Process billing window

Billing Options

Use the options in this section to specify the type of billing process to run.

Renewals - Select this option to generate new billing data for customers who match the billing cycle parameters. When this option is selected, the Effective Date field displays.

Rebill - Select this option to generate an invoice to correct a billing run generated previously. The Rebill option recalculates the billing data only if it finds a customer who was originally billed within the Begin Rebill Date and End Rebill Date range.

Note: Both the Renewals and Rebill options can be selected to bill other renewal candidates who fit the cycle and Effective Date criteria and who did not get billed earlier (for example, if an earlier bill run was canceled).

Printing Options

Use this section to indicate which notices are to be printed.

Initial Bill - Selecting this option prints an invoice when a customer's Paid Thru date expires before the Effective Date and the customer has not been billed previously for the term currently being billed. Select Initial Bill to print Renewal Notices for those customers whose billing dates are generated through the Billing Options selection.

First Reminder -- When selected, this option displays the 1st Reminder Start and 1st Reminder End date fields. This option prints a first reminder for those customers whose Initial Bill was run between the 1st Reminder Start and 1st Reminder End dates and who are currently not paid.

Second Reminder -- When selected, this option displays the 2nd Reminder Start and 2nd Reminder End date fields. This option prints a second reminder for those customers who were sent first reminders between the 2nd Reminder Start and 2nd Reminder End dates and who are currently not paid.

A reminder will be printed if the following criteria are met:

The original run date falls within the reminder Start and End date range, inclusive,
There is still at least one non-voluntary line item open, and
The Paid Thru date has not been advanced.

Run Date

(Defaults to the current system date) Specifies when the billing run is processed. This date can be overwritten.

Effective Date

Note: The Effective Date is available on the Bill membership fees window only when Renewals or Rebill options are selected.

Specifies the first date of the new customer term for individuals to be included in the billing cycle. The Effective Date is a very important factor in determining who gets billed.

All customers who meet the other selection criteria and have a Paid Thru date before the Effective Date will be billed if a renewal has not already been generated. For example, if you enter 9/1/2001 in the Effective Date field, iMIS will bill renewals to individuals who have a Paid Thru date of 8/31/2001 or earlier and have not been billed previously.

For anniversary billing cycles, the Effective Date is calculated based on the Initial Bill Cut Off parameters set on the Billing and Reminder Notices window (from Billing, select Set up module > Billing cycles, select Bills/Reminders).

For annual billing cycles, the Effective Date is set to the first day of the current fiscal year based on the First Month of Fiscal Year field set on the AR/Cash Set up module window (from AR/Cash, select Set up module).

Warning!

If you want to override the Effective Date, make the change after selecting a billing cycle. If you change the Effective Date and then select a billing cycle, the Effective Date reverts to the default.

Begin Rebill Date

Use to indicate the beginning date of a billing run to correct a billing run previously processed.

End Rebill Date

Use to indicate the ending date of a billing run to correct a billing run previously processed.

1^st Reminder Start

Default date is based on the First Reminder Start parameter set on the Billing and Reminder Notices window. This date can be overwritten.

1^st Reminder End

Default date is based on the First Reminder Cut Off parameter set on the Billing and Reminder Notices window. This date can be overwritten.

2^nd Reminder Start

Default date is based on the Second Reminder Start parameter set on the Billing and Reminder Notices window. This date can be overwritten.

2^nd Reminder End

Default date is based on the Second Reminder Cut Off parameter set on the Billing and Reminder Notices window. This date can be overwritten.

Select a Cycle to Process

This section contains a list of billing cycles created on the Set up billing cycles window. To define a new billing cycle, see Creating Billing Cycles.

Additional Options

Use this section to specify additional billing options.

Don't Prorate – Enable this checkbox to override prorating options set on the Set up general options window (from Billing, select Set up module > General) or the Set up products window (from Billing, select Set up module > Products). This option bills full-term amounts in all cases.

Don't Apply Credits – Enable this checkbox if you do not want to apply any outstanding AVAIL_CREDIT credit amounts to the renewal calculation run.

Ad Hoc Search – Enable this checkbox to generate additional restriction of the billing cycle based on the Name table.

Process a Chapter – Enable this checkbox to allow the selection of a specific chapter for dues product billing run. If a chapter is selected, only those records selected in the billing cycle whose main chapter code matches the selected chapter will be billed.

Run button

Used to generate and print invoices to your report destination (select File > Report Destination).