The Billing module lets you act like a rental yard for your own jobs and employees, renting and selling tools, equipment, and supplies.
The system automatically records your billing pre-sets (rates, rental minimums or defaults, rental maximums, sale refunds, and codes) as items are assigned in Item history (details), where they can be edited. Once recorded, your pre-sets and the data recorded in Item history (details) aren't connected. Changing one doesn't change the other.
The data in Item history (details) is used by the Billing module to compute bills. Once computed, the bills displayed in the Bills screen aren't connected with Item history (details). Changing one doesn't change the other.
SET UP THE BILLING SYSTEM
RECORD AND EDIT BILLING DATA IN ITEM HISTORY (DETAILS)
Your billing pre-sets (rates, rental minimums or defaults, rental maximums, sale refunds, and codes) are automatically recorded as items are assigned. You can edit them in the Orders - Assignments screen Details sub grid (if their STATUS isn't 'shipped', 'received' or 'discrepancy') or in the Item history (details) screen (whatever their STATUS). Changing data in either screen doesn't change your pre-sets. If, for example, you change an item's rate at a particular job (to $0, for example, if you don't want to charge for the item), its pre-set rates aren't changed.
CHARGE FOR SOME BUT NOT ALL THE TIME AN ITEM IS AT A JOB
If you want to send an item to a job but begin charging on a later date, enter the start-charging date in RENT COMMENCE. If you want to leave an item at a job but stop charging for it, enter the stop-charging date in RENT COMPLETE (you'll need to create a view of the Item history (details) grid that includes the field(s) you want to use).
If you want to leave an item at a job but charge just for the time it's used, either assign and re-assign the item to the same job (alternating between it's pre-set rate and $0) or use the Bill for meter hours preference (requires both the Repair and maintenance and Billing modules).
RUN AND PRINT A BILL
If you're using rental maximums, want rental upgrades to consider the entire period an item has been out (not just the current period) or are using the Current = total - previous billing method, you want the Tracker to look at previous bills when calculating the current bill. Check PERIOD COMPLETE in the bills you want considered in those calculations.
Run bills from the "Item history with complete dates" or Bills screen.
SEARCH BILLING DATA
You can search for the data you want before or after running a bill (or both).
Bills run from the Bills screen always include all available billing data. You can only search after running a bill. Click on the bill you want in the main grid thenthe Search icon in the subgrid menu.
Bills run from the "Item history with complete dates" screen can be searched before running a bill. Search in that screen then run a bill and only the found data will be included. Use this approach if you want to run different bills on different schedules, for example, equipment bills monthly and consumable bills weekly. Bills run from the "Item history with complete dates" screen appear in the Bills screen, where they can be searched again.
EDIT BILLS IN AND DELETE BILLS FROM THE BILLS SCREEN
If you edit billing data, you're only changing the data you see in the grid, not the underlying data in Item history (details) from which your bills were calculated. In most cases, it's best to change the underlying data. If you do edit your billing data, be sure to re-calculate any related fields (the Tracker doesn't re-calculate them for you), for example, if you change a rate, change the total due to match.
You can delete an entire bill but can't delete line items from a bill.
THE BILL DETAILS SCREEN
Bill details can be seen in the Bills screen (in the Bill details subgrid) and the separate Bill details screen.
In the Bills screen, Bill details can be limited to specific bills by selecting those bills in the main grid. If you select more than one bill, the details for all the selected bills will appear in the Bill details subgrid.
It can be easier to search for historical data in the Bill details screen than the Bills screen, for example, all the charges for a particular item or job. If you want to include just PERIOD END charges, clickthe Search icon in the main grid menu then period complete only.
COMPLEX SYSTEM REPORTS
In Tracker 7, rates are usually assigned by item. Jobs can be given different blanket discounts, but all jobs use the same rates. The exception is rate book billing, where rates are assigned by group (for example, hand drills) and stored in rate books that are assigned to jobs. You can create as many rate books as you like, each with a completely different set of discounts. With this approach, you can give different jobs different discounts for different items, for example, job B can be given a 10% discount for some items and a 5% discount for others while job C can be given completely-different discounts for the same items.
Tracker 8 uses rate book billing, partly because it makes rate editing faster and easier (because you enter and edit rates for groups, not item-by-item). But also because it gives users who want it the ability to offer different discount schedules to different jobs.
If Waterwheel converted your data and you haven't been using rate book billing, we set you up with one rate schedule and made it the default rate schedule in your billing preferences. We gave your rate types names like 'D H0.00 S0.00 D45.00 W225.00 M945.00 R0 X0' that tell you, at a glance, rate type's rates (in this example, the D at the beginning means the default rate is Day (it would be S for Sale, W for Week, etc.); the abbreviations after that are for the Hour rate: 0.00, Sale rate: 0.00, Day rate: 45.00, Week rate: 225.00, Month rate: 945.00, sale Refund: 0 and maXimum rent: 0).
PERIOD END (called PERIOD COMPLETE in Tracker 8)
In Tracker 7, period-end bills must be run periodically to tell the system to start a new period. To undo a period-end bill, you have to restore a backup or run a utility program that deletes previous billing amounts and dates from the database. In Tracker 8, while period-complete bills aren't required, most Tracker 7 users will want to use them: bills need to be marked period-complete if you're using rental maximums, want rental upgrades to consider the entire period an item has been out or want bills to be calculated using Tracker 7's upgrade billing logic.
In Tracker 7, you tell the system you want a period-end bill before you run it. In Tracker 8, bills are marked period complete with an editable checkbox after they're run. Uncheck the box and the bill is no longer period-complete. So it's easy to re-run or re-print a bill. That said, check PERIOD COMPLETE in all the bills you want included in your billing calculations. If you don't, you'll get the double charges you saw in Tracker 7 if you didn't run a period-end bill.
In Tracker 7, bills can be saved and re-opened but can't be edited (if you want to change something in a bill, you have to change the underlying data, for example, a rate). In Tracker 8, bills are saved automatically and can be examined, edited and deleted, in whole or in part.
If Waterwheel converted your data, we mimicked your Tracker 7 billing setup in Tracker 8. But there are a few new billing preferences we recommend filling in.
Tracker 7 doesn't support clock-based hourly billing, for example, for an item checked out at 8am and returned 3 hours later. Tracker 8 offers this capability.
Changes to the Tracker 7 billing report require changes to the report template or the code. In Tracker 8, most billing report changes can be handled by changing a view or sort.
Quantity items are displayed in Tracker 8 bills with summary rows that you don't see in Tracker 7. The result is the same.