BILL CODE MAINTENANCE

DESCRIPTION:  This program is used to set up all the bill codes used to invoice your customers.

PLEASE NOTE:  Before an Invoice can be posted, one or more Bill Codes must be set up in Bill Codes Maintenance and for Accounts Receivable purposes, they must have a Bill Code Type of Accts Receivable.

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To start, click the CUSTOMERS button  on the Main Screen , then click the BILL CODE MAINTENANCE button. 

 

The following screen will appear:

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Please see the following topic for help on setting up filters in the bill code grid: Exploring Grid Filters

 

TO SET UP A NEW BILL CODE:

1. Click on the NEW button.
The following screen will appear:

Code

Type a unique name for this particular bill code Ex: MAPS

 

Name

Give a full description of the Bill Code.  Ex:  Road Commission Maps

 

Type

Select the correct bill code type from the list using the drop-down menu.

 

Taxable

Check the Taxable box if this particular item is taxable for sales tax purposes, the system will default to non-taxable.

NOTE: A special Bill Code, "Sales Tax," can be optionally specified. Taxable Customers and Taxable Bill Codes will have the Sales Tax automatically calculated. The Tax Rate is placed as a percent in the Price Each field of the Sales Tax bill code (e.g., 6% would be entered as .06). If no sales tax is to be calculated, then you don’t need to set up a Sales Tax bill code.

Remember: Your sales tax account number is a payable, not a revenue, account. Be sure to assign the proper credit account number when setting up Sales Tax bill codes.

 

Accounts

These are the accounts that will be debited or credited to the general ledger transactions file for each line item on the invoice. These account numbers cannot be changed during Invoice Post, so they must be setup prior to invoice posting in Bill Code Maintenance.

 

Defaults

For those items that you always charge the same price, such as a road map always gets charged out as $2.00 each, you could enter a quantity of 1 and a price each of $2.00.  This way when you invoice a person and use the bill code for maps, it will automatically load into the system as 1 map at a price of $2.00.  If the person buys 2 maps, you can always modify the quantity on the invoice. You can multiply out the quantity times the price each for the Amount box if you want, but you can also leave blank as it will automatically calculate in the Invoice Post program.

 

Save

When you are finished entering the appropriate information, click on Save to save any changes made to this bill code. If you were creating a new bill code, clicking on the Save button will create that bill code.