Periodic Billing Policy for Long-Term Residents

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Overview

This document provides a step-by-step guide to creating a periodic billing policy for a long-term resident. It covers the setup of unit types, rent products, and billing policies to ensure accurate and efficient billing processes.

Prerequisites

  • Access to the system's Setup menu
  • Knowledge of the Business Setup and Pricing and Rates sections
  • Understanding of product group and rate setup

Steps

Setup Unit Types and Rates

  1. Access Setup:
    - Click on Setup from the Menu Bar.
  2. Create Long Term Unit Types:
    - Navigate to Business Setup > 7. Unit Types > Units > Features.
    - Create the Long Term Unit Types.
  3. Enter Rates:
    - Go to Pricing and Rates > 3. Rate Setup.
    - Enter a $0.00 rate for Long Term unit types in the Regular rate group tab.
    - Press Submit to finalize the rates.
    - Select the Occupant Rates radio button, enter a $0.00 rate, and press Submit.
  4. Create Long Term View:
    - In Business Setup > 15. View Setup, create a Long Term View tab for the Long Term Unit Types.

Setup Rent Products

  1. Create Product Group:
    - Go to Business Setup > 9. Products and Services.
    - Select Product Group Setup and click Add to create the Product Group Long Term Rents.
    - Press Submit and refresh the screen (F5).
  2. Create Rent Levels:
    - Open Product Setup and click Add to create the rent levels as products (e.g., Rent $100, Rent $150, Holiday Vans $1250).
    - Fill in:
  • Label: Name of the Rental Charge (e.g., Rent $100).
  • Group: Select the Product Group Long Term Rents.
  • GL Type: Revenue.
  • Taxes: Select the Long Term Tax.
  1. ROS Users:
    - For permanent residents with a balance, create a second product ROS Opening Balance.
    - Group: Select the Product Group Long Term Rents.
    - GL Type: Revenue.
    - Taxes: Select the Long Term Tax.

Setup Rent Products Prices

  1. Enter Prices:
    - Click on Setup.
    - In Pricing and Rates > 4. Product Rate Setup under the Regular tab, expand the Product Group Long Term Rents.
    - Enter prices for each rent level and press Submit.

Create Reservation

  1. Create Reservation:
    - Create the reservation for the resident's stay duration.
    - Enter client details and check in the reservation as normal.
  2. Setup Billing:
    - After checking in, switch to the Charges/Payments tab.
    - In the Billing section, click Setup.

Billing Setup

  1. Access Billing Policy Setup:
    - Clicking Setup directs you to the Billing Policy Setup panel.
    - Ensure the correct Billing Policy Type is selected.
  2. Verify Details:
    - Unit #: Taken from the reservation.
    - Reservation #: Taken from the reservation.
    - Start Date: Reservation’s Check In date.
    - End Date: Reservation’s Check Out date.
    - Next Billing Date: Same as the Start Date.
    - Time Period/Interval: Ensure correct selection.

Add Rental Product

  1. Add Product:
    - Under Products/Services tab, click Add.
    - Product Group: Reservations Products.
    - Product Label: Select the Unit Type (e.g., Permanent Site).
    - Rate Type: Select User Defined Rate.
    - Base Rate: Enter the Rent Amount.
    - Tax 1: Select the appropriate Tax (e.g., Perm 5.5%).
  2. Finalize Product:
    - Click Add to add the new Rental Product to the policy.
    - Press Submit to finalize the change.
    - Click Activate to activate the policy.

Troubleshooting

  • Ensure all rates and products are correctly entered and submitted.
  • Verify that the correct Billing Policy Type and Time Period/Interval are selected.
  • For any discrepancies, review the setup steps and confirm all entries are accurate.

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