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Subscription Billing 2013 - Encore Business Solutions Inc.

1. General Line Items Options User Defined Item UofM Quantity CP Unit Price Ext Price Frequency UD D M Start Date Next Bill Date Inactive Description Price Level Markdown Unit Cost Comment ID End Date Last Billed 10016 ar leach 59 95 59 95 Monthly 0 4 1 2017 4 1 2017 1st El Inactive Green Phone RETAIL A 455 50 a MAINTENANCE Q gt Eah Q 10 150 00 150 00 Annually 0 4 1 2017 4 1 2017 ist E Inactive MAINTENANCE RETAIL A 0 00 gt 0 00 al gt Item Detail Defer Revenue Distribution Accounts User Defined oo a 2 Se 9 Text 1 Text 2 Date 1 Date 2 Numeric 1 Numeric 2 Check Box 1 Check Box 2 1 HEAD OFFICE 4 1 2017 4 1 2018 1 00000 2 00000 v v a m E Inactive al gt gt 44 44 tem 1 of 1 e 9n A E p m I4 4 gt bi Contract Number X Status Unsaved 33 Choose the Contract Fields tab to enter Subscription Billing User defined values See Using Subscription Billing user defined fields on page 44 for further information 34 Choose the Sales Fields tab to enter Sales Order Processing User Defined values See Using Sales Order Processing user defined fields on page 45 for further information SUBSCRIPTION BILLING 37 us 38 USING SUBSCRIPTION BILLING 35 Select Save a
2. 93 What s New in Recurring Contract Billing for 10 0 93 What s New in Recurring Contract Billing for 9 0 93 Known IsSUBs ooo a p a Rie HDi 96 What s New in Encore Products for 2013 97 Documentation Feedback 97 About Encore Business Solutions 99 iv SUBSCRIPTION BILLING INTRODUCTION 2 Introduction Subscription Billing Subscription Billing allows you to create customer contracts with customers within your Microsoft Dynamics GP system These contracts can include inventory and non inventory items a different billing frequency for each line item and automatic payments Subscription Billing requires minimal setup as it takes advantage of all the standard setup options from the Microsoft Dynamics GP Sales Order Processing Receivables Inventory and Posting modules The contract billing process in Subscription Billing creates batches of invoices in the Sales Order Processing module to take advantage of the standard editing invoicing and posting functionality Not only can Subscription Billing can be used with the Sales Order Processing module Subscription Billing can be used with the Inventory Multicurrency and Revenue Expense Deferral modules Subscription Billing will make it possible for you to e Calculate commissions
3. 52 SUBSCRIPTION BILLING i USING SUBSCRIPTION BILLING 2 The Selection Template field allows you to setup templates to streamline Subscription Billing create process Click on the blue expansion error to open the Create Subscription Billing Documents Selection Template window re ERED sg Create Subscription Billing Documents Selection Template e File Edit Tools Quantities sa Fabrikam Inc 4 12 2017 Save x Delete Template p Module Sales Order Processing v Type Invoice v TypelD p Batch Information Biling Due Date Document Date Start Date if not on Profile Batch Number p Sort Order Customer ID GL Reference Ranges UserD efined Ranges Contract Class All From To Contract Number All From To Customer Class All From To Customer ID All From To Item Number All From To Territory All From To Include Passwords Include Passwords _ Exceeded Credit Limits 11 Inactive Customers Customers On Hold Discontinued Items 7 Report on Overdue Billings 7 Create Detailed Edit Report oe ok 3 Select the Sales Order Processing module from the Module dropdown list Only the SOP module supports multicurrency functionality 4 Choose a document type either invoice order or quote to create the preferred document 5 Choose the Type ID This is the Fulfillment Order Invoice ID from Sales Order Processing SUBSCRIPTION BILLING
4. Process Hold ID For Credit Limit ADDRESS Change Item Description Item Des Billing Date Deferrals Create Previous Closed Periods in First Open Period Passwords Process Customers Hold HOLD Process Inactive Customers INACTIVE Process Discontinued Items DISC amp Clear Activity 0K Cancel 2 To prevent users from processing Sales Order Processing invoices that cause customers to exceed their credit limits select a Process Hold ID that has a password set up in the Sales Process Holds Setup window This will ensure that the user must enter the correct password before selecting the Exceed Credit Limit option An error will be generated if a process hold ID is not selected 3 Change Item Description to determine what information is input into the Item Description field when the SOP document is created from Subscription Billing Select option SUBSCRIPTION BILLING 23 2 SETUP e tem Description Normal default uses the description from the Item Cards Billing Date Range Displays the date range covered by the billing The start date of the range is based on the next billing date The end date of the range is based on the billing frequency The dates of the range will be adjusted if the prorate option is marked e Item Description and Billing date Includes both the item description and billing date range options e Service Date deferrals Displays the date range cover
5. Customer Name Fitz Electrical General Line Items Options User Defined Item UofM Quantity CP Unit Price Ext Price Frequency UD D M Start Date Next Bill Date Inactive Description Price Level Markdown Unit Cost Comment ID End Date Last Billed 100xLG Alleah A 1 459 95 459 95 Monthly 0 4 1 2017 5 1 2017 1st E inactive Green Phone RETAIL CQ 0 00 gt 55 50 Ql gt 4 1 2017 tem Detail Defer Revenue Distribution Accounts User Defined 9 Defer Revenue Calculation Method Billing Recognition Account Service Date Qty Recognized Deferral Document Number Y v Days in Periods 000 8610 00 al a 0 00000 MAINTENANCE Q gt Eah A 1 V 150 00 150 00 Annually 0 4 1 2017 4 1 2018 1st Inactive MAINTENANCE era A 0 00 gt 0 00 4 1 2017 al E Inactive gt 91 3 4 1 of 1711914110511 lt 14 4 bi Contract Number Status Unsaved 2 contract a customer 3 Select the Line Items tab 4 Entera new line item Click the plus sign to the left of the item description An item detail window opens SUBSCRIPTION BILLING 69 2 USING SUBSCRIPTION BILLING 6 Select the Defer Revenue tab and then select the Defer Revenue check box By default the Service Date field is populated with the Start Date data
6. Select Save Viewing contract document history The Subscription Billing Document History window displays all the documents that have been created for the selected contract If a deferral was created for the selected contract the deferral document will also be available If no recurring documents have been created the window will be empty SUBSCRIPTION BILLING 2 USING SUBSCRIPTION BILLING To view contract invoices 1 Open the Subscription Billing Contract Entry window Transactions gt gt Sales gt gt Subscription Billing Contract Entry gt gt Document History button or Inquiry Sales Subscription Billing Document History iil Subscription Billing Document History fo Jm fs File Edit Tools View Help sa Fabrikam Inc 4 12 2017 OK Line Items E Contract Number 4 CTRODOO1 I Customer ID AARONFITOOD Customer Name Aaron Fitz Electrical Created Date Batch Number Document Number Date Document Amount 4 12 2017 TEST STDINV2263 4 1 2017 224 55 Document has been voided 1 2 Enter or select a contract 3 change the currency view of a contract to either functional or originating select the Currency list button 4 Highlight a document and select the Document Number zoom to view the details of the selected document SUBSCRIPTION BILLING 47 I USING SUBSCRIPTION BILLING 5 Toviewthe line item details of the contract highlight a document line and
7. The Comment ID functionality has been enhanced so changes made in the newly added comment ID expansion window on the Recurring Contract Entry Line Items tab will be included in the Line Item Detail comment ID The improvements to the functionality also includes the ability to modify comment ID s and have untitled comments What s New in Recurring Contract Billing for 10 0 SP2 Recurring Contract Billing has been provided with exciting new functionality When using the create process you can now create either an order quote or invoice for selected contracts Some of the windows have been renamed to reflect this additional functionality e Create Recurring Invoices changed to Create Recurring Documents e Invoice History changed to Recurring Contract Document History What s New in Recurring Contract Billing for 10 0 Recurring Contract Billing has been upgraded to be fully compatible with Microsoft Dynamics GP version 10 0 What s New in Recurring Contract Billing for 9 0 Extension A NET User Interface has been created for Recurring Contract Billing using Encore s DexToNET development tool For this version of Recurring Contract Billing a new user interface has been developed for both the Recurring Contract Billing Setup Options window and the Recurring Contract Entry window The Recurring Contract Billing 9 0 Extension 93 2 94 version is compatible with Microsoft Dynamics GP version 9 0 5 1 As well this version of Recur
8. 10 SUBSCRIPTION BILLING Select the Microsoft website http www windowsupdate com in your internet explorer Locate the download for Microsoft NET Framework version 3 5 Launch thedotnetfx exe file by double clicking on it This will start the installation program Follow the instructions in the installation wizard Choose OK on the message displayed when the installation is completed To ensure Microsoft NET Framework version 3 5 has been installed check your Windows Control Panel Start gt gt Control Panel gt gt Add or Remove Programs 2 INSTALLATION amp REGISTRATION Prior to Upgrading or Installing a new build When upgrading Subscription Billing to version 2013 from any version previous to Recurring Contract Billing version 9 0 NET including version 9 0 00 01 006 you must first upgrade to version 9 0 00 02 Extension to adapt the NET technology Before upgrading from an earlier version or installing a new build of Subscriptionct Billing be sure to back up your data especially any customized reports windows Once your backup files have been created you can complete the installation and setup procedures described in this manual To create a backup file of your customized reports windows Open the Customization Maintenance window Microsoft GP gt gt Tools gt gt Customize gt gt Customization Maintenance Locate the customized Encore product in the Product column Highlight all the Modified Re
9. General Calls 204 989 4330 Toll Free North America only 866 472 0824 204 235 2331 support encorebusiness com www encorebusiness com Before You Call Support You should have the answers for all of the following questions to help your support specialist quickly narrow down the source of the problem you are experiencing e What is the exact error message e When did the error first occur e What task were you attempting to perform at the time you received the error message e Has the task been completed successfully in the past e What is the name of the window you are working in e What have you done so far to attempt to fix the problem e Have you performed any of the table maintenance procedures such as check links SUBSCRIPTION BILLING 2 e have performed table maintenance procedures and received error messages what kind of messages e Does the problem occur in another company e Does the problem occur on another workstation e Does the problem occur for more than one user e Have you imported any data e What versions of software are you using Verify the version numbers for Microsoft Dynamics GP your database software Encore product and Windows Also note service packs To locate the version number for Subscription Billing in version 2013 go to Microsoft Dynamics GP menu gt gt Tools gt gt Setup gt gt System gt gt Encore Product Registration The About window can be
10. 7 Clearthe Service Date field leaving it blank 8 Oncethe SOP transaction has been posted the contract line with a blank Service Date will display in the Recognize Deferred Revenue window Transactions gt gt Sales gt gt Recognize Deferred Revenue sq Recognize Deferred Revenue e 9s File Edit Tools Fabrikam Inc 4 12 2017 Sy Create Documents Filters Deferred Batch ID DEFER pe Contract Number 2 Deferral Start of Period 0 0 0000 E Item P 2 Select Contract Number Customer Name Oy Amount ltem 2 Start of Deferral End of Deferral Comment ID gt Qty to Recongnize Amount to Recognize Next Bill Date 27 9 Enter a Deferral Start of Period date and then under Select Start of Deferral select the lines that you would like to assign to this Start Date 10 To recognize partial quantities change the Qty to Recognize amount For example in the Astor Suites example below just one of three deferred items has been recognized as revenue 11 To create the deferral documents click Create Documents A batch is created in the GP s Deferral Batches for posting 70 SUBSCRIPTION BILLING 2 USING SUBSCRIPTION BILLING 12 To view deferral details in the Subscription Billing Contract Entry window click on Document History The Subscription Billing Document History window opens 13 Highlight the line item you want to view and then click on Document Number The De
11. Billing Reports or Transactions Sales Subscription Billing Contract Entry and select the Print drop down list 2 Choose a Report Choice option or accept the default m Subscription Billing Reports EE File Edit Tools Help sa Fabrikam Inc 4 12 2017 Report Choice Contract Listing Sort By by Contract X From Contract p To Contract p From Customer ID To Customer ID oO From Item Dp To Item p From Territory p To Territory p Due to be billed by Due to expire by Ei Ed Billing Status oe LT 3 Choose a Sort By option or accept the default 4 Choose the ranges that you want to report on If no ranges are selected the report will default with all the information for that range 5 Enter a Due to be billed by date Optional 6 Enter a Due to expire by date Optional 7 Choose a Billing Status Optional 78 SUBSCRIPTION BILLING i REPORTING 8 Select Print Adding fields to Microsoft Dynamics GP reports in Report Writer Many Subscription Billing users like to print information from Subscription Billing on Microsoft Dynamics GP reports such as a Sales Order Processing Invoice To make this task easier Encore has added five Report Writer functions to Subscription Billing These functions make it easy for you to print the following information on Microsoft Dynamics GP reports e Contract Number Each contract set up in Subscription Billing has a unique contract nu
12. Company Comment 7 4 Enter the comment text 5 Select the Save button to save the new comment 66 SUBSCRIPTION BILLING 2 USING SUBSCRIPTION BILLING To create an one time comment 1 Inthe Subscription Billing Contract Entry window or in the Line Item Detail window select the Comment ID expansion button to open the Contract Comment Entry window eq Contract Comment Entry e m 5 File Edit Tools sa Fabrikam Inc 4 12 2017 Comment ID untitled Comment Text oe EN existing comment If the Comment ID field was blank you will be able to add a new one time comment Q If the Comment ID field contained a value you will be able to modify the 2 Enter the comment text 3 Select the OK button to save the comment and close the Contract Comment Entry window Creating revenue expense deferrals Revenue Expense Deferrals enable users to defer revenues and distribute costs over a specified period by calculating and posting values spread over selected date ranges Subscription Billing can be used in conjunction with Microsoft Dynamics GP Revenue Expense Deferral module The integration of Subscription Billing with Deferrals provides an automatic method of allocating sales amounts over specific time periods for invoices and orders There are two ways to create revenue expense deferrals in Subscription Billing Either you can assign the deferral on the line item itself or for SUBSC
13. a Contract il Cz File Edit Tools Fabrikam Inc 4 12 2017 x Source Contract Target Contract Contract Number CTR00001 p Contract Number CTR00003 Customer ID AARONFITOOO1 Customer ID AASRONFITOOOT Currency ID ZUS Currency ID ZUS 7 Use Price Level assigned to Target Customer 7 Use Ship to Address Ship Method and Tax ID from Customer Card Use System Date for Start Date and Next Bill Date Clear End Date Copy Line Comments 29 3 Under Source Contract select the contract number you want to copy 4 Selectfrom the following options those that apply to the new contract e Use the Price Level assigned to the Target Customer e Use Ship To Address Ship Method and Tax ID from Customer Card e Use System Date for Start Date and Next Bill Date e Clear End Date e Copy Line Comments 5 Click Copy 6 To view the copied contract and the added lines reselect the contract 50 SUBSCRIPTION BILLING uis A fast create feature is available by request only for customers who generate very large batches of SOP documents using Subscription Billing To access this feature please contact your Encore Business Solutions representative USING SUBSCRIPTION BILLING Creating Subscription Billing documents The Subscription Billing create documents process allows you to create quotes orders or invoices The type of document you create from your contract is determined b
14. be VERY careful Errors may result in missed billings The system uses the Next Date to Bill to SUBSCRIPTION BILLING 33 2 USING SUBSCRIPTION BILLING 34 19 20 21 SUBSCRIPTION BILLING determine when recurring contract line items are eligible for invoicing then automatically updates the Next Date to Bill field once an invoice has been created When creating invoices the Due Date on the Create Recurring Documents window is compared to this date If the Next Date to Bill is equal to or prior to the Due Date on the Create Documents window an invoice will be created from this contract If you choose a billing frequency of monthly bimonthly quarterly semiannually or annually select a billing day Select End of Month to give true end of month billing If the revenue from the item is to be deferred please refer to Creating revenue expense deferrals on page 67 for instructions The footer toolbar on the line items tab provides functionality such as e VCR buttons to help scroll through multiple line items Plus sign icon to insert an additional line item Minus sign icon to remove a selected line item When editing a line the Minus sign icon will be greyed out Before you can delete the line press ESC to escape the line or ENTER to save the line eSkip Cycle icon to skip a billing cycle for a selected line item Expand icons to change the line item view from single line to double line S
15. choose the Line Items button 54 Contract Line Items File Edit Tools View Fabrikam Inc 4 12 2017 NI Item Number Price Level Quantity Extended Price From Date Item Description U of M Markdown O Unit Cost To Date E 1 0xLG 1 00 59 95 3 2 2007 Green Phone 4 1 2017 to 4 30 2017 Each 0 00 p 55 50 4 1 2017 MAINTENANCE 1 00 150 00 4 2 2016 MAINTENANCE One time billing Each 0 00 B 0 00 4 1 2017 m Integrating with Receivables Electronic Funds Transfer EFT If you are using the Electronic Funds Transfer or eBanking module and you have Subscription Billing set up to use EFT then an EFT file will be created to send to your bank To view individual EFT payments that were created during the invoicing process open the Sales Payment Entry window which is available when you have selected a Sales Order Processing invoice Refer to the Microsoft To set up EFT Dynamics GP Receivables Electronic Fund Transfer documentation for EFT setup information 2 Enter or select a contract 1 Open the Subscription Billing Contract Entry window Transactions gt gt Sales gt gt Subscription Billing Contract Entry 3 Select the Options tab 48 SUBSCRIPTION BILLING uis USING SUBSCRIPTION BILLING 4 Choose an EFT option from the Auto Payment Type drop down list gt aq Subscription Billin
16. located by selecting Subscription Billing and expanding the window The About window link is located in the bottom left hand corner of the Encore Product Registration window To locate the version number for Recurring Contract Billing in version 10 0 and 2010 go to Microsoft Dynamics GP menu gt gt Tools gt gt Setup gt gt System gt gt Encore Product Registration The About window can be located by selecting Recurring Contract Billing and expanding the window The About window link is located in the bottom left hand corner of the Encore Product Registration window SUBSCRIPTION BILLING 7 m SUBSCRIPTION BILLING INSTALLATION amp REGISTRATION 2 Chapter 1 Installation amp Registration This chapter describes how to install and register Subscription Billing You will need separate registration keys to register Subscription Billing and Subscription Billing Importer This chapter contains the following sections Microsoft NET Framework installation Prior to Upgrading or Installing a new build Installing Subscription Billing Entering registration keys Creating tables Setting up security Microsoft NET Framework installation In order to properly execute and operate Subscription Billing you need to install Microsoft NET Framework version 3 5 from the Microsoft website http www windowsupdate com If you think it has been installed previously check your Windows Control Panel See Step 6 1
17. to a contract SUBSCRIPTION BILLING 71 uu USING SUBSCRIPTION BILLING Subscription Billing will use the profiles for all sales distribution lines that use the deferral account original billing account on the profile 72 SUBSCRIPTION BILLING uis USING SUBSCRIPTION BILLING Profile Group Example Profile Name Start Date Number of Periods Deferral Account Profile 4 1 01 01 2000 12 100 10 Profile 2 01 01 2000 3 200 10 On the contract Item Account Number Amount Quarterly Access Fee 200 10 100 00Annual Maintenance Fee 100 10 200 00Purchase Supplies 110 10 25 00 When the invoice or order is created Quarterly Access Fee is distributed to account 200 10 which matches profile 2 therefore the system will defer the 100 00 over 3 periods 12 periods Annual Maintenance Fee is distributed to account 100 10 which matches profile 1 therefore the system will defer the 200 00 over Purchase Supplies is distributed to account 110 10 which has no profile matches therefore the system will not defer the 25 00 To create a Deferral Profile Group 1 Open the Subscription Billing Contract Entry window Transactions gt gt Sales gt gt Subscription Billing Contract Entry 2 Choose a contract 3 Choose the Options tab The Microsoft Dynamics GP Revenue Expense Deferral module must be installed and setup before attempting to enter deferral profile groups in Subscription Billing SUBSCRIPTION BILLING 7
18. to be processed but exceptioned out A short description is provided of why the document was not generated Editing contract documents If necessary you can edit the documents that were created from Subscription Billing in the Sales Transaction Entry window Invoices must be edited before they are posted Use the Invoices Created report available from the Create Subscription Billing Document window after the batch has been created to identify which documents were created by Subscription Billing To edit a document 1 Open the Sales Order Processing Entry window Transactions Sales Sales Transaction Entry 2 Inthe Sales Transaction Entry window choose a Type ID 3 Choose or enter a document number 4 Edit the document as required SUBSCRIPTION BILLING 57 2 USING SUBSCRIPTION BILLING 58 5 Select save You can use the link from the invoice window to the corresponding contract by choosing Additional gt gt Go to Subscription Entry CTRL G Allocation and fulfillment The allocation and fulfillment process in Sales Order Processing depends on how your Document ID is set up in the Sales Order Setup window If the invoice or order that you re using is set up to use a separate fulfillment process then you will need to manually allocate the batch If the invoice or order that you re using is NOT set up to use a separate fulfillment process the batch will be automatically fulfilled when it is posted For a
19. 3 us USING SUBSCRIPTION BILLING 4 Entera new Deferral Profile Group and select yes to add the group The Deferral Group Profile Maintenance window will open A ACE Fabrikam Inc 4 12 2017 sg Deferral Profile Group Maintenance File Edit Tools Help ld Save x Delete Deferral Profile Group p Description Profile Name p Start Date Number of Periods Deferral Account m 5 Enter a description 6 Select all profile names from the Profile Names lookup window that should be included in this group 7 Select Save to save your new Deferral Profile Group A Deferral Account Original Billing Account can only exist once within a group 74 SUBSCRIPTION BILLING REPORTING itt Chapter 4 Reporting 76 This chapter includes the following sections Printing a Subscription Agreement Printing the Subscription Billing Reports Adding fields to Microsoft Dynamics GP reports in Report Writer Setting security access for modified reports Printing a Subscription Agreement You can print a Subscription Agreement for a selected contract This document is a template for a printable contract can include all the fields from the contract header and the contract line items All fields can be added or removed using Report Writer Legal terms and conditions can be included using Report Writer To print a Subscription Agreement 1 SUBSCRIPTION BILLING Open the Subscription Reports windo
20. 53 2 USING SUBSCRIPTION BILLING 54 9 10 11 12 SUBSCRIPTION BILLING Enter the Billing Due Date the cut off date for billing contracts Only those contracts with a next billing date on or before this date will be created For contracts with varying billing due dates for line items only the line items due on or before this date will appear on the contract bills Enter or accept the Document Date this is the date that will be used when the documents are created When using deferral profiles as set up on the Subscription Billing Contract Entry window Options tab A Start Date if Not on Profile will default from the document date This field can be different from the document date to be more specific if required This field not used when using Line Level Deferrals Enter a Batch Number you can assign an existing batch for all the documents that will be created or you can create a new batch You may choose to enter a GL Reference This GL reference will be used if you have not assigned a GL reference to the contract on the General tab The GL Reference will show up on the Reference field in the GL Journal Entry after the SOP documents have been created and after it has been posted in SOP When you use an existing batch for the invoice the GL Reference can be very handy to distinguish the invoices created by this process Select a Sort Order by Customer ID or by Contract Class The sort order you sel
21. CP Unit Price Ext Price Frequency UD D M Start Date Next Bill Date Inactive Description Price Level Markdown Unit Cost Comment ID End Date Last Billed 10046 Alleah 1 59 95 459 95 Monthly 04 1 2017 4112017 ist Inactive Green Phone RETAIL a soo 55 50 a lH g q m Inactive 91 3 ale AR teem 1 of 1 MA m E I4 4 gt bi Contract Number Status Unsaved 0 markdown can not be specified for line item that has been entered with negative price Ba Contract Markdown Entry File Edit Tools Help fete te Fabrikam Inc 4 12 2017 Item Number MAINTENANCE Description MAINTENANCE Markdown Type Percentage Unit Price Markdown Adjusted Unit Price Quantity x Extended Price A SUBSCRIPTION BILLING Amount 0 00 150 00 0 00 150 00 1 00 150 00 2 USING SUBSCRIPTION BILLING 14 Select a billing frequency It will be the default billing frequency for all 15 16 17 V 18 the line items on the contract However each line item can have its own billing frequency The billing cycle for the contract will be based on the line item with the most frequent billing cycle For example if a contract has one line item with a weekly billing frequency and the rest of the line items on the contract have a monthly billing frequency the billing cycle will be based on weekly billings If you chose a b
22. Phone Reta AQ 0009 55 50 Al Item Detail Defer Revenue Distribution Accounts User Defined Prorate Salesperson ID Sales Territory ID Ship To Address ID Shipping Method Tax Schedule ID Times Billed gt O auw Qj territory1 wareHouse Qjrocar veuvery A MAINTENANCE Q z i i 150 00 150 00 Annually 04 1 2017 4 1 2017 F Inactive MAINTENANCE lretan A gooo 0 00 aJ i _ Bb amp li Inactive 1 al l a 174 Tem 1 of 2 e a alll lt 1 0 14 4 gt Contract Number Status Existing 7 Q Clicking the plus sign next to the item number displays some of the same information that appears in the Line Item Detail window These details can be edited here as well SUBSCRIPTION BILLING 41 15 USING SUBSCRIPTION BILLING 4 Highlight the line item and then click the Item Number expansion box The Line Item Detail window will open Bi Line Item Detail fo 1 File Edit Tools sa Fabrikam Inc 4 12 2017 Save 3 Cancel X Delete ltem Number 100xLG D Non inventory Item Description Green Phone Site ID WAREHOUSE Unit Cost 55 50 Unit of Measure Each p Markdown Amount 0 00 gt Quantity 1 Extended Price 59 95 Unit Price 59 95 Ship To AddressID WAREHOUSE p Price Level RETAIL p Shipping Method LOCAL DELIVERY 9 Salesperson ID PAUL W p TaxScheduelD USASTCITY E p Sales Territory TERRITORY 1 p Special F
23. RIPTION BILLING 67 2 USING SUBSCRIPTION BILLING multiple line items you can set up deferral profiles on the Subscription Billing Contract Entry window Options tab You must choose which method you are going to use you cannot use both See Microsoft Dynamics To defer revenue for line items GP Revenue Expense Deferral documentation for information on 1 Open the Subscription Billing Contract Entry window Transactions gt gt Sales gt gt Subscription Billing Contract Entry setting up Deferred Revenue Revenue will be deferred based on the Sales Series posting Method 68 option that is selected in the Deferral Setup window either Balance Sheet or Profit Loss Tools gt gt Setup gt gt Financial gt gt Deferral The Default Calculation Method that Subscription Billing uses is defined here either Days in Period or Equal per Period The Miscellaneous option is not supported For further information about setting up deferrals refer to GP s Revenue amp Expense user documentation 2 Choose contract and a customer 3 Select the Line Items tab 4 Entera new line item 5 Click the plus sign to the left of the item description An item detail window opens 6 Select the Defer Revenue tab and mark the Defer Revenue check box 7 If you are using the Profit Loss method select a Deferral Account 8 If you are using the Balance Sheet method select a Billing Recognition Account this is the account that will
24. Subscription Billing 2013 An application for Microsoft Dynamics GP 2013 Encore Business Solutions Furthering your success through innovative business solutions Copyright Trademarks Warranty disclaimer Limitation of liability License agreement Publication Date Manual copyright e 2013 Encore Business Solutions Inc Printed in Canada All rights reserved Your right to copy this documentation is limited by copyright law and the terms of the software license agreement As the software licensee you may make a reasonable number of copies or printouts for your own use Making unauthorized copies adaptations compilations or derivative works for commercial distribution is prohibited and constitutes a punishable violation of the law Microsoft Microsoft Excel and Microsoft Dynamics GP are either registered trademarks or trademarks of Microsoft Corporation or its affiliates in the United States and or other countries The names of actual companies and products mentioned herein may be trademarks or registered marks in the United States and or other countries of their respective owners The names of companies products people and or data used in window illustrations and sample output are fictitious and are in no way intended to represent any real individual company product or event unless otherwise noted Encore Business Solutions Inc disclaims any warranty regarding the sample code contained in this docume
25. When a cycle has been skipped for line items that have an end date you will have to manually change the end date to reflect the new date if you want the client to be billed for the missed cycle To skip a billing cycle for an entire contract 1 Open the Subscription Billing Contract Entry window Transactions gt gt Sales gt gt Subscription Billing Contract Entry 2 Enter or choose a contract 3 Select the Skip Cycle button amp Skip cycle SUBSCRIPTION BILLING 2 USING SUBSCRIPTION BILLING 4 Select Skip on the message The Next Date to Bill will move ahead as per the billing frequency To skip a billing cycle for a line item 1 Open the Subscription Billing Contract Entry window Transactions gt gt Sales gt gt Subscription Billing Contract Entry Enter or choose a contract Select the Line Item tab Choose the line item you want to skip a billing cycle for Select the Skip Cycle icon on the Subscription Billing Contract Entry footer toolbar Select Skip on message The Next Date to Bill will move ahead as per the selected billing frequency for the selected line item Assigning an Accounts Receivable account to contracts You can assign a specific Accounts Receivable account number to contracts in the Subscription Entry Options tab When you create documents for this contract the account that you select will be used To assign an Accounts Receivable account to contracts 1 Open th
26. a comment on the contract select the Comment ID from the Comments lookup window or choose the Comment ID expansion button to create a one time comment For more information about adding comments see Adding comments to the contract on page 65 The Deferral Profile Group attaches deferral profiles established in the Microsoft Dynamics GP Revenue Expense Deferral module to the line items on the contract Deferrals can be specified for each line item on the contact For more information about creating deferrals see Creating revenue expense deferrals on page 67 If a Electronic Funds Transfer EFT payment record is to be created along with the invoice select an EFT option from the Auto Payment Type drop down list See ntegrating with Receivables Electronic Funds Transfer EFT on page 48 for more information SUBSCRIPTION BILLING 35 ui USING SUBSCRIPTION BILLI 36 V 26 27 28 29 30 31 SUBSCRIPTION BILLING NG If you integrate Subscription Billing with a credit card processing module you will need to contact the company providing the credit card integration For Example Nodus or Azox Enter an Accounts Receivable account which will be specific for this contract or leave it blank to use the default set up for the company See Assigning an Accounts Receivable account to contracts on page 39 for more information Enter a Bill to Address which will be specific for this contract or retain th
27. acking Distribution window to include the new items The Project Tracking Distribution window amounts will display as zero s when multicurrency functionality is being used The general ledger accounts for distributions will be blank because the general ledger accounts are assigned to the actual project distributions at invoice creation You can assign account numbers in the Default Account Override fields on the Line Item Detail window and select them in the Project Tracking distribution window if you want to use specific account numbers i USING SUBSCRIPTION BILLING When you first distribute to a project from Subscription Billing the originating contract number will be the document number and the transaction type will be Contract Bill When you create a batch the project distributions associated with each contract will be copied to each of the created invoices orders or quotes As batches are created the distributed project amounts are compared to the transaction amounts If a discrepancy is found the distribution amounts will be changed to the actual transaction amounts For example if an item cost is changed after being distributed on a contract the distribution would reflect the correct amount When an existing distributed line item changes quantity amount etc the distributions will automatically be adjusted However if you add or delete a line item you must open the distribution window and choose Default to corre
28. al Profile Group LINE Deferral Profile Group Deferral Profile Group Lines ME Import Fields ME Import SETP ME50430 ME50431 ME Import Fields ME Import SETP Contract Importer Fields Contract Importer Setup ME Import SETP DTL ME LINE CMT WORK HIST ME50432 ME50417 ME Import SETP DTL ME LINE CMT WORK HIST Contract Importer Setup Details Contract Comment Work History ME Recurring Batch Activity ME Rollback Archive DTL ME50434 Recurring Batch Avtivity ME504031 ME Rollback Archive DTL Matching Invoicing Batch Activity Contract Rollback Line Details ME Rollback Archive HDR ME504051 ME Rollback Archive Contract Rollback Header 89 fin 2 What s New in Subscription Billing for 2013 Recurring Contract Billing has been renamed Subscription Billing to better describe the solutions feature set What s New in Recurring Contract Billing for 2010 and 2013 Recurring Contract Billing has been fully upgraded to be fully compatible with Microsoft Dynamics GP 2013 The following features have been added to Recurring Contract Billing 1 Recurring Contract Billing now supports Kit items Copy contract feature provides the ability to quickly setup a new contract Start a new contract and select an existing contract A new Fast Create feature available from the Create Recurring Documents window Turn the feature on by adding a line to the Dex ini fil
29. ales gt gt Subscription Billing Contract Entry 2 Enter or select a contract 3 Choose the Line Items tab 4 Open the Project Tracking Distribution window Additional gt gt Project Distributions Ctrl J Project Distributions Ctrl J Contract Numbering quw 00000 SUBSCRIPTION BILLING 63 15 USING SUBSCRIPTION BILLING 64 5 When you open this window contract information is automatically transferred and default distributions are created SUBSCRIPTION BILLING Project Tracking Distribution File Edit Tools Options Help CTROODO 1 Transaction Type Contract Bill Document Amount 203 95 Cost Amount 55 50 Document Number Project ID P gt GL Account Description Region Project Manager p User Defined 4 p User Defined 5 Proposal Number Work Order Number SA 1 Green Phone SA 1 Green Phone SA 1 MAINTENANCE SA 1 MAINTENANCE Total Document Amount Distributed 209 95 p Default Project ID SA p CEA sa Fabrikam Inc 4 12 2017 Document Date 4 1 2017 Posting Date 4 1 2017 Amount Remaining 0 00 Cast Remaining 0 00 Amount Type Breakdown p p City p Amount D User Defined 6 p User Defined 7 p SALES 59 95 EST COST MATERIAL v 55 50 SALES X 150 00 EST COST MATERIAL 3 0 00 Total Cost Distributed 55 50 Delete Default If you have made changes to the items in the Line Items tab select the default button on the Project Tr
30. and out Symbol Convention Description The warning symbol indicates situations you should be especially aware of when completing tasks Typically this symbol includes cautions about performing steps in their proper order or important reminders about how other information may be affected The light bulb symbol indicates helpful tips shortcuts and suggestions File gt gt Print The gt gt symbol indicates selections to make from a menu In this example from the File menu choose Print NET Window Standards e scrolling window has been replaced by NET grid rows The use of grid rows allows all line item fields to be included on one row This provides you the user to add remove and edit line items more ease SUBSCRIPTION BILLING 2 e All fields including non editable fields are available for standard copy and paste functionality using CTRL C and CTRL V e Fields that are in error are easily identified by the red error indicator beside the field When a line item has an error in any of its fields an error indicator will be displayed at the front of the line item as well as at the field in error If the grid row view is in the single line view expand the view so that you can see the second line for any possible errors e To add anew value for any of the fields select the link or zoom for that field The link or zoom will take you to the associated maintenance or setup window for that fiel
31. ansion button to display the detailed view of the registration window SUBSCRIPTION BILLING 13 15 14 INSTALLATION amp REGISTRATION 4 sg Encore Product Registration e mes File Edit Tools Help sa Fabrikam Inc 4 12 2017 Site PreviewKeys Users 0 Company Fabrikam Inc Database SOL Server Platform Microsoft Dynamics GP 12 00 v View By All Products Products Version Subscription Billing for SOP 1 010 Product ID 504 Product Key Status Not Registered About Support Product Website Check for updates gt Next 12 00 02 042 Enter the product registration key provided by Encore If you have purchased more than one Subscription Billing product repeat steps 2 to 4 until all your purchased products are registered Select the About zoom field to open the About window for this product This window contains the version number for this product and information on how to contact Encore Select OK to close the window To register your product using a drop file 1 SUBSCRIPTION BILLING Copy or save the drop file to the directory location for your Microsoft Dynamics GP For Example CA Microsoft Dynamics GP Log in to Microsoft Dynamics GP as a system administrator The system will notify you that it has found a registration file accept the prompt 2 INSTALLATION amp REGISTRATION 4 The system will notify you when the product has
32. be used to recognize the deferred revenue and then on the Distribution Accounts tab select the deferral account from the Sales Account lookup effectively overriding the default sales account with the deferral account upon creation of the SOP document SUBSCRIPTION BILLING uis USING SUBSCRIPTION BILLING Recognizing deferred revenue at a later date If the customer is prepaying for services and the revenue for those services is not going to be recognized until later Subscription Billing allows you to bill now and recognize the revenue at a later time By default the Service Date in the Subscription Billing Contract Entry window originates from the Start Date and this will be the date used when recognizing revenue could be a future date However if the future date when the revenue will be recognized is unknown you can clear the Service Date field for now and when you know the date the revenue will be recognized you can enter it in the Recognize Deferred Revenue window To recognize deferred revenue at a later date 1 Open the Subscription Billing Contract Entry window Transactions gt gt Sales gt gt Subscription Billing Contract Entry Bal Subscription Billing Contract Entry eJ ejr File Edit Tool Additional Help sa Fabrikam Inc 4 12 2017 New Save L Clear X Delete T Skip Cycle BQ Document History M Contract Number CTROOO01 AO customer 1 1 Ta
33. been registered 5 Open the Encore Product Registration window to ensure that it has been registered Microsoft Dynamics GP menu gt gt Tools gt gt Setup gt gt System gt gt Encore Product Registration Creating tables Whether you want to demo or run the product you must run the Table Conversion Upgrade process to create tables this will set up SQL components and convert any existing data Q You must log in as System Administrator to run the Table Conversion Upgrade process To create tables 1 Open the Table Conversion window Microsoft Dynamics GP menu Maintenance Subscription Billing gt gt Table Conversion Za Table Conversion Fem Tess File Edit Tools Help sa Fabrikam Inc 4 12 2017 Subscription Billing T able Conversion 7 Upgrade F Table Conversion 4 Check Links 2 Select Process Tables will be created permissions will be set and existing data will be converted 3 Runthe Checklinks process only when experiencing slowdown issues with the Subscription Billing module Every time you install Subscription Billing you must run the Table Conversion Upgrade process for each company Companies that have a large volume of records may take an extended period of time to run the table conversion process SUBSCRIPTION BILLING 15 15 INSTALLATION amp REGISTRATION Setting up security For basic security instructions please refer to Assigning securit
34. ber Exceptions To preview or print a report listing the contracts selected choose the Report button The Detail report will list the contracts to be processed as well as the line item details To print a summary report without the line item details uncheck the Create Detailed Edit Report option on the Create Subscription Billing Documents window and then choose the Report button on the Batch Progress window If the Total Records Selected is large you may wish to interrupt the batch creation process before it is completed To interrupt the batch creation process set a Break At Record Number figure that is less than the Total i USING SUBSCRIPTION BILLING Records Selected When that number is reached the process will be interrupted and you will then have the option of canceling the remaining contracts or continuing the batch If you don t want to interrupt the batch creation process leave the Break at Record number field set to 0 18 Choose Create to print the selected contracts After the documents are created a report will the generated detailing that were created Use the document numbers on this report to view or edit any documents in the appropriate Microsoft Dynamics GP sales entry window 19 To view the first document that was created by a batch choose the Transactions button 20 To print an Exceptions report choose Exceptions This report lists only those contracts that were due
35. ble reports Find the report you wish to modify Note The screenshot contains only a partial list of the reports available for modification Please scroll the entire list to find the report you wish to modify The Next Line Billing Date and the Line Billing End Date can not be added on the SOP Blank Options Invoice Form i REPORTING 4 Highlight the report you want to modify on the left side of the Report Writer window under Original Reports Choose the Insert button The report will appear on the right side of the window under Modified Reports If you are modifying a previously modified report skip this step SUBSCRIPTION BILLING 81 i REPORTING 5 Inthe right hand column under Modified Reports double click the report you want to modify or highlight the report and choose Open The Report Definition window will open Mame EOP Back woke F Seren Saws e Main Tatie Using Kary Options Max Records s Format Option 1 Tee Papert E Tet Repon fiip Diank Records Chwacirs nch 10 Variatie Chistes I Use RF For B Suomes 6 Choose Layout The report you selected will open 7 If the Toolbox window is not open select Layout gt gt Toolbox Ex Toolbox EOR Layout Arrange IN Graphics Report Eloo Customer Number Document Print Seq 8 Choose the Layout tab on the To
36. cription Billing Contract Entry window Transactions Sales Subscription Billing Contract Entry eq Subscription Billing Contract Entry em 8 File Edit Tools Additional Help Fabrikam Inc 4 12 2017 New Clear X Delete T Skip Cycle i Document History BB Copy d Tm T Contract Number CTRODO01 Customer A Customer Name General Line Items Options UserDefined Contract Summary Contract Status Active d Start Date Contract Class 8 End Date pee Site ID WAREHOUSE NewtDatetoBit PO Number LastDateBiled PO Date Frequency Um UN Continuous Billing GLRefeence 14 4 Contract Number Status New 7 2 Enter or select a contract number or accept the default entry If a change needs to be made to the contract number format you can select Contract Numbering from the Additional menu or CTRL N which will take you to the Subscription Billing Setup Options window Project Distributions 5 Contract Numbering Rimini Q A unique contract number can be entered here but depending on the format Subscription Billing may not be able to increment it d Enter the Customer ID Information from the customer record such as address salesperson sales territory commission payment terms currency id distribution account SUBSCRIPTION BILLING 29 2 USING SUBSCRIPTION BILLING All setup for Curr
37. ct details in a legal contract format for customer review and signature e The template is designed to provide the ability to customize the format and the layout to best suit your company e All the fields from the contract header and contract lines can be added or deleted from the template using report writer e Legal terms and conditions have not been included allowing you complete control of the legal content 95 2 96 User defined fields were added to Recurring Contract Billing to track additional contract information and can be included on the Recurring Contract Agreement Record locking has been implemented so only one person can edit a contract at a time Non inventory functionality has been stream lined so that an item that isn t entered as an inventory item will automatically be identified as a non inventory item The Skip Cycle functionality was changed to maintain data integrity on the Last Billed Date and the End date Only the Next Date to Bill will be changed when you skip a cycle The integration process for Credit Card Processing applications to Recurring Contract Billing has been changed If you are currently integrating with a Credit Card Processing application you need to contact your VAR to ensure that they have made the necessary changes to be compatible with this version of Recurring Contract Billing Known Issues Manually resetting the systems next invoice number after deleting invoices is not recomm
38. ct the distribution You will only be notified to distribute if the contract is set to Require Full Project Distribution on the Project Tracking Setup window As invoice batches with auto pay items are created project distributions for the payments are automatically created The project ID description and user defined fields will default to the same values that were associated with the contract line item project distribution for the amount type SALES However the breakdown code will originate from the default breakdown code set up for CASH in the Project Setup Options window Adding comments to the contract 0 You can create new comments to the whole contract or modify predefined comments One time comments are used only for particular line items You can enter up to 200 characters which will display on the contract as four lines of 50 characters each SUBSCRIPTION BILLING 65 is USING SUBSCRIPTION BILLING To add a new comment 1 Inthe Subscription Billing Contract Entry window or in the Line Item Detail window enter a new Comment ID then press TAB key 2 A red error bubble will display that the Comment ID was not found Select the Comment ID link to open the Comment Setup window to add a new comment 3 Select the series this comment will be associated with from the drop down list Bal Comment Setup um File Edit Tools Help sa Fabrikam Inc 4 12 2017 Ld Save Clear x Delete Comment ID Bu Series
39. d e Selecting the New button will bring up a new blank contract displaying the next available contract number e Clear a contract from the window by selecting the Clear button If changes were made to the contract you have the option to save or discard them e To save information that has been entered or changed on a contract you must select the Save button Previously changes made to the contract were saved as you completed each line preventing the editing and discard functionality e footer toolbar on the line items tab that provides functionality such as e VCR buttons to scroll through multiple line items e Plus sign icon to insert an additional line item e Minus sign icon to remove a selected line item e Skip Cycle icon to skip a billing cycle for a selected line item e Hide Expand icons to change the line items view from single line to a double line Additional resources The Subscription Billing user manual is provided in your Microsoft Dynamic GP folder in the hard copy format as an Adobe Acrobat PDF file Online SUBSCRIPTION BILLING 5 2 help is available for this version of Subscription Billing by pressing F1 any of the Subscription Billing windows The online help includes all the information in the user manual except the What s New and Known Issues sections Support services Please refer to this quick reference table when you need to use Encore s Technical Support services Service Contact
40. e A new user defined number of months frequency for lines that will be billed at a frequency greater than annually Example 36 months When an item price is changed the price will show on the contract immediately when the item is selected Added a delayed revenue recognition feature which allows you to generate an invoice from Recurring Contract Billing for services that will be provided in the future This feature is available in the new Recognize Deferred Revenue window Lines that did not have a service date assigned to them when the SOP document was created will be displayed in this window A new Recurring Contract Inquiry window a read only window controlled through Security 91 The following features were added for the contract lines e 8new User derfined fields for the lines on the contract e Pro rating on each contract line e Ability to assign a deferral at the line level e An inactive flag check box when marked will no longer generate SOP documents or if the line has fulfilled all of its billings the check box will be marked automatically What s New in Recurring Contract Billing for 2010 Recurring Contract Billing has been fully upgraded to be fully compatible with Microsoft Dynamics GP 2010 and Windows 7 Three fields have been added for creating a line item on a contract These fields are the Ship to Address ID Shipping Method and Tax Schedule ID Values for these fields can be now be populated within th
41. e Line Item Detail window When creating documents filtering by Contract Number is now available This feature allows for more control as to which documents can be created What s New In Recurring Contract Billing for 10 0 SP6 Recurring Contract Billing is now DSS compliant for Nodus users EFT can now be assigned when creating Orders through Recurring Contracting Billing When an order is created from a contract that has an auto payment type of EFT Active the EFT information will follow the order when the order is transferred to the invoice What s New in Recurring Contract Billing for 10 0 SP5 Multicurrency functionality is now available for Recurring Contract Billing when using the Sales Order Processing module This new functionality provides the ability to use a currency other than the functional currency for each contract The contract amount fields will display in the currency selected on the General tab in the Recurring Contract Entry window with the appropriate currency symbol If a currency ID is not selected the contract will be created using the currency ID specified in the Customer Maintenance Option window Reports will display the amounts in the currency selected for the contract with the appropriate currency symbol In the Recurring Contract Document History window ability has been provided to change the view to either the functional or non functional currencies What s New in Recurring Contract Billing for 10 0 SPA
42. e Subscription Billing Contract Entry window Transactions gt gt Sales gt gt Subscription Billing Contract Entry Enter or choose a contract Choose the Options tab SUBSCRIPTION BILLING 39 I 40 USING SUBSCRIPTION BILLING 4 Enteror select an Accounts Receivable account Bal Subscription Billing Contract Entry altus File Edit Tools Additional sa Fabrikam Inc 4 12 2017 New Save L Clear X Delete Skip Cycle BQ Document History P Contract Number CTROOOO1 aJ Customer ID AARONFITOOO1 Customer Name Fitz Electrical General Line Items Options User Defined Payment Terms Net 30 T Address PRIMARY 9 Comment ID e Ship To Address WAREHOUSE Deferral Profile Group A Salesperson ID PAUL w Q Payment Processing _ Sales Territory TERRITORY 1 Auto Payment Type None Accounts Receivable Footer Amounts Account 000 1200 00 Trade Discount 36 00 Description Accounts Receivable Freight 40 00 Miscellaneous 0 00 I4 4 gt Contract Number RA Status Existing If the option to Update Contract when Customer Card changes is marked in 0 the Subscription Billing Setup Options window and if the account number is updated on the customer card the account number on the contract will be updated as well 5 Select Save Editing individual line items Individual
43. e User Defined tab on the Subscription Entry window will be transmitted to the corresponding user defined field on the Sales Order Processing documents To view these fields on reports you must add the fields to the desired reports using Report Writer See Adding fields to Microsoft Dynamics GP reports in Report Writer on page 79 SUBSCRIPTION BILLING 45 mig 46 USING SUBSCRIPTION BILLING To enter values for user defined fields 1 Open the Subscription Billing Contract Entry window Transactions gt gt Sales gt gt Subscription Billing Contract Entry Bal Subscription Billing Contract Entry File Edit Tool Additional Help New Save amp Clear X Delete iz Skip Cycle ag Document History f Contract Number CTR00001 General Line Items Options User Defined Contract Fields Sales Fields SOP User Defined Fields Document Origin Phone List 3 QuoteSentDate 4J14j2017 E DateField2 14 4 gt Contract Number List 2 A 5 Customer ID AARONFITOOD1 Customer Name Fitz Electrical Priority low Confirmation Ordered by Text Field 4 Text Field 5 Scie sa Fabrikam Inc 4 12 2017 js m Status Unsaved 7 Enter or select a contract Choose the User Defined tab Choose the Sales Fields tab Enter values for the Sales Order Processing user defined fields you want to see on the documents
44. e associated maintenance or setup window for the selected field e Open a new blank contract by selecting the New button When you select the New button the contract number will automatically increment to the next contract number i Clear a contract from the window by selecting the Clear button If changes were made to the contract you have the option to save or discard them The save functionality has been changed so that information entered or changed on a contract will only be saved when you select the Save button Previously changes made to the contract were saved as you completed each line preventing the editing and discard functionality A new footer toolbar on the line items tab provides functionality such as e buttons to help scroll through multiple line items e Plus sign icon to insert an additional line item e Minus sign icon to remove a selected line item e Skip Cycle icon to skip a billing cycle for a selected line item e Hide Expand icons to change the line item view from single line to double line A new status field was added to the footer of the Recurring Contract Entry window to provide a visual status indicator of the selected contract The General tab replaces the contract header The Contract Summary date fields will automatically populate based on the most granular dates entered for line items on the Line Item tab A Recurring Contract Agreement template was established to print contra
45. e default Enter a Ship to Address account which will be specific for this contract or retain the default Taxes in Sales Order Processing can be affected by the ship to address that you select Each address code may have an associated tax schedule ID that will override the tax schedule ID from the customer card The shipping method associated with the address code can also affect the selection of tax schedules Please refer to the Microsoft Dynamics GP Sales Order Processing documentation for more information Enter a Salesperson ID which will be specific for this contract or retain the default Enter a Sales Territory which will be specific for this contract or retain the default Enter a Trade Discount Freight and Miscellaneous charge for this contract if applicable These amounts will appear on all documents created from this contract fis USING SUBSCRIPTION BILLING 32 Optional To assign user defined fields to line items highlight an item and expand the view Select the User Defined tab on the Line Items tab Use these fields for informational purposes only the data is not sent to SOP sql Subscription Billing Contract Entry File Edit Tools Additional Fabrikam Inc 4 12 2017 Contract Number CTRODO01 CustomerID AARONFITOOO Customer Name Aaron Fitz Electrical
46. e it displayed on your report 22 Close the Report Layout window 23 Choose Save to save the report 24 Return to Microsoft Dynamics GP File Microsoft Dynamics GP Setting security access for modified reports If you modify a statement report you will have to set security access on the modified report in order to see your changes SUBSCRIPTION BILLING 85 us REPORTING To set security access for the modified report for each company 1 Open the Alternate Modified Forms and Reports window Microsoft Dynamics GP menu Tools Setup System Alternate Modified Forms and Reports Ba Alternate Modified Forms and Reports Je File Edit Tools View sa Fabrikam Inc 4 12 2017 Save Clear 3X Delete Copy ID p Description Product All Products X Type Series All Select Change All Altermate Modified Forms and Reports List E Display Selected I4 4 2 Create or select ID to which you want to grant access 3 Choose Subscription Billing from the Product list 4 Choose Reports from the Type list 5 Highlight and expand the module for your modified report Ensure that the modified report option is marked 6 Select Save to save your changes 86 SUBSCRIPTION BILLING uus 7 Open the User Security Setup window r Ba User Security Setup REPORTING Microsoft Dynamics GP menu gt gt Tools gt gt Set
47. eatures p e Contracted Price Active Line Item Billing Frequency Line Billing Frequency Monthly v Billing Start Date 4 1 2017 Monthly Billing Day 1st Billing End Date 0 0 0000 User Defined of Day Last Billed Date 0 0 0000 Continuous Billing Payments 0 Times Billed 0 Next Date to Bill 4 1 2017 Default Distribution Accounts Sales 000 4100 00 Sales Markdown 000 4180 00 US Sales Discounts Cost of Sales 000 4510 01 Cost of Goods Sold Retail Parts Default Account Override Sales p Markdown p of Sales p 29 5 If desired edit the line item data description site pricing quantity contracted price etc You can edit the Site ID for specific inventoried line items here the Site ID field in the Subscription Entry General tab applies to the contract not to individual line items 6 To print a comment on the contract select the Comment ID from the Comments lookup window or choose the Comment ID expansion button to create the one time comment For more information about adding comments see Adding comments to the contract on page 65 42 SUBSCRIPTION BILLING 2 10 11 12 13 14 USING SUBSCRIPTION BILLING The Ship to Address ID Shipping Method and Tax Schedule can now be included for each line item on a contract If desired select a value for these fields If these field are left empty in the Line Item Detail window the values will default to those defined on the custome
48. ect will be the order in which the documents will be created To limit the documents being created enter ranges for the various categories listed Only those due for billing contracts that fall within all entered ranges will be created The following categories are available e Contract Class e Contract Number e Customer Class e Customer ID i USING SUBSCRIPTION BILLING e Item Number if a contract has an Item Number within this range ALL items on the Contract will be billed e Territory contracts and line items within the specified territory range will be billed any line items whose Sales Territory falls outside of the range will not be included 13 To restrict the documents created by user defined fields choose the User Defined Ranges button to open the User Defined Ranges window Enter any ranges that apply lag User Defined Ranges e amp lg File Edit Tools Quantities Fabrikam Inc 4 12 2017 SOP User Defined Ranges Document Origin From 0 Al From 0 All From 0 Quote Sent Date Al From 0 All From 0 Priority AI From 0 Confirmation Al From 0 Ordered by Al From 0 All From 0 Al From 0 Customer User Defined Ranges Type Al From 0 User Defined 2 Al From 0 WI CK Access setup for the SOP User Defined Fields and Dates by choosing Microsoft 0 Dynamics GP menu gt gt Tools gt gt Setup gt gt Sales gt gt Sales Order Proce
49. ed by the billing but is based on the service date which is used when line level deferrals is used The start of the range is the Service date The end date of the range is based on the billing frequency The dates of the range will be adjusted if the prorate option is marked e Item Description and Service date Includes both the item description and service date range options 4 Markthe check box for deferrals create previous closed periods in first open period If checked and using deferrals if the deferral distribution is for a date prior to the current date the date will be changed to the first open fiscal period The Distribution reference will indicate what the original date was 5 To prevent users from creating invoices for customers who are on hold enter a password This password will be required to process customers who are on hold 6 To prevent users from creating invoices for customers who are inactive enter a password This password will be required to process customers who are inactive 7 Toallow users to include discontinued items in invoices enter a password If you do not enter a password in the Process Discontinued Items field Subscription Billing will automatically exclude discontinued items during invoice creation 8 Select OK 24 SUBSCRIPTION BILLING 2 SETUP To set up Subscription Billing User Defined Tab 1 Open the Subscription Billing Setup Options window Microsoft Dynamics GP men
50. ed to be compatible with Microsoft Dynamics GP 2013 Documentation Feedback Do you have any feedback or comments about this product We value your opinion Please send your comments to encore encorebusiness com 97 fin About Encore Business Solutions Encore Business Solutions Inc is part of a worldwide network of independent partner organizations that sell implement and support the award winning products of Microsoft Business Solutions Encore is also an authorized Solution Developer for Microsoft Business Solutions developing and marketing industry specific software worldwide that tightly integrates to core modules of Microsoft Dynamics GP We are 10096 dedicated to developing client focused reliable industry specific solutions and companion applications providing total end to end solutions that meet the operational and reporting needs of our customers The Encore Business Solutions Inc suite of products include Project Tracking Solutions e Project Tracking with Advanced Analytics e Project Tracking with Budgeting Project Tracking Importer e Project Tracking Lite Billing Solutions e Subscription Billing e Subscription Billing Importer Bank Reconciliation Solutions e Auto Reconciler Account Reconciler Bio fuel Solutions REAP e REAP Auto Delivery REAP Integration REAP eConnect Additional Encore Products e Advanced SmartList e Investor Relationship Manager e Inventory I O Control If you have
51. een marked as continuous billing in the Line Item Detail window 10 Select the Line Items tab is USING SUBSCRIPTION BILLING 11 Enter all the items to be invoiced to the customer on this contract e ftheitem is inventoried enter or select the item number unit of measure item quantity and price level for the invoice a4 Subscription Billing Contract Entry e File Edit Tool Additional Help Fabrikam Inc 4 12 2017 New Save amp Clear X Delete Skip Cycle A Document History 7 Contract Number CTROO001 Customer 1D AARONFITOO01 T Customer Name Aaron Fitz Electrical General Line Items Options User Defined Ttem UofM Quantity CP Unit Price Ext Price Frequency UD D M Start Date Next Bill Date Inactive Description Price Level Markdown Unit Cost Comment ID End Date Last Billed 100XLG Alleah A i E 59 95 59 95 Monthly 0 4 1 2017 4 1 2017 ist F Inactive Green Phone RETAL 0 00 gt 55 50 al al al C E Inactive 91 3 al iie 1 Tem 1 of 1 ed for oil ia s lt I4 4 gt Contract Number Zi Status Unsaved m Any inventory item that is included in an active contract cannot be deleted Q from Microsoft Dynamics GP If you need to delete an inventory item that is on an active contract delete the item from the contract first before de
52. elect the Options tab This tab contains fields that will be populated from the Microsoft Dynamics GP customer card Any changes made to the fields would only affect the current contract e If the option to Update Contract when Customer Card changes is marked in the Subscription Billing Setup Options window and if payment terms are updated on the customer card the payment terms on the contract will be updated as well uus USING SUBSCRIPTION BILLING 4 ea Subscription Billing Contract Entry Jer js File Edit Additional Help sa Fabrikam Inc 4 12 2017 Jp New Save Clear 2X Delete lig Skip Cycle 28 Document History F2 Copy l Contract Number CTROOO01 ED customer aaRoNrrTOD0 Customer Name Aaron Fitz Electrical General Line Items Options User Defined Payment Terms Net 30 s Bill To Address PRIMARY 91 Comment ID 5 Ship To Address WAREHOUSE 91 Deferral Profile Group 1 Salesperson ID PAUL W Payment Processing Sales Territory TERRITORY 1 1 Auto Payment None EA Accounts Receivable Footer Amounts Account 000 1200 00 Trade Discount 0 00 Description Accounts Receivable Freight 0 00 Miscellaneous 0 00 I4 4 gt Contract Number Zi Status Unsaved 22 23 24 25 Select a payment term which will be specific to the contract This is optional To print
53. ency ID 4 will be done in the Dynamics GP multicurrency windows 5 Tools gt gt Setup gt gt Financial gt gt 6 Multicurrency 7 8 9 30 SUBSCRIPTION BILLING numbers etc will be used to create the invoice Commission is calculated on the invoice total only To group your recurring contracts into different classes enter a contract class Accept the default Site ID or select a different one If desired enter a PO Number and the PO Date In the General tab select a contract status Contracts with a status of Inactive or Hold will not be billed Select the Currency ID if you want to use different currency for the contract The currency fields will be formatted using the currency selected for the contract If a currency has not been selected for the contract the functional currency will be used Multicurrency functionality is only available if you are using the Sales Order Processing Module The Contract Summary fields will be populated based on the information entered for the line items The frequency field will be populated with the most granular frequency entered for all of the line items Start date and the Next Date to Bill will be populated with the earliest date for all of the line items e The End date and the Last Date Billed will be populated with the latest date for all of the line items e Continuous Billing field will default as marked if a line item has b
54. ended Resetting the invoice number may cause you to receive exceptions during the next Recurring Contract Billing invoice creation batch run We do not ensure that the invoice will be created correctly after the invoice number has been reset When contracts are being created or edited in the Recurring Contract Entry window and the Microsoft Dynamics Customer Card is being edited at the same time the changes made to the customer card will not affect the contract that is being edited Invoices that are created by Recurring Contract Billing that have negative pricing may result in unpredictable behavior When eBanking EFT is being used with Recurring Contract Billing it is possible that the invoices created in the previous month will show up 2 on the current Invoices Created report providing results that looks like two invoices have been created per contract instead of one e When upgrading to Recurring Contract Billing version 9 0 NET you may have to manually import or reapply any customizations and or modifications to your Recurring Contract Billing forms and reports e When upgrading Recurring Contract Billing to version 10 0 from any version previous to Recurring Contract Billing version 9 0 NET including version 9 0 00 01 006 you must first upgrade to version 9 0 Extension to adapt the NET technology See the section on Upgrading from previous versions What s New in Encore Products for 2013 All Encore Products have been updat
55. ext for header 2 for lines e 4 Date for header 2 for lines e 4Numeric for header 2 for lines e 4Check Box for header 2 for lines This chapter includes the following topics e To set up Subscription Billing Contract Tab e To set up Subscription Billing Billing Tab 20 SUBSCRIPTION BILLING 2 SETUP e To set up Subscription Billing User Defined Tab To set up Subscription Billing Contract Tab 1 Open the Subscription Billing Setup Options window Microsoft Dynamics GP menu gt gt Tools gt gt Setup gt gt Sales gt gt Subscription Billing Contract Tab sg Subscription Billing Setup Options 28 File Edit Tools Help sa Fabrikam Inc 4 12 2017 Next Contract Number CTROOOO1 v Enable Rollback See User Manual for warnings Update Contracts when Customer Card changes Never Always Ask Each Time Update Contracts when Item Card changes Never Always Ask Each Time Enter the rounding criteria applicable to prorating Prorating Time Period Prorated Amount Based on Months X Round To Multiple 0 01 Partial Months Rounding Nearest l Partial Multiple Rounding Nearest OK 2 Enterthe contract number that you would like to use This can be alphanumeric string up to 20 characters long Leave leading zeros and make the number long enough to be incremented as the system will not add dig
56. f the associated contract should also be rolled back Choose Yes to All to make multiple contracts roll back as their documents are deleted If you choose not to rollback to the contracts you will be given the option to change the contract to inactive Running the Rollback Archive report When a contract is rolled back Subscription Billing keeps an archived copy of the contract You can print a listing of rolled back contracts by running the Rollback Archive Report SUBSCRIPTION BILLING 61 is USING SUBSCRIPTION BILLING To run the Rollback Archive report 1 Open the Subscription Billing Rollback Archive window Reports gt gt Sales gt gt Subscription Billing Rollback Archive rm Subscription Billing Rollback Archive el tls File Edit Tools Help sa Fabrikam Inc 4 12 2017 Run Rollback Archive Report Clear Archive I 2 Choose Run Rollback Archive Report The report writer printer options window will open 3 Select the location for the report to be printed 4 To completely erase all archived records see the next section Purging the rollback archive on page 62 The rollback feature uses a fair amount of disk space Every contract that has been billed at least once will have two copies stored in the database If you have 10 000 contracts that have been billed at least once you are storing an additional 10 000 copies of the contract before the last billing However if you post delete or void an invo
57. ferral Inquiry Zoom window opens sq Deferral Inquiry Zoom eer File Edit Tools Help Fabrikam Inc 4 12 2017 ox Start of Period 4 1 2017 End of Period 3 31 2018 Reference CTROOD02 Document Number 00000000000000002 O Amount to Apportion 1 200 00 Recognition 000 8610 00 gt Dr Project Deferred Revenue Deferral Account 000 4110 01 c US Sales Retail Parts Profile Name GL Posting Date Description Amount 4 1 2017 98 63 5 1 2017 101 92 5 1 2017 98 63 7 1 2017 101 92 8 1 2017 101 91 371 2017 98 63 10 1 2017 101 92 Difference 0 00 7 Setting up revenue expense deferrals when billing multiple lines at once This method only applies when a customer is billing multiple lines using the same billing date and the same billing frequency In the Revenue Expense Deferral module you will need to set up Deferral Profiles which contain a profile template for deferring a distribution line The profile template is used when the deferral account original billing account on the profile matches the account on the distribution line This is an alternative method of creating deferrals to defining the deferrals for each lines Subscription Billing allows you to group several deferral profiles so that different line items can be deferred individually Each profile that is attached to the group must have a different deferral account original billing account This Deferral Profile Group is attached
58. g Contract Entry e gs File Edit Tools Additional sa Fabrikam Inc 4 12 2017 Xx New Save Clear X Delete Skip Cycle F Document History B Copy E M Contract Number CTROO001 AO customer aaronertoont A Customer Name Aaron Fitz Electrical General Line Items Options User Defined Payment Terms Net 30 91 Bill To Address PRIMARY 91 Comment ID 1 3 Ship To Address WAREHOUSE 91 Deferral Profile Group a Salesperson ID PauL wW Payment Processing Sales Territory TERRITORY 1 91 Auto Payment Type Accounts Receivable Footer Amounts Account 000 1200 00 Trade Discount 0 00 Description Accounts Receivable F Freight 0 00 Miscellaneous L 0 00 I4 4 Contract Number x Status Unsaved Microsoft Dynamics GP eBanking module must be installed for EFT to be 0 activated 5 Select Save Copying an existing contract If a contract exists that is similar to one you are creating you can copy the existing contract and use it as a template for the new contract 0 Please note that only active lines will be copied To copy a current contract 1 Open the Create Subscription Billing Documents window Transactions gt gt Sales gt gt Create Subscription Billing Documents SUBSCRIPTION BILLING 49 I USING SUBSCRIPTION BILLING 2 Enterthe Customer ID and then click Copy The Copy a Contract window opens gt sa Copy
59. he Time Period option choose an option for partial months rounding e Up the amount invoiced is always rounded up Down the amount invoiced is always rounded down To Nearest the amount invoiced is rounded to the nearest currency unit Under the Prorated Amount option if rounding to the nearest currency unit enter the Round to Multiple amount e g to the nearest 0 01 0 25 or 1 00 From the Prorated Amount select one of the following options for Partial Multiple Rounding e Prorating e Up additional months will be added to the initial bill Down first additional month is disregarded in the initial bill is Refer to the Microsoft Dynamics GP documentation for instructions on creating a Process Hold record SETUP e Nearest if the Start Date is more than midway through the month the month is disregarded if the Start Date is midway or earlier the month is added to the initial bill Q The Partial Months Rounding list is only available when the Months option is selected from the Prorate Based on list 11 Select OK To set up Subscription Billing Billing Tab 1 Open the Subscription Billing Setup Options window Microsoft Dynamics GP menu gt gt Tools gt gt Setup gt gt Sales gt gt Subscription Billing gt gt Billing Tab r eg Subscription Billing Setup Options EJ File Edit Tools Help sa Fabrikam Inc 4 12 2017 Contract Biling User Defined
60. ice created from a contract the extra copy is purged from the database Purging the rollback archive The rollback archive also uses large amounts of disk space it stores a copy of every contract that is rolled back If you frequently roll back contracts we recommend that you regularly monitor the amount of space the archive is consuming and purge records when necessary To manually purge the archive 1 Open the Subscription Billing Rollback Archive Reports gt gt Sales gt gt Subscription Rollback Archive 2 ChooseClear Archive 62 SUBSCRIPTION BILLING uis See the Encore Project Tracking User Manual for more information regarding Project Tracking USING SUBSCRIPTION BILLING Creating project distributions in Project Tracking Subscription Billing can be used in conjunction with Encore s Project Tracking module to create project distributions for each contract Encore s Project Tracking module analyzes profitability on projects in your business Project Tracking s powerful reports will help you to analyze your business and to monitor and control costs If you re using Encore s Project Tracking module with Subscription Billing and you have transactions with project distributions Project Tracking will automatically create those distributions including Auto Pay distributions To create project distributions in Project Tracking 1 Open the Subscription Billing Contract Entry window Transactions gt gt S
61. illing frequency of UD Days or UD Months enter the number of days months between billings in the corresponding UD Days UD Months field Use the UD Months frequency option to bill for frequencies that exceed Annual Enter the Comment ID the comment will display as the default comment in the Line Item Detail window If a comment ID is entered the comment ID and text will be used when the SOP invoice is created Changes to the text of that comment ID in the Comment Setup window will be carried through to the contract Changes made to the comment within the contract using the Contract Comment Entry window will be retained permanently An icon will be displayed to indicate that the comment has been changed Enter the billing start date the start date for the first billing cycle Enter the billing end date the date the contract will terminate If an end date is not entered this line item will be billed indefinitely This is optional Take care that you do not inadvertently miss the last billing cycle when entering a billing end date For instance if you have a monthly contract that is to last for one year you must enter an end date that is exactly a year after that start date If Continuous Billing has been marked for a line item in the Line Item Detail window the line item will continue to bill past the entered end date Enter the next scheduled billing date or accept the default value e If you must edit the Next Date to Bill
62. ing ccc sse 58 Using Rollback sinnena a E 59 Running the Rollback Archive report sse 61 Purging the rollback archive sse an 62 Creating project distributions in Project Tracking 63 Adding comments to the contract tete 65 Creating revenue expense deferrals ssssssssseeeeeeteee 67 Chapter 4 Reporting ttes 76 Printing a Subscription Agreement sse 76 Printing the Subscription Billing Reports sss 77 Adding fields to Microsoft Dynamics GP reports in Report Writer 79 Setting security access for modified 85 Appendb A Data Tables netto tot eter btt ea tbe ett adest 89 What s New in Subscription Billing for 2013 91 What s New in Recurring Contract Billing for 2010 and 2013 91 What s New in Recurring Contract Billing for 2010 92 What s New In Recurring Contract Billing for 10 0 6 92 What s New in Recurring Contract Billing for 10 0 5 92 What s New in Recurring Contract Billing for 10 0 4 93 What s New in Recurring Contract Billing for 10 0 2
63. its To use a contract number that can t be incremented such as an alpha only Q number enter it in the Subscription Entry window 3 To enable the rollback feature that allows you to delete invoices prior to posting and rollback contracts to their status prior to the creation of those invoices mark the Enable Rollback check box For more information about the rollback feature see To rollback contracts SUBSCRIPTION BILLING 21 2 SETUP 22 10 SUBSCRIPTION BILLING Choose whether or not to update customer information on recurring billing contracts whenever changes are made to the Customer Card You may select Never Always or Ask Each Time Choose whether or not to update item information on contracts whenever changes are made to the Item Card Choose from Never Always or Ask Each Time Mark the Prorating check box to prorate billing if your company needs to prorate billings Under the Time Period option select either a time period of Days or Months Note Prorating by Days is only available if you are using a billing interval longer than Monthly It is calculated as follows amp of days billed divided by amp of days in period When an option to prorate billings is selected the amount invoiced from contract line items which have a frequency of weekly bi weekly monthly bi monthly quarterly semi annually or annually not user defined or one time can be prorated for the first and last billing Under t
64. k ID 3 From the Product list select Subscription Billing 16 SUBSCRIPTION BILLING uus INSTALLATION amp REGISTRATION 4 Fromthe Type list select Windows or Reports 5 From the Series list select 3rd Party 6 To select all of the operations click Mark All or select the applicable operations 7 Click Save 8 Repeatthis procedure selecting Reports from the Type list To assign the security tasks to a role 1 Open the Security Role Setup window Tools gt gt Setup gt gt System gt gt Security gt gt Security Roles IE Security Role Setup File Edit Tools Display Selected Tasks Fees sa Fabrikam Inc 4 12 2017 Save Clear JX Delete Role ID AR CLERK p Role Name Account Receivables Clerk Role Description Tasks include entering sales invoices processing cash receipts Display All Unmark All Security Task ID V AADEFAULTUSER 7 ADMIN AA 001 V ADMIN AA 002 ADMIN ADV HR 7 ADMIN ADV PR ADMIN COMPANY 001 ADMIN COMPANY 002 J ADMIN COMPANY 003 7 ADMIN COMPANY 004 ADMIN COMPANY 005 V ADMIN COMPANY 006 V ADMIN COMPANY 007 Sl Analytical Accounting Reports Set up and administer AA Analytical Accounting tables Set up Advanced Human Resources Set up Advanced Payroll Set up company Set up taxes Set up payment terms and shipping methods Set up bank accoun
65. leting it from Microsoft Dynamics GP If the item is non inventoried enter the item number unit price and the quantity The CP Contracted Price check box will automatically be marked To update the price of a non inventoried item you must edit the price on the contract 12 To keep an item at a static price mark the CP Contracted Price check box When the CP check box is marked all price levels are disabled and all price changes must be entered manually If you leave the Contracted Price check box unmarked price level pricing at the time of invoice creation will override the unit price entered in this window Notes Changes made to the price levels will be reflected on the contract as the changes are made 13 Enter a markdown amount SUBSCRIPTION BILLING 31 ms USING SUBSCRIPTION BILLING 32 e To enter a markdown as percentage choose the Markdown expansion button The Contract Markdown Entry window will open Mark the percentage option and enter the percentage amount Bal Subscription Billing Contract Entry ea EDES File Edit Tools Additional Help sa Fabrikar Inc 4 12 2017 Wm Contract Number cTRoo001 AJO customer AARONFITODO1 Customer Name Aaron Fitz Electrical General Line Items Options User Defined Item UofM Quantity
66. line items can be edited using the Subscription Entry Line Item tab or the Line Item Detail window Fields that are not on the Line Item tab such as continuous billing and payments can be edited for each line item using the Line Item Detail window To edit line items using the Line Item Detail window 1 Open the Subscription Billing Contract Entry window Transactions Sales Subscription Billing Contract Entry 2 Enter or select the contract number SUBSCRIPTION BILLING USING SUBSCRIPTION BILLING 3 Choose the Line Items tab imi Subscription Billing Contract Entry fees File Edit Tools Additional Help sa Fabrikam Inc 4 12 2017 Contract Number CTR00001 Customer ID laaRonritooo1 A Customer Name Aaron Fitz Electrical General Line Items Options User Defined Item UokM Quantity CP Unit Price Ext Price Frequency UD D M Start Date Next Bill Date Inactive Description Price Level Markdown Unit Cost Comment ID End Date Last Billed E 10016 amp g A 1 59 95 459 95 Monthly 0 4 1 2017 14102017 ist Inactive Green
67. may need 4 Choose Post The invoices will be posted to the Microsoft Dynamics GP Receivables system and the General Ledger Using Rollback If a price was set incorrectly on an inventory item and 1 000 documents were generated with incorrect pricing what would you do The rollback feature in Subscription Billing protects you from generating a large number of incorrect invoices or documents in Sales Order Processing based on an error in the system setup Using the rollback feature you can delete the documents prior to posting and roll back all the contracts to their status prior to the creation of the documents When you first open the Subscription Billing Setup Options window the rollback feature is enabled We recommend that you leave this option enabled unless you have a good reason to disable it If you must disable rollback make sure you have a backup of your contracts prior to creation SUBSCRIPTION BILLING 59 2 USING SUBSCRIPTION BILLING 60 of your documents so that you have a fallback position in the event of system or setup error If the rollback feature is enabled the following business rules apply to all document types invoices quotes or orders Rollback Rule 1 You can only roll back a contract by one billing If a SOP document has been posted it cannot be rolled back For example if INV1 from the previous example has been created for CONTRACT1 and posted CONTRACT1 cannot be rolled back After posti
68. mber When invoices are created from a contract the contract number stays associated with the invoice You can print the contract number on the invoice itself if you choose e Contract Total Include the aggregate dollar value of the extended price of each line item on a contract plus any freight amount trade discount amount and miscellaneous amount on the contract in other words the total for the contract from which the invoice in question was created including the extended price of all line items on a contract even those line items not included in that billing period e Line Item Billing End Date Include the contract billing end date for each line item on an invoice generated by a recurring contract e Line Item Next Date To Bill Include the next date to bill for each line item on an invoice generated by a recurring contract e Line Item Billing Frequency Include the billing frequency of each line item on an invoice generated from a recurring contract You can add fields to Microsoft Dynamics GP reports to make the reports more useful to you SUBSCRIPTION BILLING 79 in REPORTING 80 To add fields to Microsoft Dynamics GP reports 1 SUBSCRIPTION BILLING Open the Report Writer window Microsoft Dynamics GP menu gt gt Tools gt gt Customize gt gt Report Writer Select Subscription Billing as the Product Choose the Reports option button In the left hand column you will see all of the accessi
69. n Billing line items are eligible for invoicing then automatically updates the Next Date to Bill field once an invoice has been created The date entered in this field will be the next billed date used as you create the contract line items SUBSCRIPTION BILLING 43 2 44 USING SUBSCRIPTION BILLING When an order or a quote is created the next date to bill date will update accordingly 15 To continue to bill a line item past the end date entered for the line item mark the Continuous Billing check box 16 To override the default distribution accounts displayed enter or select accounts in the Default Account Override fields To accept the default distribution accounts leave the override fields blank 17 Select Save To delete line items from a contract Select the line item and click the minus VCR button When editing a field the Delete Line Item VCR button will be greyed out Before deleting the line press ESC to escape the line or Enter to save the line Using Subscription Billing user defined fields There are sixteen user defined fields available for Subscription Billing The labels for these fields are entered in the Subscription Billing Setup Options window The values that you enter for these user defined fields can be added onto the Subscription Contract Agreement template using Report Writer To enter values for Subscription Billing user defined fields 1 Open the Subscription Billing Contract Entry windo
70. n Billing with Microsoft Dynamics GP Revenue Expense Deferral module provides an automatic method of allocating sales amounts over specific time periods e Generate project distributions when used in conjunction with Encore s Project Tracking module e Define contracts to be dominated in any currency Subscription Billing Importer Subscription Billing Importer allows users to import existing contract information from an external system This feature is great for users moving to Microsoft Dynamics GP from an older system and for those users who use an external CRM system to gather contract information Importing is done from a simple text file either fixed field comma delimited or tab SUBSCRIPTION BILLING 3 2 delimited The importer can also be used quickly generate large numbers of contracts The Subscription Billing Importer requires separate registration keys For more details on importing contracts see the user manual for Subscription Billing Importer The Subscription Billing Importer now supports the multicurrency functionality The Currency ID can now be imported through the Subscription Importer window The Subscription Billing Importer Windows also provides the ability to create a new contract with a different Currency ID Both existing and creating contract lines must be considered Symbols and conventions This user manual and the online help uses the following symbols and conventions to make important information st
71. ng INV1 you can run the create recurring process for CONTRACT1 again to create INV2 Posting INV2 or transferring it to a back order will make CONTRACT1 unavailable to roll back When deleting or voiding INV2 you will be asked if you want to roll back CONTRACT1 Choosing Yes will put CONTRACT1 back to the state it was in before creating INV2 choosing No will provide you the opportunity to inactivate the contract Rollback Rule 2 Rolling back a contract deletes any changes made to it since the last billing For example if you add a line item to CONTRACT1 after it has been invoiced and INV1 has been created and if CONTRACT1 is rolled back when INV1 is deleted or voided the added line item is no longer on CONTRACT1 If rolling back a contract results in any changes to the contract you will receive a report listing the changed items SUBSCRIPTION BILLING 2 USING SUBSCRIPTION BILLING To rollback contracts Delete or void an invoice or document from Sales Order Processing and you will be asked if you want to roll back the contract that was used when creating that invoice or document Microsoft Dynamics GP o Do you want to rollback contract CTROO002 Yes No Yes to All When documents are created using the create documents process they are assigned to a batch You can also delete the batch from the appropriate module s batch entry window As each document in the batch is deleted you will be asked i
72. nt Sequence Line Item Sequence Invoicing Transaction Amounts WORK Invoice Number Document Type Line Item Sequence Line Item Frequency Invoicing Transaction Amounts WORK Invoice Number Document Type Component Sequence Line Item Sequence Next Line Billing Date Invoicing Transaction Amounts WORK Fields Field to be added to a Sales Resources Order Processing report Sales Document Header Temp Contract Number Document Type Contract Total Sales Document Header SOP Number Document Temp Type SUBSCRIPTION BILLING REPORTING Field to be added to a Sales Order Processing report Resources Fields Line Billing End Date Sales Document Header Temp Sales Transaction Amounts WORK SOP Number Document Type Component Sequence Line Item Sequence Line Item Frequency Sales Document Header Temp Sales Transaction Amounts WORK SOP Number Document Type Line Item Sequence Next Line Billing Date Sales Document Header Temp Sales Transaction Amounts WORK SOP Number Document Type Component Sequence Line Item Sequence 18 Choose Add and select the next field in the chart if any Repeat until all fields are selected 19 Choose OK to save the field 20 Close the Calculated Field Definition window 21 Select the field you just created from the Toolbox Layout list and drag it to where you would lik
73. ntation including the warranties of merchantability and fitness for a particular purpose The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commitment by Encore Business Solutions Inc Encore Business Solutions Inc assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual Neither Encore Business Solutions Inc nor anyone else who has been involved in the creation production or delivery of this documentation shall be liable for any indirect incidental special exemplary or consequential damages including but not limited to any loss of anticipated profit or benefits resulting from the use of this documentation or sample code Use of this product is covered by a license agreement provided by Encore Business Solutions Inc If you have any questions please call our office at 888 898 4330 North America only October 2013 2 5 Contents gd pete Tora lo 2 Subscription Billing oo cece ccsscesescssesestesescescseeseseasesessasesssnsssssesssseseseeseseaeseseeseseateseacesees 2 Subscription Billing IMportef ccc sse 3 Symbols and conventions sse tette tenete tette tenet 4 Window Standards 4 Additional resources Support services Chapter 1 Installati
74. olbox window 82 SUBSCRIPTION BILLING 18 REPORTING 9 From the drop down list choose Calculated Fields and select the New button The Calculated Field Definition window will open H a ee ay eee fe 10 Enter the name for the calculated field and select the result type The following chart details the options Fields Result Type Contract Number String Contract Total Currency Line Billing End Date Date Next Line Billing Date Date Line Item Frequency String 11 Choose the Functions tab 12 Mark the User Defined radio button 13 Select System from the Core drop down list 14 Select the appropriate function from the Function drop down list The following chart details the options Fields Function SUBSCRIPTION BILLING 83 REPORTING Contract Number Contract Total rw Contract Number rw Contract Total Line Billing End Date Next Line Billing Date rw Line billing EndDate rw Next Line Billing Date Line Item Frequency rw Line Frequency 84 15 Choose Add 16 Select the Fields tab 17 Based on the module your report is created on select the resource and the first field shown in the following tables Field to be added to an Resources Fields Invoicing report Invoice Number Document Type Contract Number or Contract Total Invoicing Transaction Amounts WORK Line Billing End Date Invoice Number Document Type Compone
75. on amp Registration 10 Microsoft NET Framework installation sse 10 Prior to Upgrading or Installing a new build sssssssssse 11 Installing Subscription Billing sse 11 Entering registration keys tette tenete tnnt tente tentent 12 Creating tables tended idtm dis 15 Setting p secuULrlby creme aderit a HERE Ue HH Re 16 Chapter 2 Setup Setting up Subscription Billing Chapter 3 Using Subscription Billing 28 Entering customer contracts sse tentent tette tenta 28 Skipping billing cycles sess 38 Assigning an Accounts Receivable account to lt 39 Editing individual line items tnntntennnnene Using Subscription Billing user defined 1 1 5 5 Using Sales Order Processing user defined fields Viewing contract document history Integrating with Receivables Electronic Funds Transfer 48 Copying an existing 49 Creating Subscription Billing documents 51 SUBSCRIPTION BILLING iii CONTENTS Editing contract COCUMENES 0 0 ceccccscssssssssesescesescesesestessscessseesesesessseersseatessaceseseeeseaceees 57 Allocation and fulfillment tenente tenentes 58 Posting invoices from Subscription Bill
76. ports Windows in the list Click on Export Enter a name for the file Select a folder location to save the package to Installing Subscription Billing You will use the installation program to install Subscription Billing Before you begin installing do the following Note the directory location of your Microsoft Dynamics GP installation You will need this information during the installation Verify that the SB12 00 01 xxx exe file has been loaded on to your computer The x s in the file name will be replaced with numbers SUBSCRIPTION BILLING 11 2 12 INSTALLATION amp REGISTRATION Create a backup of your Microsoft Dynamics GP data before installing Subscription Billing Exit all applications To install Subscription Billing 1 5 Open Windows Explorer and locate the SB12 00 01 xxx exe file The location of this file will vary depending on how you acquired the application The x s in the file name will be replaced with numbers Launch the SB12 00 01 xxx exe file by double clicking it The installation program for Subscription Billing will start Follow the instructions in each window After the installation is complete start Microsoft Dynamics GP You will receive the following message Dexterity Runtime ve New code must be included in the C Program Files Micrasott Dynamics GP2013 DYNAMICS set dictionary Do you wish to include new code now Select Yes Information for S
77. questions regarding any Encore product or service feel free to contact us Toll Free 888 898 4330 North America only Phone 204 989 4330 Fax 204 235 2331 E mail encore encorebusiness com Internet www encorebusiness com Mail 467 Provencher Blvd Winnipeg MB Canada R2J OB8 Microsoft Gold Certified Partner 2003 2012 Microsoft Business Solutions Inner Circle Member 2000 2002 2005 Microsoft Business Solutions President s Club Member 1996 2010 Microsoft Business Solutions Organizational Excellence 2002 Microsoft Business Solutions Partners Choice Developer Award 1999 amp 2000 Microsoft Partner Encore Gold Enterprise Resource Planning Independent Software Vendor ISV Business Solutions
78. r card when the document is created Change the line billing frequency for this line item The billing cycle in the summary information on the General tab will be based on the line item with the most frequent billing cycle For example if you have one line item that has a weekly billing frequency and the rest of the line items are monthly the billing cycle will be based on weekly billings Enter a monthly billing day to bill on the same day of each month You can also select End of Month to give true end of month billing To bill every set number of days choose User Defined as the billing frequency When you chose User Defined as the frequency enter the number of days between billings in the User Defined of Days field To bill the selected line item a specific number of times enter the number of required payments in the Payments field Enter the billing start date for this item Each item can have a different start and end billing date If desired enter a billing end date for this item If no end date is entered this line item will be billed indefinitely Take care that you do not inadvertently miss the last billing cycle For instance if you have a monthly contract that is to last for one year you must enter an end date that is exactly a year after that start date If you must edit the Next Date to Bill be VERY careful Errors may result in missed billings The system uses the Next Date to Bill to determine when Subscriptio
79. ring Contract Billing was designed for integration with the Microsoft Dynamics GP Sales Order Processing module A prerequisite for the installation is to install Microsoft NET Framework version 2 0 from the Microsoft website http www windowsupdate com e Please read all of the installation instructions before starting the installation procedure The DexToNET technology introduces new functionality that enhances the user experience Some of the new functionality included is e Each section of the setup window and the contract entry window have been separated into logical groups using the NET tab feature Contract Number the Customer ID and Customer Name make up the header portion of the window and will be visible no matter which tab you select e scrolling window has been replaced by NET grid rows The use of grid rows allows all line item fields to be included on one row This provides you the user to add remove and edit line items with more ease This replaces current Microsoft Dynamics GP menu edit functionality e All fields including non editable fields are available for standard copy and paste functionality using CTRL C and CTRL V This replaces current Microsoft Dynamics GP edit functionality e Fields error are quickly and easily identified by a red error indicator beside the field e To add anew value for any of the fields select the link or zoom for that field The link or zoom will take you to th
80. serial or lot numbered item if the quantity being invoiced or ordered is less than or equal to the quantity available then an invoice or order will automatically be created whether or not the option in Sales Order Processing to auto assign serial numbers and lot numbers is marked If the quantity being invoiced or ordered for a serial numbered item is greater than the quantity available the serial numbered item will not appear on the invoice or order and will be noted as an exception Posting invoices from Subscription Billing Once you have created the invoices using the Create Subscription Billing Documents window you will have an invoice batch ready to post in Sales Order Processing SUBSCRIPTION BILLING 2 USING SUBSCRIPTION BILLING To post the Sales Order invoicing batch 1 Open the Sales Batch Entry window Transactions Sales Sales Batches mi Sales Batch Entry 4 File Edit Tools Options Additional sa Fabrikam Inc 4 12 2017 Save 5l Clear x Delete Post ES Transfer Batch ID SOP INVOICES Origin Sales Transaction Entry Comment SUP Invoices Posting Date 5 23 2007 3H Checkbook ID UPTOWN TRUST AO Control Actual Transactions 3 Batch Total 1 666 85 Transactions MO 7 2 Enter the batch number of the batch you just created 3 Select Print from the File menu to print invoices picking tickets edit list and any other documents that you
81. ssing gt gt User Defined Access setup for the Customer User Defined fields by choosing Microsoft Dynamics GP menu gt gt Tools gt gt Setup gt gt Sales gt gt Receivables gt gt Options SUBSCRIPTION BILLING 55 2 56 USING SUBSCRIPTION BILLING 14 If desired mark the check boxes that will allow you to exceed the 15 16 17 V SUBSCRIPTION BILLING credit limit include customers on hold include inactive customers or to include discontinued items If you want users to be required to enter a password to be able to use these overrides enter the passwords Note These passwords are defined in the Subscription Billing Setup Options window If making a template save your changes On the Create Subscription Billing Docuemnts window select the template or enter criteria as per the above instructions Choose Create this will begin the create routine The Batch Progress window will open once the selection process is completed The number of contracts selected to be processed will appear in the Total Records Selected field sq Batch Progress 33 File Edit Tools Quantitie Help sa Fabrikam Inc 4 12 2017 READY TO CREATE DOCUMENTS Table Documents to be created in Customer Number order Record Enter interrupt record count 0 no interrupt then click Create Progress Meter Batch Control Total Records Selected Repot Number Created Create Exceptions Break At Record Num
82. t any time during the contract entry process to save the entries that have been made amp ss sa Fabrikam Inc 4 12 2017 7 aq Subscription Billing Contract Entry File Edit Tools Additional Shl New Save L Clear X Delete Skip Cycle Document History E Copy Contract Number CTROO004 AO customer 01 amp Customer Name Fitz Electrical General Line Items Options User Defined Item UofM Quantity CP Unit Price Ext Price Frequency UD D M Start Date Inactive Description Price Level Markdown Unit Cost Comment ID End Date 100XLG 1 59 95 59 95 Monthly 0 4 1 2017 E Inactive Green Phone RETAIL 0 00 gt 55 50 a 5 lili Inactive d gt al 4 tem 1 of 1 lt I4 4 gt Contract Number Next Bill Date Last Billed 4 1 2017 1st Status Saved 7 0 The status of the contract will be changed to saved when the save button is selected Skipping billing cycles When all items on the contract have the same billing frequencies you may use the Skip Cycle button on the tool bar header of the Subscription Billing Contract Entry window to skip a billing cycle If the recurring billing frequencies differ per line item then you must use the Skip Cycle icon on the footer tool bar of the Line Item tab
83. tion process make sure you have completed the installation and setup instructions described in previous sections You cannot create recurring documents for a contract that has unposted invoice We strongly recommend the use of a distinct Type ID to prevent numbering problems that may occur in multi user situations SUBSCRIPTION BILLING 51 m USING SUBSCRIPTION BILLING To create a batch of Subscription Billing documents 1 Open the Create Subscription Billing Documents window Transactions Sales Create Subscription Billing Documents Ba Create Subscription Billing Documents fol File Edit Tools Quantities sa Fabrikam Inc 4 12 2017 Create x Cancel E Exceptions Reprint Selection Template pe Module Sales Order Processing v Invoice v Type ID STDINV p Batch Information Biling Due Date 04012017 8 Document Date 4 1 2017 Start Date if not on Profile 4 1 2017 Batch Number TEST p Sort Order Customer ID v GLReference Ranges User Defined Ranges Contract Class All From To Contract Number All From Customer Class Al From Customer ID All 2 From To Item Number All From To Territory All From To Include Passwords Include Passwords E Exceeded Credit Limits E Inactive Customers 7 Customers On Hold E Discontinued Items 7 Report on Overdue Billings V Create Detailed Edit Report 27
84. to save your changes Changes will not take affect until you log out and back in to Microsoft Dynamics GP 88 SUBSCRIPTION BILLING Appendix A Data Tables Display Name A DATA TABLES The following charts list all related data tables created in Subscription Bill ing and their descriptions Sales Series Physical Technical Name Name Description ME Batch Invoice Contract CLASS ME Batch Invoice MSTR DTL ME50408 Batch Invoice Contract CLASS 50403 Batch Invoice MSTR DTL Contract Class Definitions most fields are reserved for future use Recurring Contract Line Details ME Batch Invoice MSTR HDR ME Batch Invoice SETP ME50405 ME50402 ME Batch Invoice MSTR HDR ME Batch Invoice SETP Recurring Contract Header Batch Invoicing Setup ME BIC Invoices LOG ME BIC Invoices LOG DTL ME50411 ME50413 ME BIC Invoices LOG ME BIC Invoices LOG DTL Batch Invoicing Invoices Created Log Batch Invoicing Invoices Details Created Log ME BilledContract Object DTL ME BilledContract Object HDR ME Contract Line Item Note ME50438 ME Batch Invoice MSTR DTL ME50437 ME Batch Invoice MSTR HDR ME50435 ME Contract Line Item Note Contract Line Details Rollback Legacy Support Contract Header Rollback Legacy Support Contract Line Details Notes ME Deferral Profile Group ME Deferral Profile Group LINE ME50440 ME50445 ME Deferral Profile Group ME Deferr
85. ts Set up credit cards Set up customer vendor consolidation Set up posting X I4 4 2 Select a Role ID 3 To select all of the operations click Mark All or select the applicable operations SUBSCRIPTION BILLING 17 m INSTALLATION amp REGISTRATION 4 Click Save 18 SUBSCRIPTION BILLING uus Chapter 2 Setup This chapter describes how to set up Subscription Billing Setting up Subscription Billing The Subscription Billing Setup Options window has been separated into three different tabs to provide options to setup Subscription Billing to be more meaningful to your company e Contract tab The Contract tab allows you to setup Acontract number sequence e How to prorate time periods e How to round prorated amounts for your contracts e Determine whether you want to enable rollback or not e Select whether to get warnings when changes have been made to the customer card e Billing tab The Billing tab allows you to setup the process hold ID option change item description set deferral option create previous closed periods in first open periods and establish passwords to prevent users from creating invoices for e Customers at or above their credit limit e Customers on hold e Inactive customers e Discontinued items e User Defined tab Provides 16 user defined fields to be used for the contract header and 8 user defined fields to be used for the contract lines e 4T
86. ts Receivable account to contracts e Editing individual line items e Using Subscription Billing user defined fields e Using Sales Order Processing user defined fields e Viewing contract document history e Integrating with Receivables Electronic Funds Transfer EFT e Copying an existing contract e Creating Subscription Billing documents e Editing contract documents e Allocation and fulfillment e Posting invoices from Subscription Billing e Using Rollback e Running the Rollback Archive report e Purging the rollback archive e Creating project distributions in Project Tracking e Adding comments to the contract e Creating revenue expense deferrals Entering customer contracts SUBSCRIPTION BILLING Every contract that you create will be assigned a Customer ID and may include inventory and non inventory line items with differing billing frequencies unit prices and quantities Based on the information you enter invoices for items that are due to be billed will automatically be created as part of the create documents process For more information about the create document process see Creating Subscription Billing documents on page 51 2 USING SUBSCRIPTION BILLING Make sure you have completed the setup as described in Setting up Subscription Billing on page 20 Once the setup is complete you are ready to enter customer contracts To enter customer contracts contract header 1 Open the Subs
87. u gt gt Tools gt gt Setup gt gt Sales gt gt Subscription Billing gt gt User Defined Tab Bal Subscription Billing Setup Options 5 File Edit Tools sa Fabrikam Inc 4 12 2017 Contract Billing User Defined Text Fields Date Fields Numeric Fields Check Box Fields Text Field Label Text Field Label 2 Text Field Label 3 Text Field Label 4 Contract Line Text Field Labe Text Field Label m OK 7 Choose the Text Fields tab to enter labels for the text user defined fields for the contract header and contract lines Choose the Date Fields tab to enter labels for the date user defined fields for the contract header and contract lines Choose the Numeric Fields tab to enter labels for the numeric user defined fields for the contract header and contract lines Choose the Check Box Fields tab to enter labels for the check box user defined fields for the contract header and contract lines Select OK SUBSCRIPTION BILLING 25 m SETUP 26 SUBSCRIPTION BILLING USING SUBSCRIPTION BILLING um Chapter 3 Using Subscription Billing 28 Subscription Billing allows you to create contracts in Microsoft Dynamics GP that will generate invoices quotes or orders at regular intervals This chapter includes the following topics e Entering customer contracts e Skipping billing cycles e Assigning an Accoun
88. ubscription Billing and Encore Product Registration will be included in the Dynamics set file Entering registration keys Before you can use Subscription Billing with your company data you must register your software To register your software enter the product registration key or the drop file provided to you by Encore If you choose not to enter the registration information you will only be able to create sample transactions using Fabrikam Inc the lesson company SUBSCRIPTION BILLING fis INSTALLATION amp REGISTRATION To register your product 1 Open the Encore Product Registration window Microsoft Dynamics GP menu gt gt Tools gt gt Setup gt gt System gt gt Encore Product Registration 2 Highlight Subscription Billing for SOP Ba Encore Product Registration fo eis File Edit Tools Help sa Fabrikam Inc 4 12 2017 Site PreviewKeys Users 0 Company Fabrikam Inc Database SOL Server Platform Microsoft Dynamics GP 12 00 w View By All Products Products Version Mass Billing for SOP 1010 4 Project Tracking 1 001 Project Tracking Budgeting 1 001 Project Tracking Importer 1 001 Project Tracking Lite 1 001 s REAP Dynamics GP Interface 0000 04 Voucher 0 000 Subscription Billing for S P Bs S uns 1010 3 Subscription Billing Importer 1 010 Tax Distribution 2 2 1001 27 EPM 12 00 02 042 3 Choose the show detail exp
89. up gt gt System gt gt User Security File Edit Tools ld Save Clear User Help Company Roles Display Selected Roles Security Role ID Name Jer Tg Fabrikam Inc 4 12 2017 2 Alternate Modified Forms and Reports ID i9 ee 8 Select the user that you want to provide access to the modified report SUBSCRIPTION BILLING 87 m REPORTING 9 Choose the company for which the user needs access to the modified report Ensure that the correct Alternate Modified Forms and Reports ID is displayed in the Alternate Modified Forms and Reports ID field at the bottom of the window r sg User Security Setup fol eis File Edit Tools Help sa Fabrikam Inc 4 12 2017 Save Clear E Copy User sa sa Company Fabrikam Inc Roles E Display Selected Roles Security Role ID Name 2 AA CLERK Analytical Accounting clerk AA MANAGER Analytical Accounting manager ACCOUNTING MANAGER Accounting Manager AP CLERK Account Payables Clerk AR CLERK Account Receivables Clerk BOOKKEEPER Bookkeeper CA AGENT Contract Agent CAMANAGER Contract Administrator CA STAKEHOLDER Contract Stakeholder E ecomeren accaiinitanit Carifind Arenan dant X Altemate Maodified Forms and Reports ID DEFAULTUSER AFA Reports 10 Find and mark the appropriate Security Role ID 11 Select Save
90. using information from the customer record e Calculate sales tax using information from the customer record e include customers who exceed their credit limit or put their invoices on Process Hold e Include or exclude customers who are on Hold This option can be password protected e Include or exclude customers who are Inactive This option can be password protected e include or exclude items that are discontinued This option can be password protected e Levy freight charges on the invoices created 2 SUBSCRIPTION BILLING i e Calculate payment terms based on information in the customer record e Automatically distribute the invoices orders quote documents within Sales Order Processing ready to be posted e Printa Subscription Agreement which will contain contract details in a legal contract format for customer review and signature e Create either quotes orders or invoices for the selected contracts in the Sales Transaction Entry module e an exception report that lists why certain items and or customers were not included in the invoice batch e Select various ranges that will determine which contracts will be billed in a given batch e When used in conjunction with Microsoft Dynamics GP Electronic Funds Transfer EFT for Receivables the Electronic Funds Transfer module EFT will create an EFT file to send to your bank during the invoice posting process integration of Subscriptio
91. w Transactions gt gt Sales gt gt Subscription Billing Contract Entry 2 Enter or select a contract 3 Choose the User Defined tab SUBSCRIPTION BILLING 2 USING SUBSCRIPTION BILLING 4 Choose the Contract Fields tab aq Subscription Billing Contract Entry Tao Additional Help HO New Save amp Clear X Delete Contract Number CTROOD03 General Line Items Options User Defined Skip Cycle 38 Document History Customer ID Customer Name Le Jer 5a Fabrikam Inc 4 12 2017 Contract User Defined Fields HEAD OFFICE Test Field 2 Test Field 3 Text Field 4 Date Field 1 Date Field 2 Date Field 3 Date Field 4 Equipment I4 4 gt Contract Number Numeric Field 1 75 00000 v Numeric Field 2 0 00000 Numeric Field 3 0 00000 v Numeric Field 4 D 00000 v V Maintenance E Check Box Field 2 Check Box Field 3 Check Box Field 4 Status Unsaved 5 Enter values for the Contract user defined fields as required 6 Select Save Using Sales Order Processing user defined fields There are ten user defined fields available in Subscription Billing that are setup in the Sales Order Processing system Tools gt gt Setup gt gt Sales gt gt Sales Order Processing User Defined button Any values you enter for those fields in th
92. w Transactions gt gt Sales gt gt Subscription Entry Select a contract Select the Print icon or select Contract from the Print drop down list The Report Destination dialogue window will open Choose the preferred destination for your document screen printer or file To modify the Subscription Agreement print the Subscription Agreement to the screen Select the modify button on the screen output toolbar or select Microsoft Dynamics GP menu gt gt Tools gt gt Customize gt gt Modify Current Report This will open up Report Writer so you can modify the contract template as required 2 REPORTING Printing the Subscription Billing Reports You can print a wide variety of reports showing all contracts for a customer all contracts for an item all contracts within a range of territories or all contracts ready to expire by a certain date The following reports will display the currency ID of the contract If the contract does not have a specified currency ID the functional currency is to be used e Rollback Archive Report e Subscription Agreement e Invoices Created e Contracts Selected for Invoicing e Subscription Listing Sorted by Contract Number e Subscription Listing Sorted by Inventory Item e Subscription Listing Sorted by Customers SUBSCRIPTION BILLING 77 1 REPORTING To print the Subscription Reports 1 Open the Subscription Reports window Reports gt gt Sales gt gt Subscription
93. y in Microsoft Dynamics GPs documentation role in your company To assign the Subscription Billing windows and reports to a security task 1 Open the Security Task Setup window For Subscription Billing you must assign the Subscription Billings windows and reports to a security task and then assign the security task to a specific Tools gt gt Setup gt gt System gt gt Security gt gt Security Tasks Bal Security Task Setup amp File Edit Tools Help Debug Save Clear JX Delete j Copy sa Dextordinary Inc 05 01 2000 E Task ID Task Name Task Description IDEXTR p Category System Security Task for user DEXTR Mark all with the exception of Adv Security s Field Level Security Password Master Customization Product Subscription Billing Type Windows Series 3rd Party Access List Display Selected Items Operations E About Subscription Billing 7 Contract Class Maintenance Contract Classes l Contract Comment Entry Contract Importer Markdown Entry Contract Markdown Entry Contract Number Lookup Copy a Contract Create Subscription Billing Documents Centa Create Subscription Billing Documents Selection Template n Dili os Imenica Tamnlata anben Mark All Unmark All Print Operation Access MEES 2 Create a new Task ID or select an existing Tas
94. y the SOP type that is selected In order to differentiate between the types of document quote order or invoice you want to create in a batch assign a specific contract class to each contract Sales order documents are created based on the information entered in the Subscription Billing Contract Entry window How often you run this process depends on the line item billing frequency for the items on your contract and your company s business practices If there is more than one type of frequency then you must run the contract creation process based on the shortest frequency selected The options and ranges you select plus the frequency and dates entered for each line item in the Subscription Billing Contract Entry window will determine which customers and which items are included in this invoice creation run For example if some items have a frequency of weekly and some have a frequency of monthly then you must run the create recurring documents process weekly Subscription Billing tracks which contracts and line items are due for billing and using the ranges and selections you enter creates documents only for those that are due When multicurrency is being used the applicable exchange rate will be calculated when a SOP document is created Be sure to set up default account numbers for each of your customers and for each of your posting accounts Refer to Sales Order Processing documentation for instructions Before you can run the crea

Subscription Billing 2013 - Encore Business Solutions Inc.

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