05.1 Account

Definition: What is it?

The 'Account' sub menu is used to enter the basic details required for setting up a new billing account or editing an existing one.

Other Billing Account details can be added or amended using the other sub menus as follows:

• Roles
• Terms
• Invoices
• Payments
• Orders

What is it used for?

It is used to create or update the following details for a Billing Account:

• Billing Account Identification
• Party to be Billed (NOTE: Do some investigation here since in demo data this is blank and the roles sub menu is used instead to link the billing account to the party......)
• Billing Account Limit (NOTE: This is how much credit the customer will be given eg $5000)
• Currency to be used for Billing Account
• Start and End Dates 

NOTE: There are currently two ways to add a party to a billing account.

1. Enter a party id in the 'Party Billed To' field
2. Use the 'Roles' sub menu to add a party id with the role of 'Bill To Customer'

If using the first method then when you press the update button this removes the party id from this field and automatically creates the party under the Roles sub menu with the role of 'Bill To Customer'

What's on the screen?

To do

How do I create a new Billing Account?

NOTE TO CHECK: If the party doesnt have the role 'Bill To Customer' is it automatically added when the billing account is created or will the creation fail?...........

Example: To create a new Billing Account

1. Press the 'New' button and the 'Edit Billing Account' screen is displayed
2. Enter a code or number for the  'Billing Account Id' (NOTE: If this is left blank a number will be automatically generated)
3. Enter a number for the 'Billing Account Limit' (eg 5000)
4. Leave the 'Account Currency UOM Id' as it is (NOTE: This should be the default currency for Company...)
5. Enter a description that can be used to identify the Billing Account (eg Joe Bloggs Builders Billing Account)
6. Leave the 'Contact Mech' field as it is (NOTE: This field cannot be filled in until either the 'Party Billed To' has been filled in or a party with the role of 'Bill To Customer' has been added under the 'Roles' sub menu
7. Enter the Billing Account start date in the 'From Date' field.  (NOTE: If left blank then this will default to the current date and time. NOTE TO CHECK: Can this date be in the future.....?)
8. Leave the 'Thru date' field blank
9. Enter or use the lookup to select the 'Party Billed To'
10. Press the 'Update' button
11. After the 'Update' button has been pressed then the 'Contact Mech Id' field will either be automatically filled in or will allow you to select a contact mech from a drop down list

How do I update an existing Billing Account?

Billing Account details can be updated. A key field that may need to be updated is the actual Billing Account Limit if a customer reduces or improves their credit rating

Example: To update an existing Billing Account

1. Click on the 'Billing Account Id' of the Billing Account to updated
2. The 'Edit Billing Account' screen is displayed
3. Enter the changes required
4. Press the 'Update' button

NOTE: The Billing Account Id cannot be amended and in some cases the Contact Mech Id may not allow an update. The limited update for the Contact Mech Id is related the Party setup.

How do I delete a Billing Account?

Billing Accounts cannot be deleted. They can only be expired. This means that they will no longer be able to be used to associate invoices or payments against.

Example: To expire a Billing Account

1. Click on the 'Billing Account Id' of the Billing Account to be expired
2. The 'Edit Billing Account' screen is displayed
3. Enter the current date in the 'Thru date' field
4. Press the 'Update' button