Billings Tab

This tab displays when you select the Bill

button on the Work Orders Tab. Use this tab to bill charges associated with the Work Order.

NOTE that in eSite, the system automatically bills the resident, tenant, or customer based on the entries made in eService.

The Billings tab is divided into the following sections.

Billings

The Billings section of the Billings tab allows you to enter a description for the billing. In addition, you can select the option Show Prior Billings and display the Prior Billings Grid.

Billings for Work Orders

The display-only work order number and title.

Work Order for

The display-only location; that is a property, building, and unit.

Description

This field defaults. Accept the default description or edit the description for billing purposes.

Materials

The display-only income code to which the materials are chargeable. The income code must exist in eSite, and if you use eFinancials, the same income code must exist in eFinancials.

Labor

The display-only income code to which the labor is chargeable. The income code you enter must exist in eSite, and if you use eFinancials, the same income code must exist in eFinancials.

Charge (Materials)

The display-only charges for the materials used to complete the work order.

Charge (Labor)

The display-only charges for the labor needed to complete the work order.

Total Charge

The display-only total of the material and labor charges necessary to complete the work order.

Show Prior Billings

Select this option to display a Prior Billings Grid below. In addition, the system displays a total in the Total Prior Billings field at the bottom of the tab.

Prior Billings

The Prior Billings grid appears when you select Show Prior Billings check box. Also, a total displays in the Total Prior Billings field at the bottom of the tab.

Note

Information appearing in this grid is coming from eSite for residents and tenants and eFinancials for customers.

Billed to

The display-only resident, tenant, or customer to who the billing was addressed. Click this column title to sort the list.

Billing #

The display-only billing number. Click this column title to sort the list.

For eSite, the invoice number does not display.

Material Due Date

The display-only date on which the billed amount for materials is due. Click this column title to sort the list.

Material Percentage

The display-only percentage of materials to be charged to the resident, tenant, or customer. Click this column title to sort the list.

Material Charge

The display-only total amount of material charged in dollars and cents. Click this column title to sort the list.

Material Inc Code

The display-only income code to which the charge was posted in either eSite or eFinancials. Click this column title to sort the list.

Labor Due Date

The display-only date on which the billed amount for labor is due. Click this column title to sort the list.

Labor Percentage

The display-only percentage of labor to be charged to the resident, tenant, or customer. Click this column title to sort the list.

Labor Charge

The display-only total amount of labor charged in dollars and cents. Click this column title to sort the list.

Labor Inc Code

The display-only income code to which the charge was posted in either eSite or eFinancials. Click this column title to sort the list.

Bill To

Use the Bill To portion of the Billings Tab to select a billing recipient (resident, tenant, or customer). In addition, this section of the tab is where you add billing total amounts.

Resident/Tenant or Customer

Select Resident/Tenant to bill a resident or tenant. When you select the lookup button, the Bldg/Unit/Resident Lookup displays. Select a building, unit, or resident from the list.

Select Customer to bill a customer. When you select the lookup button, the Customer Lookup displays. Select a customer from the list. When you do, a message appears: Leave the Due Date blank to calculate due dates and discounts based on Terms code for the eFinancials Customer. Refer to Billing Work Orders Overview for more information.

Due Date (Materials)

Enter the date on which the billed amount for materials is due. Or use the Calendar Button to select a date.

% of Materials

Enter the percentage of materials to be charged to the resident, tenant, or customer.

Charge (Materials)

If you completed the percentage field, the system inserts an amount in this field. Otherwise, enter the total amount of material charged in dollars and cents.

Due Date (Labor)

Enter the date on which the billed amount for labor is due. Or use the Calendar Button to select a date.

% of Labor

Enter the percentage of labor to be charged to the resident, tenant, or customer.

Charge (Labor)

If you completed the percentage field, the system inserts an amount in this field. Otherwise, enter the total amount of labor charged in dollars and cents.

Additional Recipients

Use the Additional Recipients section of the Billings Tab to divide the bill between residents or tenants or customers.

Note

You must add one recipient in the Bill To section before you can add additional recipients.

Resident/Tenant - Customer

The name of the resident, tenant, or customer included in the billing.

To add lines to the grid, select the Add button.

To edit task details for an existing task, click this link and the Task Details Popup displays.

NOTE that when you select a Customer from the list, a message appears: Leave the Due Date blank to calculate due dates and discounts based on Terms code for the eFinancials Customer. Refer to Billing Work Orders Overview for more information.

Materials

The income code of the materials used on the work order. The income code defaults from the property policy.

Materials Charge

The amount charged for the materials used on the work order.

% Charge (Materials)

The percentage of materials owed by this resident, tenant, or customer.

Labor

The income code of the labor necessary to complete the work order. The income code defaults from the property policy.

Labor Charge

The amount charged for the labor necessary to complete the work order.

% Charge (Labor)

The percentage of labor owed by this resident, tenant, or customer.

Delete

Click to delete a recipient. The system deletes the recipient immediately. Note that you are deleting one recipient from the billing but not the billing.

Add

Click to display the Task Details Popup and add additional recipients. You must add a primary recipient before you can add any additional recipients.

Task Details Popup

The Task Details popup appears when you click Add on the Billings tab, or when you select a resident, tenant or customer link to edit an additional recipient entry. Use this popup to bill work order charges or billings to additional recipients (for example, all of the residents or tenants in one building).

If your company uses eSite, when you complete this popup and click OK, the system posts billing data to eSite for residents or tenants. If your company uses eFinancials, you can then transfer the billing information from eSite to eFinancials.

If your company uses eFinancials, when you complete this popup and click OK, the system holds this information. When you click Submit on the Billings tab, the system posts billing data to eFinancials for customers.

Bill To

Select Resident/Tenant to bill a resident or tenant. When you select the lookup button, the Bldg/Unit/Resident Lookup displays. Select a building, unit, or resident from the list.

Select Customer to bill a customer. When you select the lookup button, the Customer Lookup displays. Select a customer from the list.

Due Date (Materials)

Enter the date on which the billed amount for materials is due. Or use the Calendar Button to select a date.

% of Materials

Enter the percentage of materials to be charged to the resident, tenant, or customer.

Charge (Materials)

If you completed the percentage field, the system inserts an amount in this field. Otherwise, enter the total amount of material charged in dollars and cents.

Due Date (Labor)

Enter the date on which the billed amount for labor is due. Or use the Calendar Button to select a date.

% of Labor

Enter the percentage of labor to be charged to the resident, tenant, or customer.

Charge (Labor)

If you completed the percentage field, the system inserts an amount in this field. Otherwise, enter the total amount of labor charged in dollars and cents.

Click to add the billing just entered to the selected resident, tenant, or customer account.

Cancel

Click to stop without saving changes.

Totals

Total Billed

The system-generated current total amount of billing for material and labor.

Total Prior Billings

The system-generated total of prior billings. This total displays only when you select the option Show Prior Billings.

Remaining

The system-generated difference between the total charged and total billed amounts.

Submit

Click to bill the selected resident, tenant, or customer account.

Cancel

Click when you want to stop without saving changes.