Setting up a New Bill Codes

Bill Codes are a designation of how a particular Customer should be billed.

Bill Codes are used to identify and report on specific Customers and their billing behavior.

1. Select System Tools > Database Setup > Customer &Billing Data > Bill Codes.

2. Select 'New'.

3. Enter Code (short form) and Description (long form).

4. Set Months Ahead or Months Behind.

Months Behind if set to 1 will include the current month. For example, if billing occurs on Sept 30th for the month of Sept, enter 1 in Months Behind.

The following settings are optional:

Maximum Form Amount: Input how much a customer must owe in order to receive a specialized Bill Form (Maximum Bill Form) indicating an excessively large balance is owed.
Delinquent Balance: Select an aging bucket (30 days, 60 days, etc.) to determine when a customer in this Bill Code is considered delinquent and select a balance to determine how much must be owed before a customer can be considered delinquent.

NOTE: Delinquency behaviors can also be assigned more accurately during the Delinquency reporting process. The Bill Code Delinquent behavior only triggers the Delinquent Bill Form, which can be customized to include Delinquency Comments.

Minimum to Bill: Set a minimum cost that a customer must owe before a bill is sent out.
Print Payments: Display payments made by the customer on the bill if checked.
Regular Form, Maximum Form, Delinquent Form: Forms are billing templates that will display specialized comments or information on a bill if the Maximum Form Amount has been set and met, a Delinquent Balance has been set and met, or for all bills (regular).
Finance Charges: Also known as late fees, set a Rate (Rate is the full Annual %), Minimum Fee on top of rate charges, Minimum Balance to apply charges, Aging to Determine which bucket is considered eligible for late fees, and which Months to Apply the Rate to (in cases of non-monthly billing).

Transaction Type & Description may be added for extra documentation but are optional.

NOTE: A box must be checked for Months to Apply Rates if applying Finance Charges. Months to Apply Rate will produce a Finance Charge if the customer meets the set criteria for any months that they are either billed or that are Finalized, given that those respective months are checked.