Cycle Fees   

Module:    Accounting

Overview

Use Cycle Fees to add and change cycle fee information for the selected contract. A cycle fee is a fee that is regularly charged to the customer through an invoice. You can set up cycle fees in this program or through work orders. For more details on setting up Cycle Fees through work orders, see the Work Orders documentation.

The main tab displays general information about current cycle fees for this contract. Your default view of the Cycle Fees tab is determined by options bl032 and bl107. To switch the view of this tab between the individual line item view (Detail view), the summary view (Roll-up view), or any other view use Toggle Mode. See the Moving Cycle Fees section of this document for more details.

To access this program, select Contract Master (program #548) from the main menu of SBN and then choose the Cycle Fees tab.

This document includes the following topics:

The Cycle Fees Tab

Changing the View of the Cycle Fees Tab

Viewing Details of a Cycle Fee

Changing Cycle Fee Information

Entering a New Cycle Fee

Moving Cycle Fees

Changing All Cycle Dates

Deleting Valid To Dates for All Cycle Fees

Creating Cycle Fee Credit Periods

The Cycle Fees Tab

The following graphic displays the Cycle Fees tab in Roll-up view. The columns on this tab display cycle fees that have been previously set up for this contract through the Work Orders program or using this program as well as the new "Work Order #" column.

Field/Column Descriptions

The following table describes the fields and columns used in the Cycle Fees tab.

Changing the View of the Cycle Fees Tab

The Cycle Fees tab contains three buttons to change the view of the tab.

For Direct Debit customers, if you attempt to change a cycle fee, the following warning message appears.

Choose OK to continue with the change.

• Use Toggle Mode to change the view between

• • Roll-Up view (Revenue Mode)

  • Detail view (Individual Mode)

  • Revenue Work Order Date Mode

  • Revenue Rental Mode

The Roll-up view displays all cycle fees in a summary format. The Detail view provides several functions for each line so that you can add, change, or delete cycle fees. The Revenue Work Order Date Mode displays cycle fees in a summary format disregarding Cycle Dates and Valid To Dates. The Revenue Rental mode displays only rental service cycle fees. The following graphic shows the Cycle Fees tab in Detail view.

Note: Options bl032 and bl107 control the default view for the Cycle Fees tab.

• Use Toggle between Active/Inactive to change the view between active cycle fee lines and all cycle fee lines.

• Use By Invoice to display an additional pane listing all invoices for a selected cycle fee.

The following graphic displays the Cycle Fees tab with a list of invoices associated with the selected cycle fee.

Variable Cycle Fees

You may set up variable cycle fees that increase over time according to how much an item is used. The item you create a variable cycle fee for should have type 21, 22, or 23 entered in the Counter ID field of program #1535. Type 21 counts SMS messages for the item, 22 counts email notifications, and 23 counts alarm signals. (These types originate from program #1601.) Set up the price points, number of units per price point, and fees at each price point in program #1533 for the item in the OC Included Units, OC Count/Unit, OC Price Points, and OC Fee/Unit fields of the Details tab. The base cycle fee covers the number of free units in the OC Included Units field. After the usage exceeds the number of free units, the amount in the OC Fee/Unit < PP1 field is charged up to Price Point 1, then the amount in the OC Fee/Unit < PP2 field is charged up to Price Point 2. Beyond Price Point 2, the customer is charged the amount in the OC Fee/Unit > PP2 field.

Viewing Details of a Cycle Fee

From the Cycle Fees tab, you can get more detailed information about cycle fees for this contract or account. You must be in Detail view to complete this procedure. If you are in Roll-up view and want to view details for a cycle fee, choose Toggle.

For more information on viewing details, see Common Functions in SBN.

The Cycle Fee Details Pane

The following graphic displays the Cycle Fee Details pane. This pane opens when you choose Get Record from the Cycle Fees tab.

Field Descriptions - Details

The following table describes the fields used in the Cycle Fee Details pane.

Changing Cycle Fee Information

You can change information on previously defined cycle fees with the following exceptions:

• If your action profile does not include action 548/181, SBN displays an error message when you attempt to change cycle fee information for an account that uses direct deposit as the payment method.

• If a rate change for cycle fees is pending when you choose New or Change Record, SBN displays one of the following messages:

q    If your action profile includes action 548/182, SBN displays the following warning.

q    If your user profile does not include action 548/182, SBN displays the following message and prevents you from changing contract details.

You cannot change cycle fee information from the Roll-up View window; you must be in Detail view to complete this procedure. You cannot delete or move rental contract cycle fees to other contracts, and you cannot change the cycle dates of rental contract cycle fees. SBN logs only financial entries (cycle fees) in the Cycle Fee Change Log. All other changes are recorded in the Contract Change Log.

Changing the Purchase Order Number of Cycle Fees

You can change the purchase order number of a selected cycle fee or of all active cycle fees.

Use the following steps to change the PO number:

1.  Choose Update PO for one/all Cycle Fees.

  w The Updated PO Number dialog box appears.

     

2.  Type the new PO number in the PO No field.

  w If you want to update only the selected cycle fee, enter a check mark in the Single Fee field. Otherwise, all active cycle fees are updated. Inactive fees are not updated.

3.  Choose Save.

Adding a Cycle Fee Inhibit Period

You can add an inhibit period to a cycle fee during which the fee is suspended and does not appear on customer invoices. You may add an inhibit period by entering a range of dates in the Inhibit Date fields of the Cycle Fee Details window, or by using the Inhibit Toggle button. The Inhibit Toggle button allows you to add an inhibit period to one cycle fee or to all active cycle fees.

You may save the beginning date of an inhibit period to one or all cycle fees and add the end date at a later time. Adding a beginning inhibit date with no end date suspends the cycle fee from appearing on any invoices until you add an end date. The fee will then appear on invoices after the end date.

Use the following steps to add an inhibit period to a cycle fee in the Cycle Fee Details window:

1.  Select the cycle fee to which you want to add an inhibit period.

2.  Choose Change Record.

  w The Cycle Fee Details window opens with some fields open for changes.

3.  In the Inhibit Date fields, enter a range of dates during which to suspend the cycle fee.

4.  Choose Save.

  w SBN attaches the inhibit period to the cycle fee. When you invoice this account in program #1557 during the inhibit period, SBN will not include the cycle fee on the customer invoice.

Note: Entering an Inhibit Period requires entering a reason in the Inhibit Reason field in Contract Master, program #559.

Use the following steps to add an inhibit period to cycle fees using the Inhibit Toggle button:

1.  Select a cycle fee to which you want to add an inhibit period.

2.  Choose Inhibit Toggle.

  w The Inhibit Toggle window opens.

3.  In the Inhibit Date fields, enter a range of dates during which to suspend the cycle fee.

4.  Select the Single Fee check box if you want to attach the inhibit period to only the selected cycle fee. SBN attaches the inhibit period to all active cycle fees if you do not select this check box.

5.  Choose Save.

  w SBN attaches the inhibit period to the cycle fee(s) according to your selections. SBN changes the cycle date of the inhibited fee(s) to match the end date of the inhibit period. When you invoice this account in program #1557 during the inhibit period, SBN will not include the cycle fee(s) on the customer invoice.

Note: You may not add an inhibit period that begins before the cycle date of a cycle fee in the Inhibit Toggle window. When you try to save an inhibit period that begins before the cycle date for a single fee, SBN displays an "Invalid Date" error message. When you save an inhibit period for all cycle fees that begins before the cycle date of any fees, SBN does not display an error message, but only attaches the inhibit period to fees with cycle dates prior to the inhibit period. If the cycle dates of all cycle fees occur after the inhibit period you entered, SBN does not attach the inhibit period to any cycle fees.

Deleting a Cycle Fee Inhibit Period

You can delete cycle fee inhibit periods by deleting the dates in the Inhibit Date fields of the Cycle Fee Details window, or by using the Inhibit Toggle button to enter blank dates for one or all active cycle fees.

Use the following steps to delete cycle fee inhibit periods using the Inhibit Toggle button:

1.  Select a cycle fee from which you want to delete an inhibit period.

2.  Choose Inhibit Toggle.

  w The Inhibit Toggle window opens.

3.  Leave the Inhibit Date fields blank.

4.  Select the Single Fee check box if you want to remove an inhibit period from only the selected cycle fee. SBN removes the inhibit periods from all cycle fees if you do not select this check box.

5.  Choose Save.

  w SBN removes the inhibit periods from the cycle fee(s).

Deleting a Cycle Fee

You can delete a cycle fee in the Cycle Fees window.

Note: IBS does not recommend deleting cycle fees. It is preferable to allow the cycle fee to expire instead of deleting it.

Use the following steps to delete a new cycle fee:

1.  Access the Cycle Fees tab for the account.

2.  Select the cycle fee you want to delete.

3.  Choose the Delete Record button.

   w The cycle fee is deleted, and SBN displays the deletion on the Contract Change Log tab.

Entering a New Cycle Fee

You can enter a new cycle fee in the cycle fee grid.

Use the following steps to enter a new cycle fee:

1.  Choose New Record.

  w The New Cycle Fee grid opens.

     

2.  Complete the fields.

  w When you select an item code, SBN automatically fills the following fields:

1. • Text

   • Fee period

   • Cycle fee

   • Tax included flag

3.  Choose Save.

Note: When option bl213 is set to a value, when a cycle fee is created in the Cycle Fees tab with a valid From Date that is more days in the past than the value of option bl213, SBN displays a warning message. Option 213 is dealer-based.

Note: If the Positive check box is selected in Items (program #1535), SBN forces the cycle fee to be positive on the Cycle Fees tab. If the Negative check box is selected on Items, SBN forces the cycle fee to be negative on the Cycle Fees tab.

Note: You can change the value in the Cycle Fee column, but you will receive an error message if the amount is outside the minimum or maximum range specified by the values in the Min. Cycle Fee and Max. Cycle Fee fields on the Item Price List tab of program #1535.

Column Descriptions - New Cycle Fee Grid

The following table describes the columns used in the New Cycle Fee grid.

Moving Cycle Fees

From the Cycle Fees tab, you can move cycle fees for the selected contract to another contract by using Move Cycle Fees. You may move all the cycle fees or a single cycle fee. SBN does not allow you to move rental contract cycle fees.

Note: To move cycle fees to a contract linked to the current contract, you must select a valid contract number in the To Contract field.  To move cycle fees to a contract not linked to the current contract, your action profile must include action 548/180. You must select the contract number (in the To Contract field) to which to you want to move cycle fees and you must type a valid installation number in the Ins No field.

When you move a cycle fee, the Data Entry Change Log of the originating installation and the Contract Change Log of the originating contract display:

• The name of the originating installation/contract and the indexed placement of the cycle fee before the move

• The name of the destination contract/installation, the dealer ID, and the new indexed placement of the cycle fee in the destination contract/installation

The Move Cycle Fees Dialog Box

Use the Move Cycle Fees Dialog Box to define the cycle fees to move.

Field Descriptions - Move Cycle Fees

The following table describes the fields and columns used in the Move Cycle Fees Dialog Box.

Use the following steps to move all cycle fees:

1.  Choose Move Cycle Fees.

  w The Move Cycle Fees dialog box appears.

2.  Complete the fields, as needed. Do not select the Single Fee check box.

Note: You may use the unlabeled fields to select Dealer IDs.

3.  Choose Save.

Note: SBN displays a warning if:

1. • The From Contract and Installation number are the same as the To Contract and Installation number.

   • The From Contract is the same as the To Contract and the Installation number is blank.

Use the following steps to move a single cycle fee:

1.  Select the single cycle fee you want to move.

2.  Choose Move Cycle Fees.

  w The Move Cycle Fees dialog box appears.

3.  Select the Single Fee check box.

4.  Complete the fields, as needed.

5.  Choose Save.

  w SBN moves the highlighted cycle fee to the selected contract or typed installation number.

Note: SBN displays a warning if:

1. • The From Contract and Installation number are the same as the To Contract and Installation number.

   • The From Contract is the same as the To Contract and the Installation number is blank.

Changing All Cycle Dates

You change the cycle date for all active cycle fees simultaneously. When you change the cycle date using Change Cycle Date, SBN records the changes to each cycle fee in the Cycle Fee Change Log tab. SBN does not allow you to change the cycle dates of rental contract cycle fees.

Note: If a Valid-From Date on a cycle fee is in the future, the cycle fee is inactive.

Note: This function does not change cycle dates on inactive cycle fees. If you want to change cycle dates on inactive cycle fees, you must manually change those cycle dates.

Use the following steps to change all cycle dates:

1.  Choose Change Cycle Date.

  w The Cycle Date window appears.

     

2.  In Cycle Date, select a date from the calendar.

3.  Choose OK.

  w SBN updates all active cycle fee dates to the new date.

Note: Option bl211 defines the maximum number of days in the past to which you can set a cycle date. When action 548/321 is on and option bl211 is set to a value, SBN displays a warning message when you select a cycle date that is more than the number of days in the past than the value of option bl211. When action 548/321 is off and option bl211 is set to a value, SBN displays an error message when you select a cycle date that is more than the number of days in the past than the value of option bl211 and you cannot continue.

Deleting Valid To Dates for All Cycle Fees

You can delete the Valid To dates attached to all of the cycle fees listed in the Cycle Fees tab.

Use the following steps to delete all valid to dates:

1.  Choose Delete Valid To Date.

  w SBN asks you to confirm the deletion.

2.  Choose Yes.

  w SBN deletes all Valid To dates from the cycle fees. The Cycle Fees Change Log displays the items affected by the deletion.

Creating Cycle Fee Credit Periods

You can create credit periods for cycle fees during which credits appear on invoices along with the fees, allowing customers to see for which cycle fees their account is being credited. You may create credit periods for one or all active cycle fees. To make changes to a credit period, select the period you want to change and choose Change Record. To delete a credit period, select the period and choose Delete Record.

Use the following steps to create cycle fee credit periods:

1.  Select a cycle fee for which you want to create a credit period.

2.  Choose Credit Period.

  w The Credit Period window opens.

3.  In the Period fields, enter a range of dates during which to credit the account for the cycle fee amount.

4.  Select the Single Fee check box if you want to create a credit period for only the selected cycle fee. SBN creates credits for all active cycle fees for the selected dates if you do not select this check box.

5.  Choose Save.

  w The credits you created appear in the Cycle Fees tab as fees with negative amounts. The From and To Date columns display the dates you entered for the credit period.