Add or Edit a Customer Record

The Identification screen of the Miscellaneous Billing Customer page allows authorized users to enter or update general, personal information about customers such as their mailing addresses and tax information. This is shown as the default page.

1. Select the Active check box if the status of the customer is active. The default is selected. In EDIT mode, it cannot be changed to deselected if invoices exist with a process status of Edit or Open or customer has a current undesignated balance.
2. In Last Name/Business, type the last name of the customer or business name. The maximum character length is 50; the minimum is 1.
3. In First Name, type the first name of the customer. The maximum character length is 20.
4. In Middle Name, type the middle name of the customer. The maximum character length is 20.
5. In Suffix, select the suffix applied to the name of the customer, if applicable.
6. In Primary Address, type the primary mailing address of the billing customer. The first line of the address is required. The second and third address lines are optional. The maximum character length is 40; the minimum is 1 (per line).
7. In Zip Code, select the zip code in which the customer is located. Based on the zip code selected, the City and State boxes are automatically populated.
8. In City, type the city in which the customer exists. If you entered the Zip code first, the city is automatically populated for you.
9. In State, select the state in which the customer exists. If you entered the Zip code first, the state is automatically populated for you.
10. In Federal Tax ID, type the customer’s federal tax identification number. The maximum numeric length is 9 (excludes delimiters).
11. In State Tax ID, type the customer’s state tax identification number. The maximum numeric length is 15 (excludes delimiters).
12. In Social Security Number, type the customer’s social security number. The maximum numeric length is 9 (excludes delimiters).
13. In Driver's License Number, type the customer’s driver’s license number. The maximum character length is 20; there are no character restrictions. The number must be unique.
14. In Phone Number, type the customer’s telephone number. The maximum numeric length is 10. This field accepts numeric entry only.
15. In Type, select the customer type assigned to the customer.
16. In Category, select the category to which this customer belongs. The category is defined in Validation Set 293. Press CTRL and click the field to open the Validation Set Values List dialog box where you can add or edit a validation set. Category is a way to group customer types together for reporting and inquiry purposes; examples are: Business and Individual.
17. Select the Internal Customer check box if the customer is internal to your organization or municipality. When selected, the Internal Customer Department field is displayed. In the drop-down list, select the internal customer’s department. Memo invoices may be issued only to internal customers that have valid departments defined.
18. Select the Inventory Customer check box if inventory will be issued to the customer. When selected, the Bill Inventory field is enabled. In Bill Inventory, select one of the following three methods for billing:
    • Inventory – Bill the customer directly for inventory from the Inventory Control module. When inventory is issued, debit the department’s expense account and credit an inventory account, creating no other accounting entries or invoices.
    • Memo Bill – When inventory is issued to a customer, bill the customer with a memo invoice through the Miscellaneous Billing module.
    • Standard Bill – When inventory is issued to a customer, bill the customer with a standard invoice through the Miscellaneous Billing module. This method applies automatically to all external customers.
19. In Work Order Customer Category, select the customer category to be assigned to the customer if billed for work orders. When selected, the Bill Work Orders field is enabled. In the drop down list, select one of the following two methods for billing:
    • Standard Bill – This method creates a "regular" invoice and receivable the customer has to pay.
    • Memo Bill – This method creates an internal (within the city/county) invoice the customer does not “write a check” to pay. A Memo Bill usually hits the general ledger account directly instead of creating a receivable that requires payment.
20. Select the Exempt from Late Fees check box if the customer is exempt from late fee charges.
21. Select the Exempt from Finance Charges check box if the customer is exempt from finance charges.
22. Grantor Type is visible and enabled only if the system license key for Grant Accounting is selected. In the drop-down list, select the type of grantor that applies to the customer. It allows ability to setup MB customers to reimburse for grant tracking.
23. After updating or entering the required information, click Save to retain the settings or Save/New to create another Identification record.

See Notes for more information on adding a note.

The Contacts screen of the Miscellaneous Billing Customer page allows authorized users to enter or update customer contact information. Each MB customer can have multiple contact addresses. The defaults from the Identification screen default in as the primary contact.

1. In Contact Name, select a customer contact or click New at the bottom of the page. The drop-down list contains all contacts defined for the selected customer. The default is the selected contact name or primary contact. On the left of the field is a Move Previous symbol; click the symbol to move the display to the previous customer contact record in the list. On the right of the field is a Move Next symbol; click the symbol to move the display to the next customer contact record in the list. Click the Move First symbol to display the first customer contact listed. Click the Move Last symbol to display the last customer contact listed.
2. In Name, type the full name of the contact. The maximum character length is 64; the minimum is 1. There are no character restrictions. The default entry is the customer name on the Identification screen.
3. In Description, type the textual description of the contact if needed.
4. In Address, type the address at which the contact is located. The first line of the address is required if a city or state are entered. The second and third address lines are optional. The default entry is the address on the Identification screen.

5. In Zip Code, select the zip code in which the customer is located. Based on the zip code selected, the City and State boxes are automatically populated.
6. In City, type the city in which the customer exists. If you entered the Zip code first, the city is automatically populated for you.
7. In State, select the state in which the customer exists. If you entered the Zip code first, the state is automatically populated for you.
8. Select the Bank Draft check box if the contact has provided bank draft information.
9. In Routing Number, type the contact’s bank account routing number. It is enabled and required if the Bank Draft check box is selected. The valid values are 0 through 999999999.
10. In Account Number, type the contact’s bank account number. It is enabled and required if the Bank Draft check box is selected. The maximum character length is 16; the minimum is 1.
11. In Account Type, select the type of bank account. It is enabled and required if the Bank Draft check box is selected. The available options are <blank>, Checking, and Savings.
12. Select the Notice Sent check box if notification has been sent from the bank to verify that the account is valid. It is enabled if the Bank Draft check box is selected.
13. The Active check box is selected if the contact is active.
14. The Primary check box is selected if the contact is the primary contact on the account. There can only be one primary contact for the customer. If a primary contact already exists and a new primary contact is entered, the existing primary contact is no longer the primary contact.
15. In Phone Number, type the contact’s telephone number. The maximum numeric length is 10. This field accepts numeric entry only. The default entry is the phone number on the Identification screen.
16. In Extension, type the contact’s telephone extension number, if needed.
17. In Type, select the type of the above-referenced Phone Number. These values are defined in Validation Set 17. Press CTRL and click the field to open the Validation Set Values List dialog box where you can add or edit a validation set.
18. In Alternate Phone Number, type the contact’s alternative telephone extension number. The maximum numeric length is 10. This field accepts numeric entry only.
19. In Extension, type the contact’s telephone extension number, if needed.
20. In Type, select the type of the above-referenced Alternate Phone Number.
21. Select the Fax Invoices/Notices/Statements check box if communication will be done with the contact via fax. If selected, then the Fax Number field is required.
22. In Fax Number type the contact’s fax number. The maximum numeric length is 10. This field accepts numeric entry only. This is required if the Fax Invoices/Notices/Statements check box is selected.
23. In Email Address, type the contact’s email address. The maximum character length is 128; the minimum is 1. This field is required if the Email Invoices/Notices/Statements check box is selected.
24. Select the Email Invoices/Notices/Statements check box if communication will be done with the contact via email. If selected, then the Email Address field is required.
25. The Enrollment Status field indicates the customer's email enrollment status and is for informational purposes only; it cannot be modified here in any way. Values include Enrolled, Partially Enrolled, and Fully Enrolled. For more information, see Email Notification for eMB customers.
26. Select the Print Statement check box if you would like a customer statement printed on save. If you do not want to print a statement, leave this check box unchecked.
27. If you select to print a customer statement (i.e., the Print Statement check box is selected), you can use the drop-down controls beneath the Print Statement check box to specify the month or range of months for which the statement should be generated for the address specified in earlier steps. These controls default to January and December respectively.
28. After updating or entering the required information, click Save to retain the settings or Save/New to create another Contacts record.

The Recurring Invoices screen allows authorized users to enter or edit recurring invoice information such as number of times to bill, apply late fees and/or finance charges, and billing address. MB Invoice types that were setup as Template are assigned to the customer for recurring billings. Each customer can have multiple recurring invoices assigned to them.

1. In Invoice, select a different invoice type. The default is the first recurring invoice type. If there are no recurring invoices specified for the customer, the default is <blank>. The drop-down list contains all invoice types for the selected customer to which the user has invoice type security. On the left of the field is a Move Previous symbol; , click the symbol to move the display to the previous invoice type record in the list. On the right of the field is a Move Next symbol; click the symbol to move the display to the next invoice type record in the list. Click the Move First symbol to display the first invoice type listed. Click the Move Last symbol to display the last invoice type listed.
2. In Type, select the invoice type for the customer recurring invoice.
3. In Description, type the textual description of the recurring invoice. The maximum character length is 64; the minimum is 1.
4. The Active check box signifies whether the recurring invoice is active and still being sent to the customer. In ADD mode, the default is selected and disabled.
5. In Start Date, select the start date for the recurring invoice. The default is the current system date. The date must be a valid date.
6. In End Date, select the end date of the recurring invoice. The default is 12/31/2999. The date must be greater than or equal to the Start Date and must be a valid date.
7. In Number of Times to Bill, type the total number of times the recurring invoice will be billed in between the Start and End Dates specified. The default is 9999. The acceptable range is 1 through 9999.
8. In Billing Frequency, select the recurring interval of time that customers are billed. If several customers are billed annually but in different months, this field helps to eliminate errors during invoice entry.
9. If the Invoice Type selected is a memo invoice, the Memo Invoice check box displays. Select the check box if this recurring invoices will support memo invoices. If not selected, any billing code that has not been flagged as a memo billing charge will be disabled.
10. Select the Apply Late Fees check box if late fees should be applied to the recurring invoice. It is disabled if either the invoice type does not allow late fees or the customer is not billed late fees. The default is selected if Late Fees are applied for the invoice type.
11. Select the Apply Finance Charges check box if finance charges should be applied to the recurring invoice. It is disabled if either the invoice type does not allow finance fees or the customer is not billed finance fees. The default is selected if Finance Charges are applied for the invoice type.
12. In Billing Address, select the default billing address to use for the invoice. The default is the billing address associated with the selected MB customer. The drop-down list contains all billing addresses for the selected customer. On the left of the field is a Move Previous symbol; , click the symbol to move the display to the previous billing address record in the list. On the right of the field is a Move Next symbol; click the symbol to move the display to the next billing address record in the list. Click the Move First symbol to display the first billing address listed. Click the Move Last symbol to display the last billing address listed.
13. In the Comments drop-down list, you can optionally select a standard message to appear on the MB invoice or type a message in the text box below the drop-down list. If you select a previously created standard message, you can edit the text of that message. When you edit the text of a previously created message, the system makes a copy and it does not affect the originally created message template.
14. After updating or entering the required information, click Save to retain the settings or Save/New to create another Recurring Invoices record.

Billing Code List

Below is a description of the fields and icons displayed in the Billing Code table. Clicking the Detail icon in the list opens the Invoice Billing Detail pop-up window.

Click here for more information on the fields.

Field	Description
Billing Code	Billing code associated with the recurring invoice.
Quantity	Number of items.
Unit of Measure	Unit of measure used for the billing code.
Detail	Clicking the Detail icon opens the Invoice Billing Detail pop-up page.
Insert	Clicking the Insert icon inserts a new row of the billing code below the row on which the icon was clicked.

Invoice Billing Detail

The Invoice Billing Detail pop-up page, accessed by clicking the Detail icon on the Recurring Invoices screen of the Miscellaneous Billing Customer page, allows authorized users to view detailed billing information for a selected recurring invoice. Click OK after updating the page and to save the changes.

Click here for more information on the fields.

Field	Description
Quantity	Total number of items to apply to the selected billing code on the recurring invoice. The acceptable range is -.0001 through -9,999,999.9999 and .0001 through 9,999,999.9999. The default is the value entered in the Quantity field for the row in the Billing Code list on the Recurring Invoices screen on the Miscellaneous Billing Customer page. Zero is an invalid entry.
Unit of Measure	The unit of measure associated with the items ordered for the selected billing code on the recurring invoice. It is enabled if Quantity is not equal to 0.
Comments	The free-form comments associated with the recurring invoice billing detail. The maximum character length is 256.
Override Values	The invoice billing detail override values.
Rate per Unit	The rate to override the default rate of the items ordered. The acceptable range is -.0001 through 9,999,999.9999 and .0001 through 9,999,999.9999.
Override G/L Account	The general ledger account used to override the default general ledger account for the items ordered.
Expense G/L Account	Select a general ledger account that will be expensed for the invoice.
Expense Project	select a project that will be expensed for the invoice.

The User-Defined Fields page allows authorized users to enter or edit user-defined information regarding the miscellaneous billing customer.

After updating or entering the required information in the User-Defined Fields, click Save to retain the settings.

Use the Documents page to track documents associated with a record on your system. Documents may include Microsoft Word® text files, digitized photographs, or even video clips. The Documents screen uses the Document Viewer feature. Remote Documents can also be added via the Document Viewer.

The Notes page (accessible from the Identification attribute screen) allows authorized users to enter and maintain notes for a miscellaneous billing customer record. The additional information can be sent to individuals or groups of users.

To view or add notes to a customer record, click the Notes button at the bottom of the screen. The Document Viewer will be displayed allowing you to add information.