introduction to billing - chambermastercloud.chambermaster.com/userfiles/userfiles/... · setup...
TRANSCRIPT
Introduction to Billing
Michelle Schave
MicroNet, Inc. ChamberMaster is a service of MicroNet, Inc. micronetonline.com | chambermaster.com
Our session includes . . .
• Setup chart of accounts, sales tax, and fee items
• Setup Member account
• Create recurring membership invoices
• Create credits and receive payments
• Send statements or resend invoices
• Run miscellaneous reports
• Downloads in Help/Info • 1 hour
Please remember. . .
• Please ask questions throughout! • Send questions, comments, feedback on the
GotoWebinar Questions area anytime
• Q&A time at the end • If you are connected via voice line, you’ll be
able to ask question verbally • Click Raise Hand; wait to be recognized; ask
question; all participants will hear question
• May also converse privately through Q&A in Questions area
Setup
• Help/Info->ChamberMaster Billing->Getting Started
• Login with Administrator permissions
• Setup->Chart of Accounts
• Setup->Sales Tax
• Setup->Fee Items List
Setup Chart of Accounts
• Setup->Billing->Chart of Accounts
• If using the Journal Entry Export • Quickbooks users will enter the ‘Account Name’ that displays in
Quickbooks – assign the same ‘Account Type’ as well.
• Peachtree users will enter the ‘Account ID’ that displays in
Peachtree – assign the same ‘Account Type’ as well.
Setup Fee Item List
• Setup->Billing->Fee Items List • 3 Item types – Event, Member Dues, Group
• Indicates where the fee item will be displayed within your database
• Cash vs. Accrual Basis • Check with Accountant
• Map to appropriate Chart of Account Item • Choose the Account that the fee item should report to
on the Financial Statements
• Can assign fee items under Setup or on each Members Account
Modify Fees and Dues
• Setup->Billing->Fee Items
List->Edit Pricing
• 2 Step bump up
Modify the displayed fields (for all new members assigned)
Click Update Associated…..(for all existing members)
• View Detailed Member List to modify individual
accounts manually
• Click Change All Rates to modify existing members
with percentage or flat rate increase
Setup Sales Tax
• Setup->Billing->Sales Tax
• To create tax rates choose Manage Tax Items->New
Tax Item.
Put in rate
Choose Tax Account from Chart of Accounts
• To assign tax rate to a tax set click on tax set name
and then place a checkmark next to the desired tax
item.
Transaction Classes
• OTIONAL: Setup->Billing->Transaction Classes
• Classify your income and expenses by department,
location, event or any other meaningful breakdown
of the business you do
• Available for assignment to invoices, sales receipts,
credits, writeoffs and discounts
• Compatible with Quickbooks classes
Select Invoice Template
• Setup->Chamber Information->Billing Options
& Settings->Appearance
• w/CC Tear Off – option to record credit card information as their payment
• w/CC Tear Off & Login – will also provide instructions for the member to login and pay online – displaying their unique login and password.
• w/Tear-off only – if not accepting credit cards
Upload Your Logo
• Setup->Chamber Information->Organization
Information
• This will appear on designated invoices
• 100x100 pixels is preferred size
Members Account • Set up of Account Tab is
foundational
• Invoice is addressed to Billing Contact
• Renewal Month = month that the member would be up for renewal
• Assign fee item • Multiple items may be assigned
• Each item may have different Billing Months (Plus Only)
• Each item may be assigned as Active within a certain date range (Plus Only)
• Each item can be designated as an ACH fee item (Plus Only)
Regular membership dues – will begin in March 2012
Additional category amount will bill regularly every August
Prorated dues amount – will bill 1x in March 2011
Creating Recurring Invoices
• Done one time per month (or per year)
• Billing->Invoices tab
• Select Batch Type Monthly Renewals
• Choose correct billing month
• Verify that ‘New Batch’ displays
• Set all invoice information
• Choose ‘Save Batch’ if you want to print/email later
• Choose ‘Deliver Invoices’ to save and move to the
output screen (email/print)
• For printed invoices be sure to select Mark Invoices as Delivered After Printing
Viewing Invoices – Multiple Ways
• Billing->Billing Center
• Click into individual invoices in Billing
Transactions
• Billing->Reports->Transactions->Batch
Summary
• Billing->Reports->Transactions->Invoice
Summary
• Members->Account tab
• Click into individual invoices in Transaction
History
Payments
• Billing->Billing Center->New Payment OR
• Members->Account->Transaction History->New Payment
• Create any discounts as needed when entering payments Discounts are associated with a specific invoice
• Payments for more than the amount due on open invoices will stay on the member’s account as an available payment and can be applied at a later date.
Credits
• Billing->Billing Center->New Credit OR
• Members->Account->Transaction History->New
Credit
• Credits are created for non-monetary
transactions and can be applied to future
invoices
Write-offs
When a member drops, open invoices are not automatically written off
Locate, and open, the invoice(s) that should be written off
Click ‘New Transaction’ and select Writeoff Balance
Assign the amount to be written off to the desired Chart of Account item
Uncollectible amounts can also be written off on Active Members.
Deposits
• Payments go into (Undeposited Funds) by default Quickbooks users will not need to do anything for this to work
Peachtree users will need to set up an Undeposited Funds account in
both the Peachtree Chart of Accounts and the database Chart of
Accounts and then designate this account as the deposit to account in
Setup
• Billing->Deposits Select the Bank Account that the deposit needs to be reported under
Set the deposit date
Select payments that are part of the deposit
Save Deposit
• Deposit feature does not need to be used. Transactions
can be deposited in your accounting software separately
from database.
Reports
• Variety of Summary reports
Invoice Sumary
Payment Summary
Deposit Summary
• Journal Entry Export
View transaction activity
Export to Quckbooks, Peachtree or CSV file
Reprint Invoices
• Billing->Reports->Transactions->Invoice
Summary
Filter by All Invoices, Open Invoices only or Past Due
Invoices
Choose specific fee items
Choose specific batches
Select Resend Invoices button at bottom
Send Statements
• Billing->Statements
• Selections include option to Show Invoice Details
Letters
• Billing->Reports->Letters
• Variety of letters are ready to print
Notification (dues coming)
Collection (overdue invoices)
Thank you (payments received)
• Edit if desired by clicking Letter Template
