Process Billing in Daxko Spectrum v. 6.1

Transcription

1 Process Billing in Daxko Spectrum v. 6.1 This document explains the Standard Operating Procedures for running Process Billing in Spectrum. 1. Go to Corporate > Billing > Process Billing. 2. Select Pre-Billing Validate. 3. If Pre-Billing Validation is completed without errors, you will see a Validation passed message. If there are no errors, skip to Step #7. 1

2 4. If there was an error, you will see the following pop-up message. Click OK to view the list of errors that must be corrected before billing is run. 2

3 5. The Validation Errors screen will show you a list of errors that need to be corrected. Click View Report to generate a report of the errors. 6. To Print the report, click Print. You can reference this report to make any necessary corrections, and then return to step #2. 3

4 7. If Pre-billing Validation is completed with no errors, click Start Billing. 8. You will see a dialog box asking you to enter your address. Enter your address and click OK. a. Spectrum will then: 1. Bring old balances forward 2. Charge repetitives to member accounts 4

5 3. Calculate and charge finance charges to member accounts 4. Calculate and charge late fees to member accounts 5. Apply any minimum billing balances to member accounts 6. Age the Accounts Receivable 7. Apply Credit Card and EFT drafts to member accounts (this does not charge the credit cards or create the EFT file) 8. Create member statements 9. Generate the billing reports b. Once the billing reports have been generated, you will receive an stating: This is to inform you that the billing reports are ready to be reviewed. Please go to Site Administration > Billing > Billing Review / Approval, and review the reports for your site and approve/reject them accordingly. Billing cannot be accepted until all sites have approved their respective reports. Note: This was sent from a notification-only address that cannot receive incoming s. Please do not reply to this message. 9. Click on Site Acceptance. 5

6 a. Note: If you decide at this point to cancel billing (see image below), Spectrum will ask you if you want to keep the repetitives. THE ANSWER IS ALWAYS NO. If you click yes, you will not be able to change the repetitives, which is one of the things you may want to change if you are cancelling Billing. 6

7 10. When processing billing is complete, it is very important to check each of the following reports to ensure accuracy: Repetitives, Credit Card Drafts, EFT Drafts, Minimum Billing, Member Statement Report, and Late Fees. To review your reports click on the hyperlinks. If necessary, check them for each of your sites. 11. Here is an example of a Late Fees report: 7

8 12. Highlight your site and select the Site Functions drop-down. a. If you find items that you need to correct, you can select Reject, and then go back to the Process Billing screen and Cancel the billing. After making corrections, return to Step #7. b. If you are satisfied with the reports, select Approve for each of your sites. c. Sites with no dollar amounts are automatically approved. 13. One of the options in the Site Functions drop down menu is Mark for Review. Select this to enter a note about the billing for a site. 8

9 14. Click Accept Billing to accept the billing for a site. Note: Once you accept billing, you can no longer make any changes. In other words, you should check the double-check the data at this point to make sure that it is correct. Once you click Accept Billing, you CAN NOT make any changes. 15. You will see a pop-up window when billing has been accepted. Click OK. 16. You will receive an with the following information: This is to inform you that the billing process has been completed. You are now ready to submit credit card and EFT drafts and send statements. Note: This was sent from a notificationonly address that cannot receive incoming s. Please do not reply to this message. 9