Recurring Charge Setup

Recurring Charges Overview

 
Since multiple screens, settings, and processes are involved, the following list can be used to understand the setup, use, and reporting of Recurring Charges.

1. RECURRING CHARGE SETUP - Set up all available Recurring Charges. For multi-store environments, set up once for all stores.

2. RECURRING CHARGE - Enable pre-defined Recurring Charges to the accounts that will be billed, as well as Recurring Charge end-of-month creation and A/R tracking.

3. RECURRING CHARGES REPORT - Output Recurring Charges setups by account and by Recurring Charges.

 

Recurring charges for services provided to Accounts Receivable customers can be set up and automatically billed to the customer's account every month. The RECURRING CHARGE SETUP screen is used to add, edit, and delete Recurring Charges.

Menu Path: Controls, Store, AR And Close Options, AR CONTROL SETUP screen, 'RECURRING CHARGE SETUP' button

 

 

The screen can also be accessed from the Customers, Entry Info, Post Entries, POST ENTRIES screen, 'RECURRING CHARGE' button, RECURRING CHARGE screen, 'RECURRING CHARGE SETUP' button.

The 'RECURRING CHARGE ADD/EDIT/DELETE' User Security permission controls access to the RECURRING CHARGE SETUP screen from the AR CONTROLS SETUP and the account RECURRING CHARGE screens.

Recurring Charge Setup - Upper Grid

To add a new Recurring Charge, enter a value in the upper data entry rows and press the 'Enter' key at the last field or click the 'UPD' button and the setup moves into the grid, and the cursor repositions in the 'RECURRING CHARGE' field to add the next setup.

To edit an existing value, press the 'Tab' key at the 'RECURRING CHARGE' field to position the cursor in the first row of the grid, use the 'Up' and 'Down' Arrow keys to move the cursor, and press the 'Enter' key on the row to edit. Or, double-click the row with the mouse to move the setup into the data entry fields, edit any values as needed, and press the 'Enter' key at the last field or click the 'UPD' button.

Note: If the 'AMOUNT' or the 'WAIVE SALES =>' field is edited, any accounts with the default value will be automatically updated with the edited value, whether the value is increased or decreased. Any accounts with an override to the default 'AMOUNT' or default 'WAIVE SALES =>' field will not be automatically changed with the edit at the default level.

To delete an existing value, highlight the row in the grid and press the 'DEL' button or right-click a highlighted row with the mouse and click the 'DEL' button.

 
When a setup is being deleted, if it is already enabled on any accounts, the system prompts with the number of accounts and asks whether or not to continue.

 

 

Answer 'YES' and the setup will be deleted from the RECURRING CHARGE SETUP screen and from every account that the Recurring Charge was set up for.

For multi-store environments, any setups entered in this screen will be available to all stores regardless of what store the setup was entered in.

 

RECURRING CHARGE
Enter up to 36 alphanumeric/special characters used to identify and track the recurring charge.   

   

# PREFIX
Enter up to 4 alphanumeric/special characters used as a code that will display before the Recurring Charge number whenever the Recurring Charge number displays.       

 

AMOUNT
Enter from 0.01 up to 999999.99 as the default amount of the Recurring Charge.

 

WAIVE SALES =>
Optionally enter from 0.01 to 999999.99 as the default dollar amount of sales that must be met by the customer for the Recurring Charge to be waived. If this field is blank, it can be set up per account, if needed.

 

NEXT RC #

Recurring Charges must have an "invoice number" as a reference number when used for customer payments. The Recurring Charge is identified by a Recurring Charge number (up to a four-character '# PREFIX' + up to a 10-digit number). 

 

Click the 'NEXT RC #' button to display the 'SETUP COUNTER RANGE' window used to assign and track Recurring Charge numbers.

 

 

MIN COUNTER VALUE / MAX COUNTER VALUE
Enter the minimum and maximum recurring charge numbers that will be assigned by the store. For multi-store, the number ranges can be edited per store on demand. 

 

The next number to be used displays in the 'NEXT RC #' field.

 

The next end-of-month close uses the value of the next recurring charge number and determines whether it falls within the number range. When it does, the next number is used. When it does not, the 'MIN COUNTER VALUE' is used and the numbers are restarted.

Accounts With Recurring Charges - Lower Grid

The lower section of the screen is for display only and reports the Recurring Charge set up per account. Click a row in the upper grid and if enabled for any accounts, those accounts will display in the lower grid with the following information:

 

• 'ACCT #' - Account Number 
• 'ACCT CODE' - Account Code
• 'ACCOUNT NAME'
• 'AMOUNT' - Recurring Charge amount from the account setup
• 'START PERIOD' - Period the charge will be applied to the account for the first time 
• 'END PERIOD' - The last date that the charge will be applied to the account 
• 'WAIVE SALES =>' - The 'ACCOUNT WAIVE SALES =>' value from the account setup

Assigning Recurring Charges

Once Recurring Charges are set up, they can be enabled, per account, from the POST ENTRIES screen. 

 

RECURRING CHARGES REPORT
Click the button to open the RECURRING CHARGES REPORT screen. The report outputs existing recurring charges per account, as well as a list of existing recurring charges.