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Creating Recurring Services

Recurring services are billed by recurring calendar time period. You do not report actuals by recording billable entries against a recurring service. The service is delivered continuously throughout the entire time period.

  • Once a recurring service is added to a customer record, that instance of the recurring service can be changed from the default values defined in the Recurring Services Catalog.
  • A recurring service can be added to a customer record with or without reference to a sales order.
  • Recurring services do not require a work order, which manages only labor, parts, expenses, and general billable items.
  • A customer-assigned recurring service begins generating billing lines after its Start Billing date occurs.
  • The fee for a recurring service can be based on a specified set of managed machines called a billing set or the fee can be based on a fixed quantity. The choice of using billing sets or quantity to calculate fees cannot be changed after associating an instance of the recurring service with a customer.
  • A recurring services billable entry that is due for billing does not display in the Pending Items page until the recurring services has been "harvested" using the Application Settings > Schedule tab.

Steps

This example shows how a recurring service is added while maintaining a customer record.

  1. Create a customer record, if the customer record you want to bill doesn't already exist, by selecting Customers. When you create the customer record:
    • Ensure the Make Customer an Organization checkbox is checked. This enables you to create billing sets based on machines associated with the organization.
    • If the customer record was created without an organization, you can create the organization by basing it on the customer record using System > Manage.
  2. Add a recurring service Word 60% / HTML 100% to the customer record using the Customers > Financial > Recurring Services tab or using the Recurring Services page.
  3. While creating a recurring service:
    • Optionally charge by the number of machines included in the service, using billing sets. The fee for a recurring service can be based on a specified set of managed machines called a billing set. Billing sets are specified using a combination of machine groups and views. Billing sets are unique to each customer record, but can be used with any recurring service associated with a customer. Public billing sets can be used with any customer based on public views. Optionally create a new billing set Word 60% / HTML 100%.
  4. Bill when the start date for each time period in the recurring service comes due in Pending Items.