Setup Billing

Use this screen to set up billing information for your business. The Setup BIlling screen has been divided into several categories, each containing important settings. Select the category on the left side of the screen, and the settings for that section will appear on the right.

Keep in mind that not all sections may apply to your business. In addition, the sections in the setup list may be hidden based on the features included with your license and/or general options not chosen.

When checked, the billing features of the application will be enabled. Uncheck to hide these features and any others dependent upon billing capabilites. You must close and re-open the software to have these changes take effect.

Select the default method used to output statements. This value may be overridden during statement distribution. You can select from the following options:

File	Send the statements to a file for printing by a third party printing service. This option requires the optional File Export module.

This value will be used to qualify customers to receive statements based on their balance. This value can be overridden when distributing statements.

This value will be used to qualify customers to receive messages based on their balance in the appropriate aging range. You can therefore avoid printing a statement message on a customer whose balance is below a certain threshold. Dunning messages are defined in Setup Forms, in the statements section.

When checked, the program will generate a statement for all active customers that have a balance, even if no new transactions or payments were posted to the account since the last statement was generated.

Select whether to allow the program to automatically compress files when exporting statement data.

Specify a password to restrict access to compressed files created when exporting data.

Optical Mark Recognition (OMR) is a printing technique that allows specialized postal equipment to automate the separation, folding, and stuffing of bills into envelopes.

Enter the level of OMR functionality to include on printed statements. This value depends upon the type of OMR equipment you use.

Enter the number of pages in a multi-page statement that will cause a divert to deck mark to print.

In this section, you can select whether to set on billing group for all customers, or to vary the billing group used depending upon the day of the month that the customer is entered if you plan on using multiple billing cycles for your customers depending on date. The billing group assigned here is the default billing code for the customer and can still be changed on their record.

ManageMore can automatically transfer funds directly to your company from your customers, to pay their statement balances, or recurring charges generated. Simply set the options in this section to the EFT provider of your choice. Then, during the statement distribution process, you can select to distribute your statements via EFT. You can also set a customer's preferred statement method to EFT for easy processing of customers who wish to use this option.

This section is for setting up electronic payment of statements and/or recurring charges.

•	For point-of-sale and online credit card processing, see the Payment Authorization section in Setup POS.

•	For an overview of credit card processing, see the topic in the Advanced Features chapter.

EFT functionality requires sign-up with an authorized merchant services provider, and licensing of EFT Pro from Intellisoft. Please contact Intellisoft Sales Department, or visit our website at www.managemore.com/credit-card-processing.htm

Online Mode gathers immediate approval for each payment processed. The program will automatically create a payment record for each approved item. A report is created by the program, detailing approvals and denials. A log file is also created, which is named email.txt (found in the Forms folder inside the data folder). This file contains information for each customer denied by the process. This file may be used to contact customers, using the program's built-in E-Mail Pro bulk e-mail, or by some other method.

Batch Mode will create a file, which is given to the bank. The bank then debits approved customer's accounts, and deposits the total into the company bank account. The company should then use the Auto Build feature in the Batch Payments process to create a batch of payments for all EFT customers. A report is returned from the bank, identifying rejected transactions. These payments can be deleted from the batch. If the batch has already been posted, the payments must be reversed manually from the customers' accounts.

Select the method you wish to use for processing billing payments via EFT. Depending on the method you select, other fields will be available on this section.

IntelliCharge

This is the recommended EFT processing method for ManageMore. IntelliCharge is an internet-based system that can also process electronic checks and can work with the ManageMore point-of-sale. IntelliCharge works in online mode. To use this method, you must also complete the IntelliCharge settings in the Payment Authorization section, and be using the AUTHORIZENET gateway, and install the included software driver.

PC Charge

The PC Charge system can be used to accept credit card payments. This system works in online mode, and requires additional software sold separately. To use this method, you must also complete the PC Charge settings in the Payment Authorization section.

CIBC	This Canadian bank provides credit card acceptance and automatic account debiting for billing purposes. This system works in batch mode, whereby a file is created and sent to the processor.

ICVerify

The ICVerify system can be used to accept credit card payments. This system works in online mode, and requires additional software sold separately. To use this method, you must also complete the ICVerify settings in the Payment Authorization section. Note: This feature is no longer supported.

ASCII csv

This method will use a batch mode CSV format, for use with alternate merchant processors.

This setting determines the amount that will be transferred from the customer during the EFT billing process.

Select this option to send address verification information along with the card information when processing EFT payments.

Select which unpaid invoices you normally wish to review in order to calculate finance charges. This setting may be overridden when generating finance charges.

All Unpaid Invoices

The program will examine all invoices which remain unpaid. If the due date has passed and a balance remains on the invoice, a finance charge will be assessed. This method can result in a finance charge being assessed multiple times on the same invoice.

New Past Due Invoices

The program will examine any invoices which have not previously been subject to finance charges. If any new invoices were paid after the due date, or remain unpaid after the due date, a finance charge will be assessed. This method will not result in a finance charge being assessed multiple times on the same invoice.

Choose the minimum balance that an invoice must have in order to qualify for a finance charge. If zero, all invoice balances will qualify. This setting may be overridden when generating finance charges.

Enter the applicable percentage that should be used to calculate finance charges, or enter a flat dollar amount. This setting may be overridden when generating finance charges.

Enter a grace period in days. The grace period gives customers a little extra time (starting from the invoice due date) before finance charges are assessed on an unpaid invoice. This setting may be overridden when generating finance charges.

Enter a number of days by which a finance charge must be paid. This will determine the due date on the invoice created for the finance charge itself. This setting may be overridden when generating finance charges.

Click this button to preview the selected form on-screen with the settings as displayed.

If checked, the program will print the company watermark image in the background of the document. The watermark image is set in the Setup Company section.

If checked, the program will print the company logo on the upper left of the document. The company logo is set in the Setup Company section.

If checked, the program will print postal barcodes for quicker delivery and customer barcodes for error-free remittance processing on the statement.

If checked, the program will print the company name and address on the upper left of the document. Leave this value unchecked for pre printed forms.

If checked, the program will print an Address Service Request message on the statement form. This line will allow the post office to check its database for a correct address should the one already printed on the statement be incorrect. The post office will remit the correct address to your company for record keeping.

If checked, the program will not print any graphic items on the document. Select this option for pre printed forms.

The form to use when printing the billing document. Choose a form number and its description will appear to the right.

Select the printer to use when printing on this workstation. If blank, ManageMore will print to the default printer.

Messages on statements can be customized for certain class codes, and for various aging ranges. These messages can be limited to customers with balances in the appropriate aging range which is greater than a certain amount.

Displays the class code for which messages are defined. One entry is shown for each class code defined in the Class Code list.

The message to appear on the statement if the customer's oldest invoice is 1-30 days past due.

The message to appear on the statement if the customer's oldest invoice is 31-60 days past due.

The message to appear on the statement if the customer's oldest invoice is over 60 days past due.



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