Billing Codes

The Billing Codes frame allows you to create and maintain Billing Code record that define what to bill and how much. A billing code can be attached to a unit when the unit is created on Unit Main, or it can be assigned to a department on Department Main.

There are three broad “types” of billing codes:

Leased – Units are billed for leases, usage, fuel and repairs.
Motor Pool/Task – Units are billed for motor pool tickets. Usage cannot be charged, but a “Charge per Use,” can be entered for the rate for usage entered on a motor pool ticket. While repairs and fuel can be set to bill, charges will bill to the owning or using department and not the department that opened the ticket.
Non-Leased – Units cannot be billed for leases or motor pool, but can be billed for usage, repairs, and fuel.

Create a New Billing Code

Billing Information Section:

Billing Code – Enter a new billing code here, this field has a limit of eight characters.
Description – Enter a description for the billing code, this field has a limit of 30 characters.
Disabled (drop down) – Yes/No drop down to indicate if the code is disabled or not. The default value is ‘No’.
Effective Date – Date from which the billing information defined for the code becomes effective.
New Effective Date – Once a code is created, a new effective date can be entered here if necessary.
Type (drop down) – Leased, Motor Pool/Task, Non-Leased (see explanations above).
Approve All Units/Depts (button) – This button can be used later to approve all units and departments that are assigned the billing code. Please note, clicking the unit check box to approve the unit billing data will not populate the unit level, unless some other data on the billing code has been changed as well.

Once this section is complete, click the Save button at the top of the frame to save the new billing code. If the type is ‘Leased’ or ‘Motor Pool/Task’ the next section will be able to be edited after saving. If the type is ‘Non-Leased’, then the Lease Information section will be grayed out.

Details Information

Lease Information Section:

Rate – Rate for the lease, dollar amount.
Rate Per (drop down) – Method for applying the lease rate: per hour, day, or period.
Shift – Must be a valid shift from the Shift Maintenance frame.
Season – Must be a valid season code from the Season Code frame.

Usage of Primary Meter Section:

Flat Usage Per Period – Enter the usage per period, this number is either the number of free usage per period or the minimum number of free usage to charge depending on the value in the How to Charge drop down.
Charge Per Usage – This dollar value represents the amount of money charged per mile, kilometer, or hour.
How to Charge (drop down) – Choices are ‘Flat Usage Fee’ or ‘Charge as Min’.
Recording Method (drop down) – If the type is Motor Pool/Task this drop down will be read-only and the value will be defaulted to ‘Unit History’. If the type is Leased or Non-Leased you can choose from Unit History, Captured Meters, Entered Usages, and Don’t Bill.

Repair Information:

PLEASE read the following section carefully. If the Bill Fixed column is checked for the job on Work Order Main, only the setup in the top section applies to billing.

The top section pertains only to jobs that have the job’s Billed Fixed column checked on Work Order Main. It then comes through as a fixed charge, billed using the setup defined here. To further clarify, this section:

Is used to bill an entire job with one billing item, and one cost.
The job itself must have the Bill Fixed checkbox checked, and an Estimated Cost entered.
When billed, the job Est Cost amount will be billed to the billing item specified here.

The bottom section allows you to define how you want each of the other elements of the work order billed. For example, labor has an option to bill estimates, but it is a different method from the one above and requires the bill fixed column to be unchecked on Work Order Main.

NOTE: the estimates that are billed when the fixed column is not checked are based on the values in the Book Time column, NOT the Est. Hours column.

When to Bill Estimates (drop down) - Disallow Billing of Estimates (default), Always Bill Estimate, Always Bill Estimate - Unless Zero, Bill Estimate If Job Set To Do So, Bill Estimate If Job Set To Do So - Unless Zero.
When Billing Estimates With a Total Amount, Use This Billing Item - Enter a valid Billing Item, these items are created and maintained on the Billing Items frame.

When Not Billing Estimates, Do This:

Labor Billing - An estimate is billed as the number of estimated hours on the job multiplied by the labor rate as specified on the job location's Markup Scheme. 'Bill estimate unless 0' means that if the job has no labor estimate in hours, the job is billed its marked-up actual charges. The choices for this field are: Don't Bill, Bill Actuals - No Markup, Bill Actuals - With Markup, Bill Estimates, Bill Estimates - Unless Zero.
Part Billing - The choices for this field are: Don't Bill, Bill Actuals - No Markup, Bill Actuals - With Markup.
Commercial Billing - The choices for this field are: Don't Bill, Bill Actuals - No Markup, Bill Actuals - With Markup

Fuel Information:

The fuel information section allows you define how to bill fuel transactions for the billing code.

Fuel information tells FleetFocus M5 billing how to deal with fuel charges purchased from vendors (outside fuel) or dispensed from tanks, whether from Fuel Focus or M5’s product-issuing screens (inside fuel).

Both Inside Fuel/Products and Outside Fuel/Products have four values: 'Don’t Bill', 'Bill Actuals, No Mark Up', 'Bill Actuals, With Mark Up', and 'Bill This Amount'. The last of those will bill the 'Fuel Charge Per Gallon/Liter' regardless of the price that FuelFocus or the vendor uses.

Motor Pool

The Motor Pool tab allows you to define billing information for codes with a Motor Pool/Task billing type. This tab will be read only and not editable if the type is Leased or Non-Leased.

Fuel Charge:

Default Fuel Charge Per Gal/Liter - Default dollar amount to be charged per gallon or liter.

Employee Operating Information:

This section is used to bill for employee labor when using a motor pool vehicle. It is customer-specific functionality.

Time Type - This field will default to the Time Type default from the Time Type Matrix frame.
Rate with (Type) (Base 1.0 X) - Base rate for time type.
Rate with (Type) (Overtime 1.5 X) - Overtime rate for time type.
Rate with (Type) (Double 2.0 X) - Double rate for time type.

Rate Table Information:

This section allows you to set the billing method, rates, and free usage for motor pool billing.

Default Billing Method (drop down) - Choices are Hourly, Daily, Weekly, and Monthly. A month equals 30 days. System Flag 1196 controls the maximum number of hours in a half-day.
Rates - Dollar amount charged per hour, day, week or month.
Free Usage - The number entered here represents the amount of free usage before billing charges apply.
Bill Weekends - Check flag to apply billing to weekend usage (only applies to hourly or daily rates).
Bill Holidays - Check flag to apply billing to usage on holidays (only applies to hourly or daily rates).

Units/Depts

This tab displays a read-only list of all units and departments with this billing code assigned to them. The list will only populate once the Approve All Units/Depts button has been clicked and then the changes saved.

You can reverse the changes by clicking the same button, which will say Unapprove All Units/Depts.

Fixed

The Fixed tab allows you to setup Billing Items for fixed billing charges. Each billing code can be set to bill an unlimited number of fixed charges. Use the list of values to see the fixed charge bill items that were set up using the Billing Items frame. Each fixed charge applies to each unit or department assigned the billing code.

Project Rates

The Project Rates tab will display as a part of the Project Accounting module when the 'Use Direct Account Table' check box is unchecked on Company Definition. If that box is checked, this tab will not be visible on the Billing Codes screen. You can define the Account Segment Number, Default Hourly Rate, Default Usage Charge and the Project Rates on this tab.

Disable a Billing Code

To disable a billing code, enter or select the code from the LOV. Select 'Yes' from the Disabled drop down to the right of the description field. Click the Save button to disable the code.

Delete a Billing Code

You can delete an existing code provided it is not in use on any other tables in the system. If the billing code is in use, you will not be able to delete it from the system.

To delete a code that is not in use, click the Delete button (Red X) at the top of the frame. You will receive a popup asking you if you are sure you want to delete the billing code. Click Delete to confirm the action.

System Flags

2019 - Default Billing Code for New Units and Departments - Value entered here will be the default billing code when creating new Units and Departments.

2075 - Preserve Unit-Level Lease Rates (0,1,2) - For units that have a check next to them on the Units/Depts tab of the Billing Codes frame (aka: an approved unit):

If set to 0, all data in the billing code record, including rates, are propagated to the unit level - with or without a new effective date.
If set to 1, when no new effective date is entered, but non-rate data has changed, all non-rate data will be populated to the unit level. When users enter a new effective date, ALL data (including rates) are populated to the unit level.
If set to 2, the Billing Codes frame will display a "Preserve Rates" check box. When users make changes to billing code data without populating the new check box, the save action will behave in the same manner as when this flag is set to 0. When users make changes to billing code data WITH the check box checked, all rate data are preserved (not populated to the unit level) even if the user enters a new effective date prior to the save action.

5099 - Break Down Commercial Charges for Billing? (Y/N) - Successful warranty claims result in negative commercial charges signifying a credit from the vendor. These credits consist of four money values: parts, labor, miscellaneous, and tax. If this flag is set to "N", then all four values are reflected in the billing as a single, total amount. If this flag is "Y", then separate rows are created for each, with the "method" column saying which is which: 1 = part, 2 = labor, 3 = commercial part, 4 = commercial labor, 5 = miscellaneous, and 6 = tax. In addition, regular commercial charges are also broken into separate billing records, using the "3" through "6" methods above. This flag overrides flag 5349 ("Split taxes into separate bill period loc rows? (Y/N)" if 5099 is set to "Y".

5238 - Job "Bill Fixed" setting when billing code says to bill an estimate? (Y/N) - When a unit's billing code gives the option to bill an estimate with "Bill Estimate If Job Set To Do So", this flag determines whether to default "Bill Fixed" (BILL_FIX_FL) to yes or no for each job (or work request). A job's "Bill Fixed" (BILL_FIX_FL) setting is brought down from its work request, if there was one.

5239 - Job "Bill Fixed" setting when billing code says to bill non-zero estimate? (Y/N) - When a unit's billing code gives the option to bill an estimate (unless the estimate is zero) with "Bill Estimate If Job Set To Do So Unless Zero", this flag determines whether to default "Bill Fixed" (BILL_FIX_FL) to yes or no for each job (or work request). A job's "Bill Fixed" (BILL_FIX_FL) setting is brought down from its work request, if there was one.

5275 - Utilize functionality to auto calculate and apply billing lease rates? (Y/N) - When this flag is set to 'Y', the lease rate calculation process will be used.

5491 - Always Bill Estimates for Labor (Y/N)? - When set to Y, and billing code is set to bill estimates, do not require actual labor entry to bill labor.

Billing Codes

See also: