Miscellaneous Billing Tab

The Miscellaneous Billing tab allows authorized users to set up the defaults used when working with miscellaneous billing. To access the tab in Company FM Settings, go to Maintenance > Financial Management > Company FM Settings.

Transaction Processing Options

The Transaction Processing Options section defines the defaults for Miscellaneous Billing (MB) transactions.

  1. If miscellaneous billing processing is done from a central location (only one department), select the Centralized Department value. This box contains all departments to which the user is authorized.

    If entered, this is the default department used every time an MB invoice batch is generated. All journals from the sub ledger will be assigned to this central department as well.

  2. The Increment Counter Number Based on Fiscal Year check box determines which Counter Year sequence to use. The system assigns a counter number to the invoice and it begins with the year the MB invoice was created. If the check box is selected, the contract number uses the fiscal year value as the prefix (i.e., Counter Year). If this check box is not selected, the calendar year is used as the prefix.
  3. The Fax Invoices check box allows you to fax miscellaneous billing invoices to recipients.
  4. The Email Invoices check box allows you to send miscellaneous billing invoices as email messages to recipients.
  5. Select the Allow Changes to Approved Invoices check box if miscellaneous billing invoices may be edited after they have been approved. Users will then have to re-validate the MB invoice, but no additional approvals will be required.

    If the check box is not selected, no changes can be made after an approval has been placed, unless the MB invoice gets returned to the original creator. This prevents the invoice from being altered throughout the approval process.

  6. The Validation and Approval Sequence box displays the method to be used when validating and approving invoices. This setting defines the work flow order that must be followed; It is recommended that validation occurs before approvals; this way the system will catch anything before you actually review the MB invoices The default is Require Approvals for Validation. The available options are:
    • Require Approvals for Validation–If selected, the invoice batch must be fully approved before it can be validated.
    • Require Validation for Approvals–If selected, the invoice batch must be validated before it can be approved.
    • Require No Dependencies–If selected, added invoice batches can be validated and approved in any sequence.

Customer Information

The Customer Information section contains the Next Customer Number box. This value is required. Enter the number that should be assigned to the next miscellaneous billing customer entered in the system. Each time a miscellaneous billing customer is created, the system will increment this number.

Email Invoice Notification

Settings in this section allow you to determine whether or not eMiscellaneous Billing users can be set up to receive email notification of invoices, delinquency notices, and customer statements, and, if so, whether or not customer enrollment confirmation will be required.

Note: To use email notification functionality, you must be licensed for the eSuite eMiscellaneous Billing module. Otherwise, the Email Invoice Notification settings will be disabled.

  1. If the Use Email Notification check box is selected, email notification functionality will be enabled. This allows authorized MB users to enroll selected customers for email notification (see Back Office Customer Setup). This also gives eSuite administrators the option of enabling customer self-enrollment via the eMB module. If the Use Email Notification check box is cleared (its default state), email notification functionality will be disabled.

    Note: Whenever the Use Email Notification check box value is changed from selected to cleared, and that change is saved, an email message will be sent to all enrolled customers to inform them that they have been unenrolled. Thereafter, their invoices will be sent via regular mail.

  2. If the Require Enrollment Confirmation check box is selected, users must complete a two-step enrollment confirmation process before they can start receiving email notifications (see How Customers Self-Enroll for Email Notification). This check box is only enabled when the Use Email Notification check box is selected. Its default value is cleared.

  3. The eMiscellaneous Billing eSuite URL field displays the path or URL with which you access eMB. The URL is included here for informational purposes only; it can be viewed but not edited. Should the URL require modification, it is set up and maintained in the eSuite tab of the Company Suite Settings page (Maintenance > new world ERP Suite > System > Company Suite Settings > eSuite).

After you enter all of the appropriate options, click Save to store these settings. 

Click Reset at any time to return to the previous state the page was in when the page was last saved.

To print the system settings, click Print. On the Company FM Settings Listing dialog box, click OK to submit the listing to myReports.

See Also

Asset Management

Company FM Settings