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This section guides the user through the menu options that are available under the Misc. Charge/Credit menu.
Newspapers sometimes interface miscellaneous credits to the AP system between billing periods (so, for example, a check for a contest prize can be sent immediately). This can be done via Misc. Charges Export. In order to be exported, a miscellaneous credit must be unbilled and part of an accepted batch.
Select Misc. Charges Export from the Misc. Charge/Credit menu to display the Misc. Charge/Credit Export window.
Click Add and complete the following fields.
COMPANY, BILL SOURCE
setup
Enter the company and bill source for which to interface miscellaneous credits, or enter “*” to multi-select companies and bill sources.
START DATE, END DATE
date
Enter the date range for which to export miscellaneous credits. Only miscellaneous credits entered within this date range will be exported.
MINIMUM AMT
decimal (10)
Enter a minimum amount for the interface. Only miscellaneous credits that are equal to or greater than this amount will be interfaced.
DUE DATE
date
Enter the due date for the carrier check to be cut by the AP system.
CHARGE CODE
setup
Enter the miscellaneous credit code that should be interfaced, or enter “*” to multi-select credit codes. Only miscellaneous credits can be selected, not charges.
Click OK and then Continue to run the interface. A processing report will display the number of records exported and any errors. Credits for the miscellaneous credit codes selected will be exported to the file /dti/exchange/cm/misccredsMMDD, where “MMDD” are the month and day of the due date entered. The format of the file is based on Interface to AP format defined in the Business Rules (see Appendix B). A debit transaction will also be created for the carrier’s account, which will be picked up during the next account billing and debited from the carrier’s account balance.
When complaints are entered in Customer Service, they can be flagged to charge the carrier. An actual charge, however, is not created until the charges are reviewed in this option.
Complaints are entered in Services | Customer | Transaction | Add | Complaint. The operator indicates whether the carrier should be charged for the complaint.
A batch of miscellaneous charges is created for complaints within a certain date range using this option, Charge For Complaints. Complaints can also be modified here. Charges will not be created for complaints that have an “n” in the CHG column or a charge amount of zero.
Complaints from the batch can be modified or deleted in Misc. Charge/credit | Misc. Charge.
The charges are accepted in Misc. Charge/credit | Misc. Charge and are ready to be billed.
Select Charge For Complaints from the Misc. Charge/Credit menu to display the Complaint Batch screen.
Set parameters for the charges to be included in this batch.
PRODUCT
setup
Enter a publication for the batch. Only complaints entered for this publication will be included.
START DATE, END DATE
date
Enter a date range for the batch. Only complaints entered during this date range will be included.
DISTRICT
setup
Enter the district that you want included in the batch or enter “*” for a multi-select window. Only complaints for routes in these districts will be included.
ROUTE TYPE
predefined
Enter the route type you want included in the batch or enter “*” for a multi-select window. Only complaints for routes of these types will be included. See Route Type in the Setup Manual for more information.
RATE SOURCE
predefined
Indicate whether default complaint charge amounts should be based on Entry (the default is entered with the batch in the next field, COMPLAINT RATE) or Setup (the amounts entered in Complaint Charge Setup will be used, and COMPLAINT RATE will be skipped).
COMPLAINT RATE
decimal (9)
Enter the default amount that should be charged for each complaint (this can be overridden during review).
BATCH
open (10)
Assign an ID to the batch that will be created for these complaints charges.
DESCRIPTION
open (30)
Enter a description of this batch.
BATCH DATE
date
Enter the date for the miscellaneous charges created in this batch. This date determines when the charges get billed.
REVIEW ALL
yes/no
Indicate if you want to review all complaints (“y”) or only complaints that were flagged to charge the carrier (“n”).
Select Accept to begin reviewing complaints. If you select Reject, the batch will be rejected. If the same parameters are entered again, the same complaints will appear.
All complaints that fall within the defined parameters will appear on the screen. Select Review to edit complaints: you can modify the charge code or amount, and change the “charge carrier” flag. Charges that are accepted into the batch (Chg set to “y” and Amount > 0) will not appear in any subsequent batches.
Once editing is completed, select Accept to create the batch of charges.
Use this option to import miscellaneous charges and credits from an external file. For example, if account delivery credits are stored in a separate system, they can be imported into Circulation rather than manually entered.
The file format of this import is determined by file mapping (MiscChgCredImp usage). See Appendix B for a list of data elements available for this format.
Create an ASCII file containing the account ID, route, draw, and charge/credit amount.
Select Misc. Chg/Cr Import from the Misc. Charge/Credit menu to display the Misc. Chg/Cred Import window.
Click Add and complete the following fields.
Click OK and then Continue to import the charges or credits. The charges/credits will be imported, and a suspended miscellaneous charge batch created (the batch can be accepted in Misc. Charge). The account’s primary route will be used in the charge batch. If the account belongs to more than one bill source, the first bill source found will be used. A processing report will display the number of records exported and any errors.
Miscellaneous charges are occasional charges (and credits) that are not applied on a regular basis. Regular charges (such as a monthly charge for rubber bands) should be set up as recurring charges (see Account in the Setup Manual), which are automatically applied by bill period. Miscellaneous charges must be entered manually, using this option.
An example of miscellaneous charges and credits entered for an account is given below:
Mileage +17.00 New paper bag -3.00 Subscriber Tip +5.00
Like other charges, miscellaneous charges must be set up with a charge code (see Charge/Credit Code in the Setup Manual). The charge code describes the charge and indicates whether it is a debit (charge) or credit to the carrier account. It also defines the GL accounts involved with the charge and may have a default charge amount (this amount can be overridden).
Miscellaneous charges and credits are entered in batches.
Select Misc. Charge from the Misc. Charge/Credit menu to display the miscellaneous charges window.
Enter default batch information in the Batch Entry pane.
Click OK to accept the batch defaults.
Click Add to enter misc. charges or credits one at a time, or click the Wizard icon ()to run the miscellaneous charges utility. This utility will populate a miscellaneous charge/credit batch for selected accounts, based on edition, route type, and management level (see for more information).
You can now enter the charges and credits, one at a time. The following table describes the charge/credit entry fields.
After entering a charge/credit, click Add Another to add additional charges/credits to the batch, or click OK.
After all of the charges and credits have been entered, click Accept to accept the batch and exit to the main menu. If you click Reject, the batch will be rejected. You may also Suspend the batch and restart it later. Once a batch is accepted, the charges and credits are applied to the carriers’ accounts during account bill processing. In order to be accepted, the control total for a batch must equal the total of actual charges and credits entered.
The Miscellaneous Charge/Credit Wizard populates a batch by creating a flat amount or per-piece charge/credit for a group of accounts selected by edition, route type, and management level (area, region, zone, or district). For example, you may want to give all delivery carriers a per-piece credit for working on a difficult route.
Answer the questions on the card.
Click Next to display the second card, where you will select the routes for which miscellaneous charges will be created.
Answer the questions to create the selection criteria (described below).
Click Add to save the selection criteria. If you have more criteria to enter, answer the questions again, then click Add again to save those criteria.
When you have finished entering criteria, click Commit. You will be returned to the Miscellaneous Charges window, where the selection results of the Wizard will appear in the table.
Continue to add, modify, or delete individual items in the batch as needed.
Accept, reject, or suspend the batch as usual.
Click the Wizard icon () to display the first card of the wizard, which is used to enter charge information.
What is the charge date?
Enter the effective date for these charges or credits. Note: In order for per-piece calculations (below) to occur, there must be draw on this date.
What charge code will be used for this selection?
Enter the code to be applied to these charges or credits. This code will determine whether the entered amount is a charge or credit.
What is the rate type?
Enter per piece (charge or credit is applied to each newspaper delivered) or flat amount (charge or credit is applied to each account selected). If you enter “per piece”, the next two questions will become active.
What is the calculation method?
Enter the type of draw to which the per-piece charge or credit will apply. You can enter: • Gross—The regular home delivery or single-copy draw for the day. • Net—The gross draw, plus returns and draw adjustments for the day. • Adjusted—Only the returns and draw adjustments for the day. • Gross + Adjusted—To include both gross and draw adjustments for the day (returns will not be included in the calculation).
What % of the draw should be used in the calculation?
Enter the percentage of the draw that will receive this per-piece charge or credit.
What is the charge amount?
Enter the amount of this charge. Do not enter amounts with minus signs; Circulation determines whether the amount entered is a charge or a credit based on the charge/credit code entered above.
What is the description for the charges?
A description of the charge or credit defaults from the charge/credit code. You can modify this description.
Include all editions? Which edition are these charges for?
Enter the edition to which these charges apply, or include all editions.
Include all route types? Which route type should be used?
Enter the route type to which these charges apply, or include all route types.
Include all management levels? Which management level should be used?
Enter the management level (area, region, zone, or district) to which these charges apply, or include all management levels.
Which [management entity] should be used?
If you specified a management level for the previous question, select the area, region, zone, or district for which these charges will be created.
Include all trucks? Which truck sequence should be used? Which truck should be used?
Select this checkbox if you want to include all trucks. Choose the truck sequence that should be used. Enter the truck ID, enter “*” to multi-select trucks.
Include all delivery carriers?
Select this checkbox if you want to include all delivery carriers.
Include non delivery carriers?
Select this checkbox if you want to include non-delivery carriers (such as agents, trainees, etc.)
Include all non delivery carriers? Which account type should be used?
Select this checkbox if all non-delivery carriers should receive the charge or credit. Otherwise, deselect it and choose the account type (agent, trainee, etc.) that should receive the charge or credit.
PRODUCT
setup
Enter the product for which charges/credits are being imported.
BATCH DATE
date
Enter the batch date that should be used for the batch of miscellaneous charges/credits.
CHARGE CODE
setup
If charge/credit codes are not supplied in the external file (e.g., if the Fixed Length format is used or if this information is missing from the Comma Separated file), the code entered here will be used instead.
BATCH
open (10)
Specify an ID for the miscellaneous charge/credit batch that will be created.
BATCH DESCRIPTION
open (30)
Enter a description of the batch.
FILE FORMAT
setup
FILENAME
open (30)
Enter the name of the import file in the /dti/exchange/cm directory.
BATCH
open (10)
Assign a batch ID to the batch of miscellaneous charges/credits you are entering.
BATCH DESCRIPTION
open (30)
Enter a description for this batch of charges/credits.
PRODUCT
setup
Enter the product for which these miscellaneous charges/credits apply. Only carriers who deliver this product may be charged or credited.
BATCH DATE
date
Specify the entry date that should be given to this batch (the current date defaults).
CONTROL TOTAL
decimal (14)
A control total is the net total for the batch you are processing. This is total amount of charges minus the total amount of credits (use a “-” sign if the credits exceed the charges). For example, if you have:
5.00 charge 10.00 charge 15.00 credit 3.00 charge
The control total would be 3.00. Enter the control total for this batch of miscellaneous charges/credits.
ACCOUNT
setup
Enter the account name, ID, social security number, telephone number, or route ID.
COMPANY
display
The company will be displayed.
ROUTE
setup
Enter the route associated with this charge. If a route ID was entered in ACCOUNT to locate the account, it defaults here. The route is displayed if this carrier only delivers one route.
BILL ACCOUNT
setup
More than one account may qualify for charges and credits for this route. For example, you may want to enter a charge for the delivery carrier of the route, even though the carrier is no longer billed for it (Business Rules determine whether this is allowed). If more than one carrier/dealer qualifies for charges/credits, enter the billing account here. Otherwise, the account entered in the ACCOUNT field will be displayed.
CHARGE CODE
setup
Enter the miscellaneous charge/credit code. This code will determine whether the entered amount is a charge or credit.
AMOUNT
decimal (10)
Enter the amount of this miscellaneous charge/credit. A suggested amount may default. Do not enter amounts with minus signs. Circulation determines whether the amount entered is a charge or a credit based on the charge/credit code entered in Charge Code.
DESCRIPTION
open (30)
A description of the miscellaneous charge or credit defaults from the code. You can modify this description.
Balance Writeoff is a mass writeoff utility that can be used to zero out invoices of all accounts of a certain bill source responsible for routes with a certain single copy type. This utility zeros out the invoices by creating a suspended batch of payment adjustments.
This may be used, for example, with dealers who manage racks. For GL purposes, the dealers are charged for the rack draw and credited for the amount collected from the rack. However, the amount collected typically doesn’t equal the draw charge (because of rack pilferage), and so the dealers accumulate a debit balance. Balance Write Off can be used to write off that pilferage amount, crediting dealer Accounts Receivable and debiting another GL account.
Balance Writeoff must be run for a particular invoice date. It will zero out the dealer’s invoice for that billing period by creating offsetting credit or debit entries. For example, if a dealer has a balance from 02/29/12 and another balance from 03/31/12, and you enter an invoice date of 02/29/12, Balance Writeoff will only create a credit for the amount from 02/29/12.
Select Balance Writeoff from the Misc. Charge/Credit menu to display the Balance Write Off window.
Click Add and complete the following fields.
COMPANY
setup
Enter the company to which the dealers belong.
BILL SOURCE
setup
Enter the bill source to which the dealers belong. Enter “*” to multi-select bill sources.
SINGLE COPY TYPE
setup
Enter the single copy type, such as “rack,” for the writeoff. Dealers delivering routes with this single copy type will have their invoice written off. Enter “*” to multi-select single copy types.
INVOICE DATE
date
Enter the date on which the writeoff should be based. Account invoices will be written off as of this date.
BATCH, BATCH DESCRIPTION
open (10) open (30)
Designate a batch ID and enter a description for the batch of credits that will be created by this process. The batch ID must be unique—there cannot be an existing batch with the same ID.
BILLING PRODUCT
setup
Enter the publication for which invoices should be written off. Only the dealers delivering this publication will have their invoices written off. Note, however, that if a carrier/dealer delivers multiple publications that are billed on the same date, the entire invoice (for all publications) will be written off.
BATCH DATE
date
Enter the date on which this batch should be processed. This date determines when the writeoff will occur. Note that the credits created by the process will be in the current aging period for the carrier/dealer (while the invoice being written off may be in an older aging period).
BANK
setup
Identify the bank to use for these adjustments. The default specified in Business Rules (Account Payments section) will default, but it can be changed.
BALANCE TYPE
predefined
Identify the type of balances to write off: invoice, credit memo, or both.
CREDIT ADJUST CODE
setup
If the balance type is invoice or both, identify the credit adjust code to use with the payment adjustments.
DEBIT ADJUST CODE
setup
If the balance type is credit memo or both, identify the debit adjust code to use with the payment adjustments.
Click OK and then Continue to write off the account balances. After the process is complete, a report will list the total number of accounts processed and total amount written off for each bill source. A suspended cash batch is created with cash transaction records for the open invoices and/or credit memos. Use the Account Payments | Payment Entry option to accept this batch.
Using this option, you can cancel any miscellaneous charges or credits that were erroneously entered. A cancel creates a reverse transaction (it does not delete the original charge or credit). You can still cancel charges or credits after they have been processed in account bill processing.
Select Cancel Misc. Charge from the Misc. Charge/Credit menu.
Specify a previously entered miscellaneous charge batch by entering a batch name in Batch ID. Then select Accept to accept the information that is displayed.
The charges and credit will display next. Select Cancel and scroll to the charge or credit that should be canceled. Then press Enter to cancel that charge or credit from the batch. Press F4 and then Accept to accept the cancellations.
Use this option to produce the Charge and Credit Journal, a report that lists all miscellaneous charges entered in a specific batch or date range. The journal can be used to record miscellaneous charge entries. If a miscellaneous charge is cancelled, both the charge (or credit) and the cancellation will show up on the report.
Select Charges Journal from the Misc. Charge/Credit menu to display the Charges and Credit Journal window.
Click Add and complete the following fields.
COMPANY
setup
Enter the company for which to print miscellaneous charges and credits, or enter “*” to multi-select companies. Only accounts belonging to this company will be included.
BILL SOURCE
setup
Enter the bill source for which to print miscellaneous charges and credits, or enter “*” to multi-select bill sources. Only accounts with this bill source will be included.
REPORT TYPE
predefined
Indicate if charges should be included in the journal by date range or batch.
BATCH
open (10)
If Report Type is batch, enter the batch ID here.
START DATE, END DATE
date
If Report Type is date range, enter the beginning and ending dates of the date range.
SORT OPTION
predefined
Specify how the report should be sorted: by account name (alphabetical), charge code or account number.
BILLING OPTION
predefined
Indicate whether the report should include charges that have been billed, not billed, not billed and apply-to-AR-now, or all charges. Apply-to-AR-now charges are charges/credits that are immediately applied directly to the carrier’s balance for aging purposes (not applied at the end of the billing period, as are most charges/credits). Charge codes can be set up to be apply-to-AR-now. See Charge/Credit Code in the Setup Manual for more information.
Click OK and then Continue to produce the report.
Select the file format to use for the import. At least one format for the MiscChgCredImp usage must be defined in .
