Testing the setup

The best method for testing a Billing setup is to bill and rebill a single customer several times while changing any billing-related data between each iteration until each billing scenario has been tested satisfactorily. Ideally, run the test on a test system or, if a test system is not available, insert a single (temporary) customer record to use for testing purposes.

Testing the billing data generation and Renewal/Reminder Notice printing is outlined separately in the following sections.

To test the billing data generation

To test the billing data generation, use a new customer and follow these steps:

  1. Make sure the test record has a customer type and category, if necessary. This is included in the specifications for the test billing cycle.
    • If you are testing a non-dues product billing subscription cycle, or if you are testing the billing of optional line items on a dues billing cycle (for example, items not linked on the Customer types window), add the line item(s) on the Billing tab. See Running individual dues billing.
    • Generate the initial billing data. See Running individual dues billing. (optional) Do not select any of the printing options for subsequent testing of the Reminder Notices.
  2. Review the billing data in detail, verifying that the:
    • Billing data was generated for all the line items that should have been billed;
    • Amounts billed were correct for this particular record's scenario; and
    • Billing term was accurate.

    Note: You can review the data by looking directly at the line item results on the Current view of the Billing tab. However, to check the billing term, you must double-click each line item to view the Dues/Subscription Item Detail window. The billing term is represented by the Period and Thru dates maintained in the Last Billed section.

  3. If the billing data was generated incorrectly, investigate the problem and correct the setup area. Rebill after making the setup correction.
  4. To test the next billing section, change one data element that would impact the generation of the billing data, for example:
    • Customer type
    • Billing category
    • User-defined field related to special pricing formula
    • Join Date for term testing (prorated term and amount, if annual billing)
    • Renew Months on the Financial tab for shortened or extended term and amount testing
    • Regenerate the billing data using the “Rebill” procedures as outlined in Rebilling to Correct an Individual Dues Billing. Leave all Printing Options unselected for subsequent renewal notice testing. If a customer type has been changed and the new customer type has different product code(s) linked to its Customer types window, follow the procedures in Rebilling to correct an individual dues billing.
  5. Verify the accuracy of the output. Repeat until all possibilities have been tested successfully. For certain special pricing formulas, it may be impossible to test all possibilities, but you should spot check enough variations to ensure that the formula is calculating accurately.

To test the Reminder Notice printing

The Reminder Notice printing can be tested using the same customer record that was used to test the billing data generation:

  1. Make sure the report destination (select Files > Report Destination) is set to the printer (not to screen) to be used to print the notices during a live run. To avoid layout and text placement distortions, never test the renewal notice by first printing it to the screen and then printing the screen output to the printer.
    • Print the Initial Bill. As a guideline, see Running individual dues billing. If billing data already exists as a result of testing the generation of the billing data, leave all Billing Options unselected.
  2. To experiment with a different format choice, select a different format from the Forms drop-down list on the Set up billing cycles window. If there is a problem with the text or the placement of the overlay text, edit the Report Specs parameters text. If a change is made in either of these areas or in the Billing and Reminder Title or the notice-specific text area, repeat to check the output.
  3. Repeat, testing the First and Second Reminder Notices.

To test Dues billing Renewal Notices

  1. Find a customer with one or more line items and a non-zero balance.
  2. Select the Billing tab on the Manage customers window.
  3. Click Create Invoice. The Dues Billing Selections window opens.
  4. Select the Billing Cycle.
  5. Select Initial Bill from the Print Options.
  6. The Renewed Thru date on the Financial tab must equal the Name.PAID_THRU date on the Manage customers window.

    7. Use the following examples to verify that the Renewed Thru date shown is correct.

     

    Current

    Billing

    Payment

    Paid Thru

    12/31/2001

    12/31/2001

    12/31/2002

    Renewed Thru

    12/31/2001

    12/31/2002

    12/31/2002

    Note: Accrual dates give other payment recognition options.