Ch-05 Billing - Natural Broadcast Systems

Chapter 5 - Billing
OVERVIEW OF BILLING SECTION This section of the Natural Log System allows you
to generate, print, view and edit Broadcast Billing for the orders in the system. After a
Bill has been generated and [Final] printed in the Billing function it is no longer available
through this function. Issued invoices can be viewed on-screen and can be reprinted in
the Accounts Receivable function (Accounts Rec / Transactions). The Miscellaneous
Billing section allows you to generate invoices for non-broadcast items.
Please Note: Broadcast Billing is generated from your logs, not orders! If a log
isn't Charged (See Section 4.35), items on that log won't appear on the bill.
When you enter the Billing Section from the MAIN MENU, you are given several
options:
BROADCAST BILLING or MISCELLANEOUS BILLING To work on normal broadcast
billing select Broadcast. To work on non-broadcast billing, enter Miscellaneous Billing.
(See Section 5.4 for a discussion of Miscellaneous Billing.
STATION If you have 2 stations, select the station for which you want print bills.
BILLING FOR MONTH OF Here you must tell the system which month you want to work
on in the form ##-## (month-year, e.g. 08-95 for August 1995). You can only have one
month "Open" for processing billing and payments at any time. See End of Month
Closing in section 9 of this manual to close the month AFTER all billing and payments
have been processed.
CLOSING DATES Based on the month you are working on, the system will compute the
expected invoice closing dates and display them on the screen. The appropriate closing
date is automatically selected when the invoice for each order is printed, based on the
Billing Cycle entered when the order was entered. The system then bills out all charged
items on that bill which occurred on or before that closing date. Any log items charged
to the bill which occur after this closing date are saved for the following month's billing.
You may edit these closing dates, however, once you leave the billing section, they will
revert to the default values.
BILLING CYCLE The system needs to know what billing cycle you want to work on. You
may select any of the choices listed, or All.
Natural Log User Manual
Page 5-1
5.1 - Billing
After entering all chocies shown on the previous page, Natural Log will scan for billing
items, and will then display a sorted list of all orders:
╔════════════════════════════════════════════════════════════════════╗
║
Order # Sponsor
Order Identifier Billed Cy/Rv/Stn║
╟─────┬────────┬─────────────────┬────────────────┬─────────┬────────╢
║
│0146-001│1ST ANNUAL HISPAN│1st ANNUAL HISPA│09/30/91 │N C 1 ║
║
│0001-003│ALLENS BODY TECH │ALLENS FOOTBALL │ None
│B C 1 ║
║
│0001-004│ALLENS BODY TECH │NEWS SPONSOR
│ None
│B C 1 ║
║
│0102-001│AMERICAN NATIONAL│WEATHER SPONSOR │09/30/91+│B C 1 ║
║Ready│0102-001│AMERICAN NATIONAL│AMERICAN FOOTBAL│09/30/91+│B T 1 ║
║
│0138-001│ANOTHER DEBUT
│ANOTHER DEBUT 4T│09/30/91+│C C 1 ║
║
│0003-002│APACHE CHEMICAL │APACHE CHEMICAL │09/30/91 │C C 1 ║
║
│0204-001│APACHE TRACTOR
│APACHE FOOTBALL │ None
│C T 1 ║
║
│0105-003│ASAP PAGING
│ASAP 4TH QTR
│ None
│C C 1 ║
║Ready│0016-009│AZTEC RENTS
│AZTEC FOOTBALL │09/30/91 │C T 1 ║
║
│0107-003│BARTS SUPERMARKET│BARTS FOOTBALL │09/30/91 │B C 1 ║
║
│0107-004│BARTS SUPERMARKET│BARTS SUPERMKT │ None
+│B C 1 ║
║
│0107-005│BARTS SUPERMARKET│BARTS COOP
│ None
│B C 1 ║
║
│0008-001│BETTE'S SEWING CT│BETTE'S SEWING │09/30/91 │C C 1 ║
║Ready│0311-001│BEE'S PLACE
│BEE'S PLACE
│09/30/91 │B C 1 ║
║Ready│0112-003│BOWLING CENTER
│BOWLING CENTER │09/30/91+│B C 1 ║
║Ready│0112-004│BOWLING CENTER
│FOOTBALL SPONSOR│09/30/91 │B C 1 ║
║Ready│0112-006│BOWLING CENTER
│COACH'S SHOW
│09/30/91+│B T 1 ║
╚═════╧════════╧═════════════════╧════════════════╧═════════╧════════╝
[ENTER]=View/Edit
Print
Find
Sort
Billing-Cycle
[ESC]
↓ ↑
SEP-91 DEMO-FM All Billing Cycles
Your choices at the BILLING MENU are:
[Enter]-View/Edit
This allows you to view & edit a bill on-screen for any listed order.
You can Edit, Insert, or Print the bill. (See Sec 5.2)
Print
Batch-prints BILL/AFFIDAVITS (Trial or Final) for the selected billing
cycle(s) which are READY to be billed. You can also print a
summary list of bills. (See Section 5.1) You can also print an Error
Report which compares the spots and dollars pending to be billed
versus projected spots and dollars as ordered. It then prints a report
of possible errors. (See Section 5.3)
Find
Finds an invoice when you enter the first few characters of the
sponsor name.
Sort
Resorts your bill/order list.
Page 5-2
Natural Log User Manual
5.1 - Print Bills
Your choices at the Billing Print Menu are:
ERROR REPORT It is highly recommended that you generate an Error Report before
you print final billing. This allows you to correct any errors BEFORE the bills are [Final]
Printed. (See Section 5.3)
TRIAL bills are only intended to help you in finding and correcting errors, NOT to be
sent to customers. These do NOT result in an account receivable being set up for the
amount due nor will any billing data be moved to the accounts receivable module.
FINAL bills are printed for all orders which are marked as 'Ready" on the billing screen
and an account receivable entry will be made for the invoice amount. Final billing also
results in all items which were billed being removed from the billing section and being
sent to the Accounts Receivable section where the invoice may be reprinted. When
you select Final, Natural Log will generate a new screen list containing only the Ready
billing items.
5.11 - Types of Invoices
The Natural Log system will print 3 types of invoices which can be selected during order
entry, plus the option of No-Invoicing which only produces account statements with no
detailed spot information. Samples of each of the 3 invoice types are shown in Section
5.11.
DETAILED This type is shown on page 5-5. It is the type most often used for ad
agencies which need a lot of detailed information.
SUMMARY Thus type is shown on Page 5-4. It is the type used most often with
small local advertisers who only need to know how many spots ran and how much
they cost.
TIMES-ONLY This provides a middle ground between Detailed and Summary. It
lists the spot date, spot length, and times it ran that date.
NONE-STATEMENTS ONLY This provides NO Invoice but just posts the balance
due to the customers account who is then sent an account statement.
(Samples of each type are shown on the next several pages)
Natural Log User Manual
Page 5-3
5.11 - Sample SUMMARY Type Invoice
NOTE: On all invoice types shown in this section, the "Affidavit of Performance" portion,
may or may not be printed on any individual invoice. This is selected during order entry.
The exact wording of this "Affidavit of Performance" can be changed in Setup Format
Bills.
______________________________________________________
DEMO-FM INVOICE/AFFIDAVIT
FROM:
DEMO-FM
P.O. BOX 158
ANYWHERE, TX 78888
ACCOUNT # 0002
12/31/91
TO: WIER, TITE, & HOWE
223 BANKERS BLVD
NEW YORK, NY 10010-1923
INVOICE # 91-12-098
Pg. 1
RE: ABC DOORKNOBS COOP ADVERTISING ESTIMATE 91-04Q
==================================================================
|
# OF
|
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DATES
BROADCASTS
DESCRIPTION
COST EXTENSION|
-----------------------------------------------------------------|12/21/91-12/23/91 |
6
| :60 DEMO-FM SPOTS| 5.00 | $30.00 |
|12/22/91-12/22/91 |
1
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| 15.00 | $15.00 |
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-----------------------------------------------------------------|
TOTAL CHARGES | $45.00 |
-AGENCY COMM | $-6.75 |
|------- |
NET DUE | $38.25 |
==========
AFFIDAVIT OF PERFORMANCE: I Certify that, in accordance with the
Official Station Logs, announcements were broadcast as shown on
this invoice.
STATE OF TEXAS
Station Official_____________________
COUNTY OF BEXAR
SWORN TO and subscribed before me
_____________________
on this _____ day of ____________
Notary Public
Page 5-4
Natural Log User Manual
5.11 - Sample DETAILED Type Invoice
NOTE: On all invoice types shown in this section, the "Affidavit of Performance" portion,
may or may not be printed on any individual invoice. This is selected during order entry.
The exact wording of this "Affidavit of Performance" can be changed in Setup Format
Bills.
______________________________________________________
DEMO-FM INVOICE/AFFIDAVIT
FROM:
T0:
DEMO-FM
P.O. BOX 158
ANYWHERE, TX 78888
ACCOUNT # 0002
12/31/91
WIER, TITE, & HOWE
223 BANKERS BLVD
NEW YORK, NY 10010-1923
INVOICE # 91-12-098
Pg. 1
RE: ABC DOORKNOBS COOP ADVERTISING ESTIMATE 91-04Q
==================================================================
|
LENGTH
BAL FORWARD|
| DATE
TIME & TYPE TAPE/SCRIPT
NOTES
COST
$0.00
|
-----------------------------------------------------------------|12/21/91 810AM| :60CA| ABC-99
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| 5.00 |
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|12/21/91 920AM| :60CA| AC-101A
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|12/22/91 620AM| :60CA| ABC-110
| CALL-IN | 5.00 |
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|12/22/91 850AM| :60CA| ABC-99
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| 5.00 |
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|12/22/91 1050AM| :30CA| ABC-101A | SPONSOR | 15.00 |
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|12/23/91 620AM| :60CA| ABC-110
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|12/23/91 820AM| :60CA| ABC-99
| MAKE GD | 5.00 |
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-----------------------------------------------------------------TOTAL CHARGES |
$45.00 |
-AGENCY COMM |
$-6.75 |
|----------|
NET DUE |
$38.25 |
============
AFFIDAVIT OF PERFORMANCE: I Certify that, in accordance with the
Official Station Logs, announcements were broadcast as shown on
this invoice.
STATE OF TEXAS
Station Official_____________________
COUNTY OF BEXAR
SWORN TO and subscribed before me
_____________________
on this _____ day of ____________
Notary Public
Natural Log User Manual
Page 5-5
5.11 - Sample TIMES-ONLY Type Invoice
NOTE: On all invoice types shown in this section, the "Affidavit of Performance" portion,
may or may not be printed on any individual invoice. This is selected during order entry.
The exact wording of this "Affidavit of Performance" can be changed in Setup Format
Bills.
______________________________________________________
DEMO-FM INVOICE/AFFIDAVIT
FROM:
T0:
DEMO-FM
P.O. BOX 158
ANYWHERE, TX 78888
ACCOUNT # 0002
12/31/91
WIER, TITE, & HOWE
223 BANKERS BLVD
NEW YORK, NY 10010-1923
INVOICE # 91-12-098
Pg. 1
RE: ABC DOORKNOBS COOP ADVERTISING ESTIMATE 91-04Q
==================================================================
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LENGTH
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BROADCAST TIME(S)
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-----------------------------------------------------------------|12/21/91| :60 | 810AM 920AM
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|12/22/91| :60 | 620AM 850AM 1050AM
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-----------------------------------------------------------------TOTAL CHARGES |
$45.00 |
-AGENCY COMM |
$-6.75 |
|----------|
NET DUE |
$38.25 |
============
AFFIDAVIT OF PERFORMANCE: I Certify that, in accordance with the
Official Station Logs, announcements were broadcast as shown on
this invoice.
STATE OF TEXAS
Station Official_____________________
COUNTY OF BEXAR
SWORN TO and subscribed before me
_____________________
on this _____ day of ____________
Notary Public
Page 5-6
Natural Log User Manual
5.11 - Sample Script Affidavit
The copy manager interacts with the Billing Module to automatically generate script
affidavits, if needed, immediately after the "Detailed" type invoice is printed. (See Section
3.8)
DEMO-FM
P.O. Box 158 Anywhere TX 00000
(210) 555-5555
Advertiser: ABC DOORKNOBS
Co-op: ABC DOORLOCKS
ABC-99
Length: 60 sec
12/21/91 thru 12/23/91
(15 SEC JINGLE IN...)
ABC DOOR LOCKS ARE THE BEST IN THE BUSINESS. AND TO BACK UP THAT CLAIM, WE
ARE OFFERING TO PAY HOUR HOMEOWNERS INSURANCE DEDUCTIBLE IF YOUR HOME IS
BURGLARIZED DUE TO THE FAILURE OF OUR LOCKS ON ANY THIRD TUESDAY. THAT'S
RIGHT, NO IFS AND OR BUTS. WE'LL COVER YOUR DEDUCTIBLE. HOW CAN WE MAKE
THIS OFFER? OUR LOCKS ARE MADE OF THE SAME MATERIAL AS YOUR LOCAL BANK'S
VAULT! AND ANYWAY, YOU PROBABLY WON'T BE ABLE TO FIND US IF YOU ARE
BURGLARIZED. OUR LOCKS MAY COST A LITTLE MORE, BUT WE HAVE 2 KIDS IN
COLLEGE, WE REALLY NEED THE MONEY. ISN'T YOUR FAMILY'S SAFETY WORTH IT?
(...15 SEC JINGLE OUT)
STATION DOCUMENTATION STATEMENT APPROVED BY THE COOPERATIVE ADVERTISING
COMMITTEE OF THE ASSOCIATION OF NATIONAL ADVERTISERS
This announcement was broadcast
3 times, as entered in the station's
program log.
The times this announcement was broadcast were billed
to this station's client on our invoice number 91-12-098 dated 12/31/91
at his earned rate of:
$5.00 each for
For a total of
3 announcements, for a total of
3 announcements and a total of
State of Texas
County of Bexar
$15.00
$15.00
Signature of station official
Sworn before me on
Notarize Above
My Commission expires:
Natural Log User Manual
Page 5-7
5.2 - View / Edit Bills On-Screen
This section allows you to View a complete Bill/Affidavit on-screen up to date with the last
Log which was charged. This section also allows you to Edit the bill so any problems can
be corrected BEFORE the Final Bills are printed.
At the BILLING MENU, use the ↓↑ keys to select the bill you want to View/Edit. Hit
[Enter] and that bill will be displayed:
╔═════════════════════════════════════════════════════════════════════════╗
║ALLEN'S BODY TECH
Station DEMO-FM
Order ##0001-003 ║
║1234 ANYWHERE ROAD
Sponsor ALLENS BODY TECH
║
║SAN ANTONIO TX 78213
Bill Cycle CALENDAR MONTH
║
║
Billed Thru 09/30/91
║
║RE: FOOTBALL SPONSORSHIP
║
╟─────────────────────────────────────────────────────────────────────────╢
║Line# Date
Time Length Type Tape/Script Bill Notes
Cost
║
╟────┬──────────┬────────┬─────┬────┬───────────┬────────────┬────────────╢
║ 1 │ 10/01/91 │ 645AM │ :30 │ CA │ UZ-1123
│
│
5.00
║
║ 2 │ 10/01/91 │ 725AM │ :30 │ CA │ UZ-1124
│
│
10.00
║
║ 3 │ 10/01/91 │ 425PM │ :30 │ CA │ UZ-1123
│
│
10.00
║
║ 4 │ 10/01/91 │ 525PM │ :30 │ CA │ UZ-1124
│
│
10.00
║
║ 5 │ 10/02/91 │ 725AM │ :30 │ CA │ UZ-1123
│
│
10.00
║
║ 6 │ 10/02/91 │ 825AM │ :30 │ CA │ UZ-1124
│
│
5.00
║
║ 7 │ 10/02/91 │ 1225PM │ :30 │ CA │
│ Call-in
│
25.00
║
║ 8 │ 10/02/91 │ 425PM │ :30 │ CA │ UZ-1123
│
│
10.00
║
╠════╧══════════╧════════╧═════╧════╧═══════════╧════════════╧════════════╣
║
║
╚═════════════════════════════════════════════════════════════════════════╝
BILLS: [PgUp] [PgDn]
Edit
Insert
Print
Delete
Orderview
[ESC]
OCT-91 DEMO-FM All Billing Cycles
[F10]-Test Paper Alignment
Your BILL VIEW/EDIT MENU choices are:
Page 5-8
[PgUp][PgDn]
[Home][End]
Move through the bill pages.
Edit
Correct the Bill before printing. (See Sec 5.21)
Insert
Insert a line into a Bill (See Section 5.21)
Print
Prints Final or Trial bill for only currently displayed Bill.
Delete
Deletes the entire currently displayed Bill.
OrderView
View the broadcast Order on-screen without leaving
the Billing Section.
Natural Log User Manual
5.21 - Edit Bills Before Final print
NOTE: This section covers editing Bill before final print. To edit an
Invoice after the final print (when they have been moved to Accounts
Receivable), please see Section 6.41 of this manual.
The Edit function allows you to correct a Bill/Affidavit before you print it. At the BILL
VIEW/EDIT MENU, type Edit to get into the EDIT function or Insert to insert a new line of
data. The computer will then ask for the line ## to be edited (or inserted). After you enter
a valid line ##, the computer will highlight that line for you to edit or insert the information.
DATE
TIME
This is the date that the spot ran.
This is the time that the spot ran.
LENGTH Enter the spot or program length. For spots, enter the length in seconds (:00 to
:60). For programs enter the length in minutes and seconds(:00 to 60:00)
TYPE
Enter the TYPE of the item on this line. Possible choices are:
CA
Commercial Announcement
CP
Commercial Program
SPA
Station Promo Announcement
PSA
Public Service Announcement
FCC
FCC Required Announcement
CMT
Comment
NLC
Charges which won't appear on the station log.
UW
Underwriting announcement
Natural Log User Manual
Page 5-9
5.21 - Edit Bills Before Final print
TAPE ## Enter here the cart number from the Tape/Script library for any tape identifier
which the customer requires on the Bill. This is usually entered by the logging system, but
you can edit this information to correct any errors.
The computer will allow you to enter a NOTE to be printed on the Bill. Your
NOTE
choices are:
Make Good
Sponsorship
Tradeout
No Charge
Call-In
Live Spot
Remote
Promo
Adjacency
If this Order is set up for Unit Pricing (that is, you did NOT enter a Package
COST
Price), you will be asked for the cost. Possible answers are from :00 to 9999.99. If you
have already entered a Package Price for this order, the computer won't ask you for a
cost and will print [PKG] in the cost column.
______________________________________________________
This completes the Billing Edit function.
Page 5-10
Natural Log User Manual
5.3 - Error Report (Projected vs Billed)
LOCATING BILLING ERRORS BEFORE BILLS ARE GENERATED The Natural Log
system can assist you in locating errors in your billing before they are issued, when the
are much easier to fix using the Bill View/Edit function (See Section 5.21). At the
BILLING MENU, select Print then Error Report. The system will print out a report for all
orders displayed on the screen listing. The system will give you the option of restricting
the printout to only those orders on which it found a billing error.
You can run the Error
ERROR REPORT CAN BE RUN ANYTIME IN THE MONTH
Report any time in the month and it will be current up to the last log you have charged.
After Final bills are issued, they are difficult to fix so it is a good idea to use this report to
fix any problems before your final billing for the month. You don't have to wait until the
end of the month.
ERROR REPORT FORMAT This Error Report compares the number of spots and
dollars waiting to be billed versus what the order says should have run. A plus error (+)
indicates too many spots or dollars ran. A minus (-) indicates too few spots or dollars ran.
These errors can be caused if you deleted spots because they didn't air, wrote in spots,
or if there were bumped spots which you didn't put on the log. With this report, you can
use the Bill View/Edit function (Sec 5.21) to fix errors BEFORE final billing.
Sample BILLING ERROR Report
DEMO-FM LOGS CHARGED THOUGH: 10/01/91
BILLING MONTH: OCT-91 Page 1
==============================================================================
**BROADCAST MONTH BILLING CYCLE |---ORDERED---|---CHARGED----| +/- ERROR
ORDER
PRODUCT
|SPOTS
COST|SPOTS
COST|SPOTS
COST
==============================================================================
0134-001 FARMERS'S SUPPLY
| 3
27.69|
2
18.46|
-1
-9.23
0058-001 GRAY AIR
| 0
0.00|
0
0.00|
0
0.00
0122-001 GUADALUPE SUPPLY
| 5
36.55|
5
36.55|
0
0.00
0122-002 GUADALUPE SUPPLY
| 6
39.45|
6
39.45|
0
0.00
0122-003 GUADALUPE SUPPLY
| 5
36.55|
5
36.55|
0
0.00
0124-002 HENRY'S SUPERMARKET
| 0
0.00|
0
0.00|
0
0.00
0243-002 JOHN'S JOHNS & PLUMBING| 7
22.50|
6
20.00|
-1
-2.50
0092-003 MANUAL'S DOORKNOBS
| 8
40.00|
9
45.00|
+1
+5.00
0112-002 PERFORMANCE AUTO REPAIR| 9
90.00|
9
90.00|
0
0.00
0190-003 SUPER WEIGHT LOSS CTR | 5
25.00|
6
25.00|
+1
0.00
0124-002 VICTORY BUILDING SUPPLY| 9
45.00|
9
45.00|
0
0.00
==============================================================================
Natural Log User Manual
Page 5-11
5.4 - Miscellaneous Billing
USES FOR MISCELLANEOUS BILLING SECTION The Miscellaneous Billing function
will allow you to generate invoices for any non-advertising-time charges such as talent
fees, phone lines, etc. It's also useful for creating "prior" invoices for initial customer
balances when first installing the Natural Log. (See Section 5.42)
After entering the Miscellaneous Billing information, you must Print or Save the bill for it
to be posted to Accounts Receivable. You can not enter information here and expect it to
be saved for automatic billing later. The Miscellaneous Billing function will not work that
way!
NOTE: After Saving the Miscellaneous invoice, you can not edit it.
If you discover an error after saving it, just go to the Accts
Receivable Payments section and enter an adjusting entry to Void
the invoice. See Section 6.41 for instructions on voiding invoices.
Then create a correct Misc Charges invoice.
At the BILLING MENU, enter Miscellaneous Billing:
╔══════════════════════════════════════════════════════════════════════╗
║WEIR, TITE, & HOWE
Customer # 0002 ║
║223 BANKERS BLVD
║
║NEW YORK NY 10010-1923
║
╠══════════════════════════════════════════════════════════════════════╣
║Inv Date: 05/31/92
Revenue Type: C
Station: DEMO-FM Certify: Yes║
║Salesman: 1 Albert Doorknob
RE: Added Remote Charges
║
╠══════════════════════════════════════════════════════════════════════╣
║
Gross Agency
Net
Slsman║
║
Date
Description
Cost $$ Comm % Cost $$ Comm %║
╟──┬───────────┬────────────────────────┬───────┬──────┬────────┬──────╢
║ 1│ 05/31/91 │ I.R. DEEJAY TALENT FEE │ 25.00│ 0.0%│
25.00│ 0.0%║
║ 2│ 05/31/91 │ REMOTE PHONE FEES
│ 100.00│ 0.0%│ 100.00│ 0.0%║
║ 3│
│
│
│
│
│
║
║ 4│
│
│
│
│
│
║
║ 5│
│
│
│
│
│
║
║ 6│
│
│
│
│
│
║
║ 7│
│
│
│
│
│
║
║ 8│
│
│
│
│
│
║
║ 9│
│
│
│
│
│
║
╠══╧═══════════╧════════════════════════╧═══════╧══════╧════════╧══════╣
║Gross:
$125.00
Commission:
$0.00
Net Due: $125.00║
╚══════════════════════════════════════════════════════════════════════╝
MISCELLANEOUS BILLING: Edit
Print/Save
Save/NoPrint
Delete [ESC]
Page 5-12
Natural Log User Manual
5.41 - Miscellaneous Billing (cont)
The MISCELLANEOUS BILLING MENU choices are:
Edit
Edits the miscellaneous invoice.
Print/Save
Prints & posts the Bill to Accounts Receivable.
Save/No Print
Posts the bill to Accounts Receivable without printing it.
Delete
Deletes the entire Miscellaneous Bill from the screen before it
is saved.
The following items are needed for the Miscellaneous Charge:
CUSTOMER # Enter the account to which this bill is to be posted.
INVOICE DATE The computer must know what date to place on this bill. This
determines into which accounting period to enter this bill. If you are initially setting
up your previously issued invoices into the system enter the original billing date here.
REVENUE TYPE You input the revenue type so that this bill may be properly recorded.
STATION If you have more than one station, you must input the station for this bill.
CERTIFY If you want the station official's certification printed on this invoice enter Yes,
otherwise enter No.
SALESMAN Enter the salesman ## to be given credit for this sale.
For each individual descriptive line enter the following:
DESCRIPTION Enter a description of what is being charged for.
Natural Log User Manual
Page 5-13
5.41 - Miscellaneous Billing (cont)
GROSS Enter the Gross amount to be billed. If there is an agency commission, the
computer will compute the Net amount for you.
AGENCY COMMISSION % You should enter the agency commission %.
NET This will be filled in automatically.
SALESMAN COMMISSION Enter the salesman commission %.
DEMO-FM INVOICE/AFFIDAVIT
FROM: DEMO-FM
P.O. BOX 158
ANYWHERE, TX 78888
TO:
ACCOUNT # 0002
05/31/92
WEIR, TITE & HOWE
223 BANKERS BLVD
NEW YORK, NY 10010-1923
INVOICE # 92-05-003 Pg. 1
RE: ADDED REMOTE CHARGES
=====================================================================
|
GROSS
AGENCY
NET
|
| DATE
DESCRIPTION
CHARGES COMMISSION
CHARGES |
--------------------------------------------------------------------|
|05/03/28|I.R. DEEJAY TALENT FEE
|
25.00 |
0.00 |
25.00 |
|05/03/92|REMOTE PHONE FEES
| 100.00 |
0.00 | 100.00 |
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--------------------------------------------------------------------TOTAL CHARGES| 125.00 |
0.00 | 125.00 |
=================================
AFFIDAVIT OF PERFORMANCE:
STATE OF TEXAS
COUNTY OF BEXAR
I Certify that the products or services
charged on this invoice were provided
as listed above.
Station Official:________________________
SWORN TO and subscribed before me
on this _______ day of _________
Page 5-14
________________________
Notary Public
Natural Log User Manual
5.42 - Miscellaneous Billing for Initial
Customer Balance Setup
The Miscellaneous Billing function is also useful when you initially set up your Natural
Log system because you can issue "invoices" for prior billing before the Natural Log
computer system was installed. You can generate a separate Miscellaneous Billing
invoice for the amount due for each prior invoice which is currently outstanding from your
prior system. Example, if the customer owes you for May 1990 and June 1990, create
separate Invoices for EACH month. Enter "Prior Billing", "May Billing", or whatever makes
sense to you for the "RE:" entry.
NOTE: The important date is the "Inv Date". This date is used by the
Natural Log System when aging the account balances.
ALSO NOTE: After Saving the Miscellaneous invoice, you can not edit it. If
you discover an error after saving it, just go to the Accts Receivable
Payments section and enter an adjusting entry to Void the invoice. See
Section 6.41 for instructions on voiding invoices. Then create a correct
Misc Charges invoice.
_____________________________________________
Example: To enter a prior balance for May 1990. Inv Date is May.
╔══════════════════════════════════════════════════════════════════════╗
║WEIR, TITE, & HOWE
Customer # 0002 ║
║223 BANKERS BLVD
║
║NEW YORK NY 10010-1923
║
╠══════════════════════════════════════════════════════════════════════╣
║Inv Date: 05/31/90
Revenue Type: C
Station: DEMO-FM Certify: Yes║
║Salesman: 1 Albert Doorknob
RE: MAY 90 ADVERTISING BALANCE DUE
║
╠══════════════════════════════════════════════════════════════════════╣
║
Gross Agency
Net
Slsman║
║
Date
Description
Cost $$ Comm % Cost $$ Comm %║
╟──┬───────────┬────────────────────────┬───────┬──────┬────────┬──────╢
║ 1│ 05/31/90 │ MAY ADVERTISING BALANCE│1000.00│ 15.0%│ 850.00│ 15.0%║
║ 2│
│
│
│
│
│
║
║ 3│
│
│
│
│
│
║
╠══╧═══════════╧════════════════════════╧═══════╧══════╧════════╧══════╣
║Gross:
$1000.00
Commission: $150.00
Net Due: $850.00║
╚══════════════════════════════════════════════════════════════════════╝
MISCELLANEOUS BILLING: Edit
Print/Save
Save/NoPrint
Delete [ESC]
Natural Log User Manual
Page 5-15
5.42 - Miscellaneous Billing for Initial
Customer Balance Setup
Save the invoice on the previous page. Enter the prior balance for Jun 1990. Inv Date is
June.
╔══════════════════════════════════════════════════════════════════════╗
║WEIR, TITE, & HOWE
Customer # 0002 ║
║223 BANKERS BLVD
║
║NEW YORK NY 10010-1923
║
╠══════════════════════════════════════════════════════════════════════╣
║Inv Date: 06/30/90
Revenue Type: C
Station: DEMO-FM Certify: Yes║
║Salesman: 1 Albert Doorknob
RE: JUN 90 ADVERTISING BALANCE DUE
║
╠══════════════════════════════════════════════════════════════════════╣
║
Gross Agency
Net
Slsman║
║
Date
Description
Cost $$ Comm % Cost $$ Comm %║
╟──┬───────────┬────────────────────────┬───────┬──────┬────────┬──────╢
║ 1│ 06/30/90 │ JUN ADVERTISING BALANCE│1500.00│ 15.0%│ 1275.00│ 15.0%║
║ 2│
│
│
│
│
│
║
║ 3│
│
│
│
│
│
║
╠══╧═══════════╧════════════════════════╧═══════╧══════╧════════╧══════╣
║Gross:
$1500.00
Commission: $225.00
Net Due: $1275.00║
╚══════════════════════════════════════════════════════════════════════╝
The Natural Log will then include these bills in reports and will allow you to process
payments against them, just like a bill generated by Natural Log. Your accounts
receivable aging reports will also be accurate even for the time before the Natural Log
System was in use. May will be aged from May and June will be aged from June.
Alternatively, you can enter just one total of all prior outstanding invoices due for each
customer as one miscellaneous charge. Then when payments come in, they can be
posted against this "total" until it is all paid. This will not allow accurate accounts
receivable aging reports for any period before the Natural Log System was installed.
Example: To enter up a "total" prior balance as of 07/01/90
╔══════════════════════════════════════════════════════════════════════╗
║WEIR, TITE, & HOWE
Customer # 0002 ║
║223 BANKERS BLVD
║
║NEW YORK NY 10010-1923
║
╠══════════════════════════════════════════════════════════════════════╣
║Inv Date: 07/01/90
Revenue Type: C
Station: DEMO-FM Certify: Yes║
║Salesman: 1 Albert Doorknob
RE: BALANCE FORWARD AS OF 07/01/90
║
╠══════════════════════════════════════════════════════════════════════╣
║
Gross Agency
Net
Slsman║
║
Date
Description
Cost $$ Comm % Cost $$ Comm %║
╟──┬───────────┬────────────────────────┬───────┬──────┬────────┬──────╢
║ 1│ 07/01/90 │ BALANCE FORWARD 070190 │2500.00│ 15.0%│ 2125.00 15.0%║
║ 2│
│
│
│
│
│
║
║ 3│
│
│
│
│
│
║
╠══╧═══════════╧════════════════════════╧═══════╧══════╧════════╧══════╣
║Gross:
$2500.00
Commission: $375.00
Net Due: $2125.00║
╚══════════════════════════════════════════════════════════════════════╝
Note that the Inv Date causes the Natural Log to date the invoice 07/01/90 for aging
purposes. We combined the $1000 for May and the $1500 for June an entered them as a
total of $2500. The Natural Log will age these beginning on the Inv Date of 07/01/90
because that is when it thinks this balance was created.
Page 5-16
Natural Log User Manual
5.5 - Closing Dates
╔══════════════════════════════════════╗
║
SEP-91 INVOICE Closing Dates
║
╠══════════════════════════════════════╣
║
Calendar Month
09/30/91
║
║
STD Broadcast Month
09/29/91
║
║
Weekly Bills
09/30/91
║
║
Demand/Special Bills
09/30/91
║
║
End-of-Flight Bills
09/30/91
║
╚══════════════════════════════════════╝
╔═════════════════════════════════════════════════╗
║
Last Log Charged to Bills:
║
╟─────────────────────────────────────────────────╢
║
DEMO-FM 09/30/91
DEMO-AM 09/30/91
║
╚═════════════════════════════════════════════════╝
CLOSING DATE is the cutoff date for billing. For example, if you enter a Closing Date of
1/1/90, only billable items occurring ON or BEFORE 1/1/90 will be billed. If Logs have
been Charged AFTER 1/1/90, the Log items after 1/1/90 remain in memory for later
billing.
When you first start the BILLING section or select the Closing Date option, the computer
will tell you the last Log date saved, compute the expected Closing Date for each billing
cycle, and warn you if there is a problem such as the logs not having been charged for
the entire period.
If logs aren't charged through the Closing Date, the billing may be incomplete. Billing
items are only posted during the Log Charging Process (See Section 4.35)
EDITING CLOSING DATES If for any reason you want to edit the Closing Dates, you
may do so. If you do edit them, note that these changes are valid ONLY for the time you
remain in the Billing Module, and will reset to the default values once you leave the Billing
function.
BOOK CLOSING At the Natural Log MAIN MENU you will notice End of month closing.
This allows you to close months and prevent anyone from returning to that month to issue
additional invoices or post payments as received during that month. Any Closing Date
you edit must be after the last Book Closing Date. The Natural Log system will not
accept any Closing Date before the Book Closing Date.
Natural Log User Manual
Page 5-17
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Page 5-18
Natural Log User Manual
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