I. INTRODUCTION

The Rebilling Feature of CARS+ can be used to reprint documents en masse that are used to bill customers. These documents can include a reprinted copy of the Rental Agreement, a RealWorld Accounts Receivable Statement of Account, and/or a CARS+ rental or insurance invoice.

II. REQUIRED SET-UP STEPS

A. Determine which documents need to be reprinted for which customers. Update the Customer Records by entering the appropriate code on Page 2, Field 25, "Billing Format". Valid Codes are:

1 = RealWorld A/R Statement
2 = CARS+ Invoice (either Rental or Insurance Invoice)
3 = Rental Agreement
4 = Statement & Rental Agreement
5 = Invoice & Rental Agreement
6 = Statement & Invoice

These codes can be added at the time a bill-to customer is added to the Customer File.

There is also a field in the Customer Type Codes File which refers to rebilling, and the appropriate code can be entered there. If you chose to validate customer types, the rebilling code will be automatically entered when a customer of that particular customer type is added.

B. Mass updates of the Billing Format Field may be accomplished by using the program "Update Billing Format". (System Management - CARS+ Utilities Menu)

Follow this procedure:

1. Using the program "Edit Customer Type Codes" [Control Files Menu- Rental Control Files Menu], set up a record for each Customer Type you wish to re-bill. Be sure to specify a Billing Format. This will be the default for both the mass update program and for all subsequent entries for this type of customer in the Customer File.

2. Run the Update Billing Format program. You will specify a Customer Type Code and, after pressing F1, the program will update the Billing Format Field of all Customer Records of that Type with the default value specified in the Edit Customer Type Code file.

III. PROCEDURE FOR REBILLING

A. Create the Rebilling File.

Using the RealWorld A/R Aging Report, select which customers you wish to re-bill. You may make full use of all selection criteria including Customer Type, Cut off aging period, Cut off balance due and Prefix selection for Doc #'s. In order to create the Rebilling File, you MUST select the following:

Field 1: Detail or summary? Detail

Field 2: Type of open item detail? Type 3

Field 16: Reprint Docs? Yes

You may either print or display the report.

A "Detail, Type 3" report will print "Invoice Balances" only. This means that for each customer it will first look at all Invoice records (which are Rental Agreements) then at all other records which apply to the Invoice (Debit Memos, Credit Memos, and Payments). It will print only the resulting balance. Setting the "Reprint Docs" flag to "Yes" will also cause portions of the data from this report to be written out to a file. The items written are:

Customer #
Document # (which is the RA #)
Billing Format (as retrieved from the Customer File)

The file name is AGERPT.XX where XX is the Company Number of the CARS+ Company which created the file. Note that each time a "Detail-- Type 3" report is run with the "Reprint Docs" flagged as "Y", THIS FILE WILL BE OVERWRITTEN.

NOTE: This rebilling file contains the Document # from the A/R Aging Report. When issuing a Debit Memo, the Document # must be the RA #--or the Debit Memo will not be able to be re-billed through this logic.

B. Reprinting Documents

Now that the rebilling file has been created, you may reprint RA Invoices, Insurance Invoices, RAs and/or A/R Statements. As you enter any of these programs, answer "Y" to the question "Re-Bill Run?". This will cause the program to print documents for only those customers in the rebilling file whose billing format matches the program you are running.

For example, if a customer is given a billing format of "5", the A/R Statement program will not print a statement for that customer when a "Re-Bill Run" is specified because a "5" in the billing format field means an Invoice and an RA are reprinted.

NOTE: Many of the selection parameters of these programs become immaterial when a "Re-Bill Run" is specified.

C. Invoice Message

When a "Re-Bill Run" is specified, Invoices will print with a message stating:

"This is a copy of an original Invoice previously sent to you. If you have already paid, please disregard."

D. Multiple Reprints

Re-billing documents may be reprinted any number of times from this file. The file will stay, and only be overwritten the next time the A/R Aging Report is run in "Detail - Type 3" with "Reprint Docs" flagged as "Y".