Billing Run/Billing Run Preliminary

A billing run is a batch processing of invoices to post the accounting, depending on the invoice. A billing run generates reports which can be viewed via the PDF Viewer.

Where possible, you should perform a preliminary run first and review the resulting reports. You can then make any necessary corrections before performing the billing run which updates the day's released invoices and all related information.

You can perform these billing runs:

• Equipment Billing Run and Equipment Billing Run Preliminary

• General Billing Run

• Parts Billing Run

• Rental Billing Run

• Work Order Billing Run

On any Billing Run screen, you can use these buttons to complete your work:

Button	Function
Continue	Performs the billing run.
Close	Closes the Billing Run screen and returns to the previous screen.

Equipment Billing Run

To open the Preliminary Equipment Billing Run screen, navigate to Product Support > Equipment > Equipment Billing Run Preliminary.

To open the Equipment Billing Run screen, navigate to Product Support > Equipment > Equipment Billing Run.

Note:  If using Rental Optimization, when the system optimizes a contract based on the date/time in the preliminary, it actually optimizes the lines on the contract based on that date. If you subsequently run the preliminary with a current date, the system does NOT automatically undo the optimization already done.

To manually undo an optimization with a future date, on the Invoicing screen edit the line quantities and click the recalculate button. This process regenerates the details for the next invoice.

The fields on the Equipment Billing Run screens are:

Field	Description
Location	The location performing the billing run.
Billing Run Date	The start date for the billing run.

The Equipment Billing Run Preliminary reports are:

REN005	Equipment Invoicing Edit
BIL900	Sales Analysis Allocation Register

The Equipment Billing Run reports are:

BIL900	Sales Analysis Allocation Register
BIL919	Sales Analysis Allocation Summary
GL9300	S/A Journal

General Billing Run

To open the General Billing Run Preliminaryscreen, navigate to Financial Management> General Ledger > General Billing Run Preliminary.

To open the General Billing Run screen, navigate to Financial Management> General Ledger > General Billing Run.

The fields on the General Billing Run screen are:

Field	Description
Location	The location performing the billing run.
Billing Run Date	The start date for the billing run.
Select Only Final Invoices	If selected, the general billing run no longer processes final and non-final invoices. Note:  If AvaTax has been licensed, the system does not allow you to process both final and non-final invoices.

The report produced when running a General Billing Run Preliminary is:

BIL944-01

Expired Order

The reports produced when running a General Billing Run are:

BIL900	Sales Analysis Allocation Register
BIL919	Sales Analysis Allocation Summary
BIL944-01	Expired Order
GL9300	S/A Journal
REN005	Equipment Invoicing Edit

Parts Billing Run

The Parts Billing Run screen allows you to perform a parts billing run.

Performing a parts billing run ensures all billable parts are included on all outgoing sales orders.

To open the Parts Billing Run screen, navigate to Product Support > Parts > Parts Billing Run.

The Parts Billing Run fields are:

Field	Description
Location	The location performing the billing run.
Billing Run Date	The start date for the billing run.

The Parts Billing Run reports are:

BIL900	Sales Analysis Allocation Register
BIL919	Sales Analysis Allocation Summary
BIL982	Invoice Register
PAR127A	Parts Cost Analysis - Details
PAR127	Parts Cost Analysis - Summary
GL9300	S/A Journal

Rental Billing Run

The Rental Billing Run screen allows you to perform a rental billing run.

To open the Rental Billing Run Preliminary screen, click Product Support > Rental > Rental Billing Run Preliminary.

To open the Rental Billing Run screen, click Product Support > Rental > Rental Billing Run.

The fields on the Rental Billing Run Preliminary screen are:

Field	Description
Location	The location performing the billing run.
Billing Run Date	The starting date of the billing run.
Enter Optimization Time	Enter the time you expect to execute the Rental Billing Run . This is required to ensure accuracy of the report when considering the billing time for the rental unit which affects optimization. Optimization is where the system automatically charges the customer if they exceed the rental term, or credits them if they return the equipment early.

The fields on the Rental Billing Run screen are:

Field	Description
Location	The location performing the billing run.
Billing Run Date	The start date for the billing run.

The reports produced when running a Rental Billing Run Preliminary are:

RM034	Billing Preliminary
RHRPT02	Held Contracts with No Pending Invoice
RM034-F	Future Preliminary

The reports produced when running a Rental Billing Run are:

RM034	Billing Preliminary
RHRPT02	Held Contracts with no Pending Invoice
RENTINV	Rental Invoice
REN005	Rental Billing Run Edit
BIL929	Rental Cost of Sales Journal
BIL900	Sales Analysis Allocation Register
BIL919	Sales Analysis Allocation Summary
BIL982	Invoice Register
PAR127A	Parts Cost Analysis - Details
PAR127	Parts Cost Analysis - Summary
BIL994	DATATRN Transaction Log
BIL957	Authorized Invoice Register
GL9300	S/A Journal
PAR014	Parts Department Daily Error and Control Report

Work Order Billing Run

The Work Order Billing Run screen allows you to perform a work order billing run.

To open the Work Order Billing Run screen, click Product Support > Service > Work Order Billing Run.

The fields on the Work Order Billing Run screen are:

Field	Description
Location	The location performing the billing run.
Billing Run Date	The start date for the billing run.
Options	Select one of these print options: Print Work Orders and Save Invoice History in PRT (parts and labor after each repair) Print Work Orders and Save Invoice History in PRL (parts and labor after all repairs) Do Not Print Work Orders but Save Invoice History in PRT (parts and labor after each repair) Do Not Print Work Orders but Save Invoice History in PRL (parts and labor after all repairs)
Printer	Select the printer to print the billing run.
Invoice Printer	Select the printer to print out the invoice(s). If left blank, the invoice printer field defaults to the printer selected in the document printer field. Note:  If you have configured IntelliDealer to automatically email parts invoices processed during a billing run, the printer selected in this field must be a laser printer (as specified on the Configure Printers screen) so the system can apply the overlay to the invoices that will be emailed.
or PDF	Allows you to create a PDF file for the selected General Billing Run, which can be viewed via the PDF Viewer.

The reports produced when running a Work Order Billing Run are:

WORKORD	Work Order
WOR006	Work Order Register
BIL900	Sales Analysis Allocation Register
BIL919	Sales Analysis Allocation Summary
BIL982	Invoice Register
BIL957	Authorized Invoice Register
GL9300	S/A Journal
WOR140	Special Terms

Security: 602 - Financial Management General Ledger

Revision: 2024.08