Billing Configuration

The Billing Configuration screen allows Administrators to set billing options for fee estimates and the resulting invoices.

Steps to Configure Billing

1. Click Administration > System Configuration > Billing Configuration to display the Billing Configuration screen as shown below.
   

2. Configure the fields described below per your agency's requirements.

   Field	Description
   Rate of Administrative Cost	The rate for administrative services established by the agency. When this option is selected, the system will automatically calculate the cost based on the fee items configured in the Fee Structure. The default value is based on the fee items applicable for this policy. (!!) Note: You can configure each fee item to automate Administrative Cost calculation, by clicking Administration > Request Management > Fee Structure.
   Calculate Interest on Outstanding Balance	When selected, the system will calculate interest on amounts not paid. The Interest Rate is configured under Administration > Lookups > Interest Rates.
   Display prompt when closing a Request, advising that fees were not applied to the Request	When selected, the system will prompt a message when closing a Request to determine if fees will be incurred for the Request. If indicated that fees will be incurred, the system will automatically navigate the user to the Invoice screen.
   Prompt User to Send Correspondence after Invoice Creation or Update	When selected, the system will prompt a message on creation or update of an invoice asking the user if they want to send correspondence to the requester. If the user selects Yes, they will be routed to the Correspondence tab.
   Enable 'DD Form 2086' in Billing Section	When selected, the DD Form 2086 will become available as an option for estimating costs and invoicing in the Billing section.
   Display Enterprise Logo in DD Form 2086	When selected, displays the agency's logo on DD Form 2086.
   Consider Requester as a Delinquent Requester after Completion of (X) Days from the (X) Date	The system will consider the Requester to be delinquent if payment is not received by a configurable number of days from a configurable date (Closed Date, Delivered Date or Invoiced Date). The default value is 31 days from the Closed Date.
   Default Willing Amount	The amount Requesters agree to pay for the services rendered. The default value is 100 which appears on the Fee Information tab of a Request.
   Agency Billable Minimum	The minimum billable amount by the agency to a Requester. If the total fees are less than this amount, the system will generate a prompt to move the fees to the Not Charged column of the invoice. This tracks the fees for the Annual Report and makes sure the customer is not charged.
   Invoice/Billing Columns to Appear on Print Invoice
   Fee Item	The specific service for which the customer is billed. When selected, appears as a column on the printed invoice.
   Unit Rate	The calculation of services rendered  based on a period of time. When selected, appears as a column on the printed invoice.
   Quantity	The number of hours it took to perform a service. When selected, appears as a column on the printed invoice.
   Extended Value	The value derived by multiplying the unit rate times the quantity for services performed. When selected, appears as a column on the printed invoice.
   Charged Value	The amount charged to a customer for services rendered. When selected, appears as a column on the printed invoice.
   Not Charged Value	The value incurred by the agency. When selected, appears as a column on the printed invoice.
   Request Description	The narrative of the petition for services. When selected, appears as a column on the printed invoice.
   Sub Request	Additional information pertaining to Sub Request(s). When selected, appears as a column on the printed invoice.
   Invoice Memo Text
   Invoice Memo Text	Text that appears as a memo on the invoice.
   Insert Field	When clicked, displays a list of items to populate the Invoice Memo Text field.
   Invoice Summary
   Title of the Invoice	The name of the invoice. The default is "Invoice Summary."
   Address Information	The address that appears on the Invoice Summary. Available options are described below. No Address: When selected, an address does not appear on the printed invoice Action Office Correspondence: When selected, the Action Office Correspondence Address appears on the printed invoice. Action Office Remittance: When selected, the Action Office Remittance Address appears on the printed invoice. Enterprise Correspondence: When selected, the Enterprise Correspondence Address appears on the printed invoice. Enterprise Remittance: When selected, the Enterprise Remittance Address appears on the printed invoice.
   Invoice Footer Note
   Invoice Footer Note	Optionally, use this free text field to add a note to appear in the footer of invoices.

   
    

3. Click Save. A verification message displays.

4. Click OK. A confirmation message displays.

5. Click OK.