BILL CODES

 

 

 

 

DESCRIPTION:  Bill Codes allows you to enter recurring billing information for use in Cash Receipting and Accounts Receivable.

 

 

 

To access:  Click on the Customers module  then click the Bill Codes menu item.   

 

The following windows will appear:

 

   

 

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

 

To enter a new Bill Code, click the New button  at the top of the window.  Enter a unique Code along with a Name (a full description) that will be used on the receipts.  From the drop down list, select the Status and also the Bill code type.  If this item requires sales tax to be collected, then check the Taxable box.  Pro Fund Accounting will default to non-taxable.  A Bill Code can be set up for collecting sales tax by selecting the Sales Tax option from the Bill code type drop down list.  Enter the tax percentage amount in the Sales tax rate (%) field.  Make sure to label, in the Name field, the Bill Code to identify the state the sales tax is for.  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.  The following window shows this Sales Tax option:

 

 

 

For those items that you always charge the same price, enter the quantity, price each, and the amount that will be transferred to Cash Receipting or Accounts Receivable as the Default values.

 

Enter the appropriate Debit account number.  This is usually an asset account type.  Enter the appropriate Credit account number.  This is usually a revenue account type.  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 set up prior to Invoice posting in Bill Codes.

 

When you are finished entering information, click the Save button.    A success message window will appear.  Click OK.

 

To delete a Bill Code, select the Bill Code you wish to delete, then click the Delete button  at the top of the window.  If there are no transactions for that Bill Code, then the Bill Code will be deleted.  Alternatively, you can make a Bill Code inactive by selecting Inactive from the Status drop down list.  Click the Limit button to see or hide all of the inactive Bill Codes.

 

Click on the X in the upper right corner of the window to close the window.