereafter, this field will be maintained automatically by the system. Total Payments:When defining a new case, you should use this field to enter the total amount paid by the client for this case. You will only be able to make an entry in this field when first defining the case. Thereafter, it will be maintained by the system. After completing the last field, you will be asked if you want to save the case. You can: 1. Answer "S" to save the case as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon entry of this case Whether you elect to save the case or not, you will be returned to the previous screen and asked to enter another client number as described in section 4.5. 4.5.2 CHANGING OR DELETING AN EXISTING CASE Enter an existing case number or press F2 to use the lookup window to search for the correct case. If you use the lookup window you will only be able to select cases for the specified client. After you enter the case number, the screen will display the information previously entered for this case and you will be asked if you want Page 17 to make changes or delete the case. You can: 1. Answer "E" to make changes for this case 2. Answer "D" to delete the case 3. Answer "Q" to return to the previous screen If you elect to delete the case, you will be asked to confirm that you actually want to delete it. Answer "Y" to delete or "N" to return to the previous prompt. If you elect to make changes, you will need to reenter each displayed field as described in section 4.5.1. You will then be asked if you want to save any changes that you have made. You can: 1. Answer "S" to save the case as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon any changes that you have made Whether or not you save changes, you will be returned to the previous screen and asked to enter another client number as described in section 4.5. 4.6 AUTOMATIC BILLS You can use this function to create, modify, or delete bills that occur at a regular interval for a given client. You will then be able to use these bills to create transactions as described in section 5.6. Select ENTER AUTOMATIC BILLS from the Service Billing File Maintenance menu. You will be asked to enter an automatic bill number. At this point, you can: 1. Enter a new automatic bill number 2. Enter an existing automatic bill number 3. Press ENTER to return to the main menu If you want to create a new automatic bill, go to section 4.6.1. If you want to modify or delete an existing automatic bill go to section 4.6.2. 4.6.1 CREATING A NEW AUTOMATIC BILL Enter the number that will represent this automatic bill. You will then be asked if you want to add a new bill. Answer "Y" to continue or "N" to reenter the bill number. If you elect to continue, you will need to enter the following fields: Client #:Enter the client number of the client to be billed. The name and address for the client will then be displayed. You can press the F2 key to use the lookup window to search for the correct client. If you enter an undefined client number, you will be given a chance to add a new client. Page 18 Service #:Enter the service number for this bill. You can press the F2 key to use the lookup window to search for the correct service. After you enter the service number, the description of the service will be displayed directly below this field. You can edit this description if you wish. If you enter an undefined service number in this field, you will be given a chance to add a new service. Type:You can specify a "Type" code for each automatic bill. Later, you can use the LIST AUTOMATIC BILLS function to list only one type of bill. Active?:Enter "Y" if this is an active bill or "N" if not. Transactions will only be created for active bills. Frequency:The entry that you make in this field will be used in combination with the next field to determine when this bill is used to create transactions. Enter "D" if this bill is to be used daily, "W" for weekly, "B" for biweekly, "S" for semi-monthly, "M" for monthly, "Q" for quarterly, or "A" for anually. Next Date:Enter the next date that this bill is to be used. Each time this bill is used, this field will be updated automatically. You can, however, change this date at any time. Reference:You can use this field to identify transactions created by this automatic bill. Case:You can enter a case number if you want this bill to create transactions for a particular case. You can press the F2 key to use the lookup window to search for the correct case. If you enter an undefined case number, you will be given a chance to add a new case. Employee:This is the employee who will perform the service specified for this bill. You can press the F2 key to use the lookup window to search for the correct employee. The default is the employee that you selected for the specified client or case. If you enter an undefined employee number, you will be given a chance to add a new employee. Billable:Enter "Y" if you want this bill to create billable transactions or "N" if you want it to create non-billable transactions. The default is determined by whether you have selected a billable or non-billable service for this bill. Quantity:Enter the number of hours for this bill. Bill Rate:Enter the hourly billing rate for transactions Page 19 created by this bill. The default rate is determined by the rate for the service or employee that you selected. Unit Cost:This is the hourly cost for transactions created by this bill. The default cost is determined by the pay rate of the employee that you select. Discount %:Enter the discount percentage to apply to transactions created by this bill. This discount will be calculated before any taxes are added. The default is the percentage that was entered for the client that you selected. Taxable:Enter "Y" if this bill is taxable, or "N" if not. The default is determined by whether you have selected a taxable or non-taxable service. Tax Rate:If this bill is taxable, you can enter a tax rate in this field. Linking Code:Specify the linking code for transactions created by this automatic bill. This field only appears if you have elected to link Service Billing to the General Ledger module. When you complete the last field, the net amount for this bill will be calculated automatically and you will be asked if you want to save the automatic bill that you have entered. Answer "Y" if you want to save the record as it is displayed on the screen or "N" if you don't. Whether you save the bill or not, you will then be returned to the previous screen and asked to enter another automatic bill number as described in section 4.6. 4.6.2 CHANGING OR DELETING AN EXISTING AUTOMATIC BILL Enter an existing automatic bill number or press F2 to use the lookup window to search for the correct bill. After you enter the bill number, the screen will display the information previously entered for this bill and you will be asked if you want to make changes or delete the automatic bill. You can: 1. Answer "E" to make changes for this automatic bill 2. Answer "D" to delete the automatic bill 3. Answer "Q" to return to the previous screen If you choose to delete the bill, it will be deleted immediately. If you elect to make changes, you will need to reenter each displayed field as described in section 4.6.1. You will then be asked if you want to save any changes that you have made. Answer "Y" if you want to save changes or "N" if you do not. Whether or not you elect to save changes, you will be returned to the previous screen and asked to enter another automatic bill number as described in section 4.6. Page 20 5. U S I N G S E R V I C E B I L L I N G This chapter describes the Service Billing functions that you will most likely use on a regular basis. 5.1 ENTER BILLS This function is used to bring together information from the Client, Case, Employee, and Service files to record bills for your clients. Select ENTER BILLS from the Service Billing Transaction menu. As you create bills, credits, and payments, the program assigns each transaction a unique transaction number. This number will always be displayed in the upper left corner of the screen. For each bill, you will need to complete the following fields: Client #:Enter the client number for the client to be billed. The name and address for the client will then be displayed. You can press the F2 key to use the lookup window to search for the correct client. If you enter an undefined client number, you will be given a chance to add a new client. You can return to the main menu by pressing ENTER while this field is highlighted. Service #:Enter the service number for this bill. You can press the F2 key to use the lookup window to search for the correct service. After you enter the service number, the description of the service will be displayed directly below this field. You can edit this description if you wish. If you enter an undefined service number in this field, you will be given a chance to add a new service. Date:Specify the date for this bill. Reference:You can use this field to identify this transaction. Case:You can enter a case number if you want this bill to be applied to a particular case. You can press the F2 key to use the lookup window to search for the correct case. If you enter an undefined case number, you will be given a chance to add a new case. Employee:This is the employee who will perform the service specified for this bill. You can press the F2 key to use the lookup window to search for the correct employee. The default is the employee that you selected for the specified client or case. If you enter an undefined employee number, you will be given a chance to add a new employee. Page 21 Billable:Enter "Y" if this transaction is billable or "N" if it is not. The default is determined by whether you have selected a billable or non-billable service for this bill. Quantity:Enter the number of hours for this bill. Bill Rate:Enter the hourly billing rate for this bill. The default rate is determined by the rate for the service or employee that you selected. Unit Cost:This is the hourly cost for this bill. The default cost is determined by the pay rate of the employee that you select. Discount %:Enter the discount percentage to apply to this bill. This discount will be calculated before any taxes are added. The default is the percentage that was entered for the client that you selected. Taxable:Enter "Y" if this bill is taxable, or "N" if not. The default is determined by whether you have selected a taxable or non-taxable service. Tax Rate:If this bill is taxable, you can enter a tax rate in this field. The default rate will be the rate that you specified for the client that you selected. Print?:Enter "Y" to immediately select this item to appear on the next statement that you print for this client. If you enter "N" in this field you will be able to delete this transaction later, but it will not appear on a statement or be transferred to the General Ledger module unless you specifically select it with the SELECT FOR BILLING function. However, all employee, service, client and case balances will be updated. Linking Code:Specify the linking code for this bill. This field only appears if you have elected to link Service Billing to the General Ledger module. Upon completion of each bill, you will be asked if you want to save the transaction just entered. Answer "Y" to save or "N" to erase the bill and enter another. You can exit the function by pressing ENTER while the first field is highlighted. The program will then save any transactions that you have entered and return to the main menu. 5.2 ENTER CREDITS This function is used to create credits for your clients. You can apply credits to a specific case, if you wish. Select ENTER CREDITS from the Service Billing Transaction menu. Page 22 For each credit, you will need to complete the following fields: Client #:Enter the client number for the client to be credited. The name and address for the client will then be displayed. You can press the F2 key to use the lookup window to search for the correct client. If you enter an undefined client number, you will be given a chance to add a new client. You can return to the main menu by pressing ENTER while this field is highlighted. Credit Amount:Enter the dollar amount of the credit in this field. You can then enter a specific description of the credit in the space immediately below. Date:Enter the date for the credit. Case:You can enter a case number if you want this credit to be applied to a particular case. You can press the F2 key to use the lookup window to search for the correct case. If you enter an undefined case number, you will be given a chance to add a new case. Reference:You can use this field to identify this transaction. Print?:Enter "Y" to immediately select this credit to appear on the next statement that you print for this client. If you enter "N" in this field you will be able to delete this transaction later, but the credit will not appear on a statement or be transferred to the General Ledger module unless you specifically select it with the SELECT FOR BILLING function. However, all client and case balances will be updated. Linking Code:Specify the linking code for this credit. This field only appears if you have elected to link Service Billing to the General Ledger module. Upon completion of each credit, you will be asked if you want to save the credit just entered. Answer "Y" to save or "N" to erase the credit and enter another. You can exit the function by pressing ENTER while the first field is highlighted. The program will then save any transactions that you have entered and return to the main menu. 5.3 ENTER PAYMENTS This function is used to record payments for your clients. Select ENTER PAYMENTS from the Service Billing Transaction menu. For each payment, you will need to complete the following fields: Client #:Enter the client number of the client making the payment. The name and address for the client will Page 23 then be displayed. You can press the F2 key to use the lookup window to search for the correct client. If you enter an undefined client number, you will be given a chance to add a new client. You can return to the main menu by pressing ENTER while this field is highlighted. Check Amount:Enter the dollar amount of the payment in this field. You can then enter a specific description of the payment in the space immediately below. Date:Enter the date of the payment. Case:You can enter a case number if you want this payment to be applied to a particular case. You can press the F2 key to use the lookup window to search for the correct case. If you enter an undefined case number, you will be given a chance to add a new case. Reference:You can use this field to identify this payment. Print?:Enter "Y" to immediately select this payment to appear on the next statement that you print for this client. If you enter "N" in this field you will be able to delete this transaction later, but the payment will not appear on a statement or be transferred to the General Ledger module unless you specifically select it with the SELECT FOR BILLING function. However, all client and case balances will be updated. Linking Code:Specify the linking code for this paymeent. This field only appears if you have elected to link Service Billing to the General Ledger module. Upon completion of each payment, you will be asked if you want to save the payment just entered. Answer "Y" to save or "N" to erase the payment and enter another. You can exit the function by pressing ENTER while the first field is highlighted. The program will then save any transactions that you have entered and return to the main menu. 5.4 DELETE TRANSACTIONS You can use this function to delete any current period transaction that has not been selected to appear on a statement. Select DELETE TRANSACTIONS from the Service Billing Transaction menu. You will first be asked to specify a transaction number. Enter the number of the transaction that you want to delete or press ENTER to return to the main menu. If the specified transaction has been selected to appear on a statement, a message will appear to inform you of this and you will be asked to enter another transaction number. Page 24 After you specify the transaction to be deleted, the screen will display various information concerning the relevant client and details of the selected transaction. You will then be asked to confirm that you actually want to delete the transaction. Answer "Y" to delete the transaction or "N" if you decide not to delete it. If you elect to delete the transaction, all relevant client, case, service, and employee balances will be updated. Whether you delete the transaction or not, you will be returned to the previous screen and asked to enter another transaction number. 5.5 COMPUTE FINANCE CHARGES When a client's payments for the current period fall short of his account balance at the end of the previous period, he becomes eligible for finance charges. This function creates a bill for each client with an unpaid prior period balance. For each client, the program first subtracts the total dollar amount of all payments made in the current period from the balance at the end of the previous period. Then, the finance charge percentage specified in each client record is used to calculate a charge for each client with an unpaid prior period balance. You must use the SELECT FOR PRINTING function to select each bill created by this function to appear on client statements. Select COMPUTE FINANCE CHARGES from the Service Billing Transaction menu. You will first be asked if you want to print a report listing clients due for finance charges. Answer "Y" if you want to print a report or "N" to skip this option. If you elect to print the report, you will need to select the report device. If no clients are found to be due for finance charges, you will be returned to the main menu. You will then be asked if you want to proceed and create finance charges. Answer "Y" to continue or "N" to return to the main menu. If you elect to continue, the program will automatically create bills for any clients due for finance charges and return you to the main menu. 5.6 GENERATE AUTOMATIC BILLS Use this function to automatically create bills that occur on a regular basis. You must use the SELECT FOR PRINTING function to select each bill created by this function to appear on client statements. Select GENERATE AUTOMATIC BILLS from the Service Billing main menu. You will first be asked to enter a date. The date that you enter here will determine which automatic bills will be used to generate Page 25 transactions. Transactions will be created for only for automatic bills whose "Next Date" field contains a date on or before this date. After entering the date, you will be asked if you want to continue and create transactions. Answer "Y" to continue or "N" to return to the main menu. If you elect to continue, the program will automatically create transactions for all automatic bills due for billing and update their "Next Date" fields. 5.7 SELECT FOR PRINTING Use this function to select items to appear on client statements. Select SELECT FOR PRINTING from the Service Billing main menu. You will first be asked to enter a client number. You can enter the client number for the transaction(s) that you want to select or press ENTER to return to the main menu. If you elect to continue, the program will search for transactions that have not yet been selected. If any are found, the screen will display details of the first unselected transaction on file for the client that you have chosen. You will then be able to display each unselected transaction for this client. You can: 1. Press F3 to select the displayed transaction for printing 2. Press PgUp to display the previous unselected transaction 3. Press PgDn to display the next unselected transaction 4. Press ESC to return to the previous screen As you display the transactions, each transaction that you select will no longer be available for display. When all transactions for a client have been selected , you must press ESC to return to the previous screen. You can then enter another client number or press ENTER to return to the main menu. 5.8 CASE ANALYSIS You can use this function to scan all transactions on file for any case. Select CASE ANALYSIS from the Service Billing main menu. You will be asked to enter a client number and case number. Enter the client and case number for the case whose transactions you want to view. Press ENTER while the first field is highlighted to return to the main menu. If you continue and enter the client and case number, the program will search for transactions for this case. If any are found, the screen will display details of the first transaction for the selected case. You will then be able to scan all transactions on file for this case. You can: 1. Press PgUp to display the previous transaction 2. Press PgDn to display the next transaction 3. Press ESC to return to the previous screen Page 26 After reviewing the transactions for the case that you have chosen, press ESC to return to the previous screen. You can then select another case or press ENTER to return to the main menu. 5.9 CLIENT ACCOUNT SUMMARY You can use this function to scan all transactions on file for any client. Select CLIENT ACCOUNT SUMMARY from the Service Billing main menu. You will be asked to enter a client number. Enter the client number for the client whose transactions you want to view. Press ENTER while this field is highlighted to return to the main menu. If you continue and enter the client number, the program will search for transactions for this client. If any are found, the screen will display details of the first transaction for the selected client. You will then be able to scan all transactions on file for this client. You can: 1. Press PgUp to display the previous transaction 2. Press PgDn to display the next transaction 3. Press ESC to return to the previous screen After reviewing the transactions for the client that you have chosen, press ESC to return to the previous screen. You can then select another client or press ENTER to return to the main menu. 5.10 GENERAL JOURNAL ENTRIES You can use this function to create entries in the Service Billing linking file for transfer to the General Ledger module. You should use this function before closing the current period. Select GENERAL JOURNAL ENTRIES from the Service Billing System Maintenance menu. You will need to enter the following fields: Create GJ Entries?:Answer "Y" if you want Service Billing to update the linking file with entries for all items that have been printed on client statements. All entries created by this function will be assigned general ledger source code "SB" for Service Billing. Answer "N" if you do not want to create entries at this time. List Transactions:Answer "Y" if you want to print a report listing the entries to be created in this batch. If you have also elected to update the linking file, this report will print as the entries are created. Answer "N" if you do not want to print a report. Report Date:If you have elected to print a report, the date that you enter here will appear on the report Page 27 header. Otherwise, this field will be skipped. If you have elected to print the report, you will then be asked to specify the report device. Otherwise, you will simply be asked if you want to continue and update the linking file. In either case, you can answer "Y" to continue or "N" to return to the main menu. 5.11 CLOSE CURRENT PERIOD Use this function to close the current period and prepare files for a new period. Select CLOSE CURRENT PERIOD from the Service Billing System Maintenance menu. When you close the period, all period-to-date fields are set to zero, all current period transactions are moved to a transaction history file, and the current period transaction file is emptied. If the current period is the last of the year, all year-to-date fields are also set to zero. If the transaction history file contains a large number of transactions, closing the period may require significant processing time. You will need to enter the following fields: Close Year?:Answer "Y" if you are closing the final period of the year. Otherwise, enter "N" in this field. List Transactions:Answer "Y" if you want to print a list of all transactions that were entered during the current period. Answer "N" if you do not want to print a report. Report Date:If you have elected to print a report, the date that you enter here will be specified as the period ending date on the report header. Otherwise, this field will be skipped. If you have elected to print the report, you will then be asked to specify the report device. Otherwise, you will simply be asked if you want to continue and close the period. In either case, you can answer "Y" to continue or "N" to return to the main menu. 6. R E P O R T S A N D F I L E L I S T S This chapter describes the various Service Billing reports and file lists. Most reports and file lists can be formatted to include only the items that you want. None of the reports updates Service Billing data files. 6.1 TRANSACTIONS BY CLIENT This report lists all transactions for each of your clients. It Page 28 can be printed or displayed for one client, any range of clients, or all clients. Select TRANSACTIONS BY CLIENT from the Service Billing Reports menu. To format the report, you will need to enter the following fields: Beginning Client:Enter the first client number to include in the report or skip this field to begin with the first client. Ending Client:Enter the final client number to include in the report or skip this field to end with the last client. Beginning Date:Only transactions dated after the date specified here will be included in the report. Skip this field if you want to begin with the earliest transaction. Ending Date:Only transactions dated prior to the date specified here will be included in the report. Skip this field if you want to end with the final transaction. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Service Billing will then print or display the report. 6.2 TRANSACTIONS BY SERVICE This report lists all transactions for each of your services. It can be printed or displayed for one service, any range of services, or all services. Select TRANSACTIONS BY SERVICE from the Service Billing Reports menu. To format the report, you will need to enter the following fields: Beginning Service:Enter the first service number to include in the report or skip this field to begin with the first service. Ending Service:Enter the final service number to include in the report or skip this field to end with the last service. Beginning Date:Only transactions dated after the date specified here will be included in the report. Skip this field if you want to begin with the earliest transaction. Ending Date:Only transactions dated prior to the date Page 29 specified here will be included in the report. Skip this field if you want to end with the final transaction. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Service Billing will then print or display the report. 6.3 TRANSACTIONS BY EMPLOYEE This report lists all transactions for each employee. It can be printed or displayed for one employee, any range of employees, or all employees. Select TRANSACTIONS BY EMPLOYEE from the Service Billing Reports menu. To format the report, you will need to enter the following fields: Beginning Employee:Enter the first employee number to include in the report or skip this field to begin with the first employee. Ending Employee:Enter the final employee number to include in the report or skip this field to end with the last employee. Beginning Date:Only transactions dated after the date specified here will be included in the report. Skip this field if you want to begin with the earliest transaction. Ending Date:Only transactions dated prior to the date specified here will be included in the report. Skip this field if you want to end with the final transaction. Billable/Nonbillable/All:Enter "B" to list only billable transactions or "N" to list only nonbillable transactions. Enter "A" to list all transactions. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Service Billing will then print or display the report. 6.4 CASE REPORT This report lists all transactions for each case. It can be printed or displayed for one case, any range of cases, or all cases. Select CASE REPORT from the Service Billing Reports menu. Page 30 To format the report, you will need to enter the following fields: Beginning Case:Enter the first case number to include in the report or skip this field to begin with the first case. Ending Case:Enter the final case number to include in the report or skip this field to end with the last case. Beginning Date:Only transactions dated after the date specified here will be included in the report. Skip this field if you want to begin with the earliest transaction. Ending Date:Only transactions dated prior to the date specified here will be included in the report. Skip this field if you want to end with the final transaction. Active/Inactive/Both:Enter "A" to list only active cases or "I" to list only inactive cases. Enter "B" to list all cases. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Service Billing will then print or display the report. 6.5 SUMMARY AGING REPORT For each of your clients, this report lists the credit limit, current balance, and balance at the end of each of the three prior periods. Select SUMMARY AGING REPORT from the Service Billing Reports menu. To format the report, you will need to enter the following fields: Beginning Client:Enter the first client number to include in the report or skip this field to begin with the first client. Ending Client:Enter the final client number to include in the report or skip this field to end with the last client. Type:Only clients with the "Type" code specified here will appear on the report. Code:Only clients with the "Code" specified here will appear on the report. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Service Billing will then print or display the report. Page 31 6.6 CLIENT STATEMENTS At the end of each accounting period, you can use the CLIENT STATEMENTS function to print statements for any range of clients. You can print statements on plain paper or pre-printed forms. Pre-printed forms may be ordered directly from RAPIDFORMS (800-257-8354). Be sure to order form number DB2606. Select CLIENT STATEMENTS from the Service Billing Reports menu. Each statement shows the client's balance at the end of the previous period, followed by all transactions that have been selected for printing. You should be certain that any finance charges that you have calculated during the current period are selected for printing before using this function. Each transaction can only be printed on a statement once. Therefore, it is important to only print statements at the end of the period. If you have linked Service Billing to the General Ledger module and want your Service Billing periods to be concurrent with your General Ledger periods, you should print statements immediately before updating the general journal, since only items that have been printed on statements will be transferred. You will need to enter the following fields: Beginning Client:Enter the number of the first client whose statement you will print or skip this field to begin with the first client. Ending Client:Enter the number of the final client whose statement you will print or skip this field to end with the last client. Type:Statements will be printed only for clients with the "Type" code specified here. Skip this field if you will print statements for all types. Code:Statements will be printed only for clients with the "Code" that you specify here. Skip this field if you will print statements for all codes. Use Printed Form ?:Enter "Y" if you will print these statements on pre-printed forms or "N" if the statements will be printed on plain paper. Print Company Name ?:Enter "Y" in this field if you want your company's name to be printed on the statements. Otherwise, enter "N" in this field. Next, you are asked to specify the print device. If you have elected to use pre-printed forms, you will be asked if you want to print an alignment test. This option enables you to print a test pattern in order to be certain that all information will be printed in the proper locations. You can print this test Page 32 as many times as necessary. Answer "Y" to print the test pattern or "N" if you do not want to print an alignment test. You are then asked if you want to print the statements. Answer "Y" to continue and print the statements or "N" to return to the main menu. Finally, you are asked if you want to save the statements just printed. If you do, you will not be able to print any of these transactions on statements again. Answer "Y" if you are satisfied with the statements and want to update your files. Answer "N" if you don't want to save the statements. Whether you save the statements or not, the program will then return to the main menu. 6.7 LIST CLIENTS This report lists each of your clients. It can be printed or displayed for one client, any range of clients, or all clients. Select LIST CLIENTS from the Service Billing File Lists menu. To format the report, you will need to enter the following fields: Beginning Client:Enter the first client number to include in the report or skip this field to begin with the first client. Ending Client:Enter the final client number to include in the report or skip this field to end with the last client. Type:Only clients with the "Type" code specified here will appear on the report. Code:Only clients with the "Code" specified here will appear on the report. After completing the above fields, you will need to specify the report device. Service Billing will then print or display the report. 6.8 LIST SERVICES This report lists each of your services. It can be printed or displayed for one service, any range of services, or all services. Select LIST SERVICES from the Service Billing File Lists menu. To format the report, you will need to enter the following fields: Beginning Service:Enter the first service number to include in the report or skip this field to begin with the first service. Ending Service:Enter the final service number to include Page 33 in the report or skip this field to end with the last service. Service Type:Only services with the "Type" code specified here will appear on the report. Billable/Nonbillable/All:Enter "B" to list only services that are usually billable or "N" to list only services that are usually nonbillable. Enter "A" to list all services. After completing the above fields, you will need to specify the report device. Service Billing will then print or display the report. 6.9 LIST EMPLOYEES This report lists each employee. It can be printed or displayed for one employee, any range of employees, or all employees. Select LIST EMPLOYEES from the Service Billing File Lists menu. To format the report, you will need to enter the following fields: Beginning Employee:Enter the first employee number to include in the report or skip this field to begin with the first employee. Ending Employee:Enter the final employee number to include in the report or skip this field to end with the last employee. Category:Only employees for the category specified here will appear on the report. Skip this field to include all employees. After completing the above fields, you will need to specify the report device. Service Billing will then print or display the report. 6.10 LIST CASES This report lists each of your cases. It can be printed or displayed for one case, any range of cases, or all cases. Select LIST CASES from the Service Billing File Lists menu. To format the report, you will need to enter the following fields: Beginning Case:Enter the first case number to include in the report or skip this field to begin with the first case. Ending Case:Enter the final case number to include in the report or skip this field to end with the last case. Page 34 Case Type:Only cases with the "Type" code specified here will appear on the report. Active/Inactive/Both:Enter "A" to list only active cases or "I" to list only inactive cases. Enter "B" to list all cases. After completing the above fields, you will need to specify the report device. Service Billing will then print or display the report. 6.11 LIST AUTOMATIC BILLS This report lists each of your automatic bills. It can be printed or displayed for any range of automatic bills. Select LIST AUTOMATIC BILLS from the Service Billing File Lists menu. To format the report, you will need to enter the following fields: Beginning Bill:Enter the first automatic bill number to include in the report or skip this field to begin with the first automatic bill. Ending Bill:Enter the last automatic bill number to include in the report or skip this field to end with the last automatic bill. Type:Only automatic bills with the "Type" code specified here will appear on the report. Active/Inactive/Both:Enter "A" to list only active bills or "I" to list only inactive bills. Enter "B" to list all bills. After completing the above fields, you will need to specify the report device. Service Billing will then print or display the report. 7. M A I N T E N A N C E F U N C T I O N S Service Billing includes two additional functions. The REBUILD SERVICE BILLING FILES function enables you to conserve disk space and to recover from certain errors. You can use the DELETE HISTORY function to remove old Service Billing transactions and further conserve disk space. 7.1 REBUILD FILES Unless you need to recover disk space, you will probably never need to use this function. If, however, you find that some reports are not showing all records or that you are not able to Page 35 access certain records, rebuilding your data files may correct the problem. Select REBUILD FILES from the Service Billing System Maintenance menu. You will first be asked if you want to include Service Billing History files. Answer "Y" if you want to rebuild the Transaction History file. If this file contains a large number of transactions, this may be time consuming. Answer "N" to rebuild all files except for this one. You will then be asked if you want to continue and rebuild your files. Answer "Y" to continue or "N" to return to the main menu. If you elect to continue, Service Billing will then rebuild your files and return automatically to the main menu. 7.2 DELETE HISTORY You can use this function to delete transactions from the Transaction History file. If the file contains a large number of transactions, this may be time consuming, but can conserve considerable disk space. It is recommended that you use this function on a regular basis to improve overall system performance. Select DELETE HISTORY from the Service Billing System Maintenance menu. You will need to enter the following fields: Cutoff Date:Only transactions that occurred prior to the date that you enter here will be deleted. List Deletions:Answer "Y" if you want to print a list of all transactions that will be deleted first. You will then have a chance to review this list before proceding. Enter "N" in this field if you do not want to print a report. If you elect to print the report, you will need to specify the device for the report. If you elect to continue, Service Billing will then print the report. Otherwise, you will be asked if you want to continue and remove the transactions. Answer "Y" to continue or "N" to return to the main menu. Only transactions that have been printed on client statements will be deleted by this function. If you have linked Service Billing to the General Ledger module, only transactions that have been transferred to the linking file will be deleted.