 |
Note: In your database, Project may have been renamed to Machine, Contract, Agreement or something else entirely. For the remainder of this explanation this will be referred to as project. |
Examples from v4.3 style contract and billing setup.
In a Jim2 project that is set up for Managed Print Services (MPS) BILLING, the Next Bill Date field is very important, and is to be carefully considered and managed.
When a billing cycle is processed on a project, the Next Bill Date is moved forward by 1 billing period each time. The date that is displayed in the Next Bill date of the project at the time of billing is recorded in the Due/Date Due field of the resultant job and or purchase order.
|
NOTE: In a job/purchase order that is not related to project billing, the Due/Date Due field's primary purpose is to indicate a date for expected completion. In jobs, this may indicate an SLA agreement is in place and service work should be completed by the due date. In a purchase order, the Date Due would indicate when you expect to receive the goods from your supplier. It is important to distinguish that these due dates are not related to debtor/creditor payment due dates. For detail on debtor creditor due dates see Payment Terms. |
In the Billing History (formerly Meter Reads) tab of a project, you can identify by the Due Date column what the Next Bill date was at the time a billing job/PO was generated. The Add Date column identifies the date the billing was processed and the Date Out indicates the invoice date.
|
NOTE: Scroll across to the right to view the Add Date and Date Out columns. |
The use of due dates to identify what period a billing job/PO was for gives Jim2 the ability to go back in time and regenerate billing with the possibility of knowing what the meter read should have been on that date.
In the above image, for example, we can see that for the billing of March 19th 2023 the black meter read was 187,024 and colour was 88,880. We can also see that the billing was processed on 19/03/2023, the meter read was dated 17/03/2023 and the invoice to the client was dated 20/03/2023.
Using this example, let’s move the Next Bill date of this project back to March 19 2023 and select Add Meter > Add Billing Meter Job. After passing the warnings that the billing period is in the past and that March 2023 has already been billed, notice in the Billing window the Last Meter Value column is displaying the meter reads dated March 2023.
For successful MPS billing in Jim2, it is important to manage and monitor carefully the Next Bill dates on all projects.
Best practice is to have a published list that auto runs every 60 minutes, displaying billing projects that are at Billing Due state. Any contracts that appear in this list must either be billed, or managed to remove them from this list each day.
For more information about creating and managing published lists, please see Published Lists.
For further information on managing Billing in Jim2 please contact support@happen.biz
Further information