Following is information on the different options available for meter reads.
Estimated Meter Read
This method allows an average or estimate to be billed, then when the real reading is received Jim2 reconciles the new reading automatically. To do this use an Estimate stock code to indicate to the customer on their invoice that an estimated reading has been billed. The Unders meter will also need to be utilised.
In order to set the database up to handle averages/estimates global setting needs to be configured, and several stock codes created, if they do not already exist.
On the ribbon, go to Stock > Add Stock and create a non depleting stock code for billing estimates, as per the example below:
This stock code does not need any meter type set in the Contracts tab as it will be displayed on estimated reading jobs for the customer's information only.
Add an Unders stock code for both black and colour, as per the examples below. This will be the billing code used for the estimated reading. If this code already exists, use the existing code.
In the Contracts tab, set the Meter Type to black or colour, as appropriate, and the Billing Type to Unders.
Now the Estimate stock code created in the contract options needs:
Meter setup – note the addition of the Unders billing information:
Clicking Add Meter and Add Billing Meter Job at the bottom of the contract, will now have additional options at the bottom of the Billing Meter Rad screen to enter an average.
Instead of an average, an Estimated Bill can be entered, in which case a meter reading from past experience with this customer can be nominate. If an estimate is selected, Jim2 will offer to default to the average reading if preferred.
For this example, say No, and enter an estimate of 55,000 black copies and 11,500 colour copies. Jim2 will create a billing job similar to the following:
The customer's invoice shows the reading is an estimate, as per the terms and conditions of the agreement. In a later billing cycle, the estimate will be reversed, and an actual reading recorded. To keep it simpler for the customer to read, hide the contents of the reconciliation from them.
There is a No Read option in the Billing Meter Read screen which allows billing of a contract, in particular a Master contract where readings have not been received for the contracts, but minimum charges still need to be billed.
First, create a journal stock code (on the ribbon, go to Stock > Add Stock) to be used on billing jobs where no read was received. This is a simple stock code similar to the previous Estimate example, and needs no meter setups in the Contracts tab.
Next, enable the No Read option in contract options:
For the purpose of this example, there is a master contract with a single child. The minimum volume on this contract is 10,000 black and 2,500 colour per month.
This month, there is no reading for the child, but still bill the master and child for the minimum volumes as per the contract.
Select the master contract, and click Add Meter, then Add a Billing Meter. At the bottom of the meter read entry screen, select the Read Type drop down list, select No Read, then click Generate Job.
The child meter reading is missing when the master is being billed. After selecting read type as No Read, the Confirm screen will appear asking to proceed in billing the master and child without a reading. Click Yes.
Jim2 will now create two billing jobs – one for the child and one for the master contract.
Child contract billing job
The NO.READ stock code present on billing job identifies this contract as having been billed with no reading.
Master contract billing job
Jim2 will bill the minimums as unders against the master contract, ensuring that the customer or funder is billed the minimums each month, regardless of the customer providing a meter reading for the contract.
Further information