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QUICK TIPS
Auto-Billing
Auto-Billing in Member Tracking System is a new
way to bill your members based on a custom fee or a flat fee for
each member. You can use this tool to bill weekly, monthly or any
other combination of time frame.
SETUP CUSTOM FIELDS
1.
Click on Organization Information/Standards from the Main Menu
2.
Fill in your name and click I Understand
3.
Click on the Custom Fields tab
4.
Create a new Custom Field named Weekly Fee
a. The Form Caption and Report Caption
should both be the same as the Custom Field Name
b. NOTE: The Data Type for this MUST be Currency
c. Select Members for the Used by field
d. You can also create Custom Fields for: Daily Fee, Full Day
Fee, Part Day Fee, Monthly Fee, Summer Fee, etc.
5.
Close Organization Information to create the new fields for the
members, click OK and OK to verify that the fields were created
POPULATE CUSTOM FIELDS
6.
Go to the Members form and click on the Custom tab and begin filling
in the $ amount for each member that you want to bill on a regular
basis
OR
7.
Click on Procedures from the Main Menu
8.
Click on the Financials tab
9.
Click on the Add Missing Custom Fields for Auto-Billing button
10.
Select the members from the Universal Selection Engine to fill in a
Custom Field and click Continue
11. Click on the Currency Field(s) dropdown and choose the Custom
Field for the data that you want to enter and click the Display
Results button
12.
Fill in an amount for each member in the list
13.
After all members rates have been filled in then you can begin
billing based on that rate you assigned to each child
14.
Click Close on the Find and Fix form
15.
Click Close on the Universal Selection Engine
CREATE BILLING SCENARIOS
16.
Click on Procedures from the Main Menu
17.
Click on the Financials tab
18.
Click on the Auto-Billing button
19.
Choose the members from the Universal Selection Engine that you want
to charge
a. EXAMPLE:
Groups Summer Camp 2009
b.
EXAMPLE: Time Frame Attended at least one day between
__/__/____ and __/__/____
20.
Click on Continue at the bottom of the Universal Selection Engine
21.
Click on the New Scenario to create a Billing Scenario
22.
In the Description box name the scenario Weekly Billing or whatever
you like
23.
Fill in Instructions to your staff for upcoming billing
24.
Choose the Account you want to bill the Members for these are the
Accounts that are created in Organization Information
25.
Fill in a Charge Comment
a.
EXAMPLE: Charge for Week of mm/dd/yyyy
b.
NOTE: this will change for each week or day or month
26.
Choose Whom to bill The Everyone option will bill all
members that were chosen from the Universal Selection Engine based
on their Custom Field or a Flat Fee
a.
Choose From Custom Field dropdown Weekly Fee if everyone has
their own weekly rate - this option will bill each member the amount
that was filled in for their Weekly Fee Custom Field
b.
Choose the Flat Fee if everyone is to be charged the same
amount
27.
Choose Whom to bill Based on daily attendance option will
bill all members that were chosen from the Universal Selection
Engine based on the Activity and the date range that you choose
a. Choose
from the Activity dropdown General Attendance
b.
Fill in the Attended date range EXAMPLE: mm/dd/yy
to mm/dd/yy
c. Turn
on or off the Active checks for
i.
½ Day Fee (x in Attendance Calendar)
ii.
Full Day Fee (X in Attendance Calendar)
iii.
Max Fee (maximum amount to charge)
iv.
Min Fee (minimum amount to charge)
d.
For each of the above 4 choices choose From Custom Fee or
Flat Fee
·
If you choose the below scenario and the Daily Fee for
a member is $12 and they attended 3 - ½ days then that person would
be charged $36
·
If you choose the below scenario and the Daily Fee for
a member is $12 and they attended 3 ½ days and 1 Full Day then
that person would be charged $48
·
If you choose the below scenario and the Daily Fee for
a member is $12 and they attended 5 ½ days or 5 Full days then
that person would be charged $50
28.
Click on Continue to Billing
29.
Choose to show or not show members with a $0.00 charge if you are
using the Based on daily attendance option NOTE: members would
have a $0.00 charge if they did not attend during the chosen time
frame or they did not have a $ amount filled in their Daily Fee
Custom Field they will NOT be charged anything unless you change
the $ amount in the Charge column or unless you are using a Min Fee
30.
If you are billing across Units you can check the Unit Page
Break on Report which will page break for each unit
31. The Billing Date will default to today this is the date that
will show for the charge in the members records - change it here if
necessary
32. In the Selected column all members will be selected if you
DONT want to charge a particular member then uncheck their name
33. There is a check mark on the bottom left that allows you to
auto-apply Credits to charges if a member has a credit balance
that credit will be used to pay for the charge you are about to
enter turn it off if you DONT want to apply credits automatically
34. If
any of the members that are about to be billed have a credit balance
you will see the credit amount in the Credits column this will be
applied to the charge only if the Auto-apply Credits to Charges is
turned on in the lower left of the screen
35. Click
on the Bill Now! button on the bottom of the screen
36. You will see a message Bill this Now Yes or No answer Yes
37. You will see Billing completed! Remember, you must
Preview/Print/Export BEFORE Closing!
If you want a printed report of the members that you just billed
then YOU MUST print it NOW
38. Click the Close button when finished
39. Click on the Close to Main Menu to continue working in the
program
We have provided an example here for a fairly
simple billing scenario if you would like assistance with setting
up your scenarios please feel free to contact us!
Vision Computer Programming Services, Inc.
685 Main Street, Suite C
Safety Harbor, FL 34695
(888) 425-6964
Email: email@visioncps.com
Web Page: www.visioncps.com
Contents
Copyright ©2010 Vision Computer Programming Services, Inc.
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