Insurance Invoicing

CARS+ provides a program for invoicing an insurance company or repair shop which has authorized an insurance or replacement rental. The various methods of doing insurance replacement rentals are explained in the chapter Overview - Insurance Replacement Summary. That chapter should be read and understood before using this program.

The Insurance Invoicing program prints a billing invoice for each insurance rental summarizing the rental charges. An insurance invoice will be printed for an RA if an insurance voucher was entered into the RA.

One invoice will be printed for each insurance rental. When a RA has multiple insurance vouchers for the same insurance company due to extensions, the invoice will consolidate the vouchers on a single invoice. If the contract has multiple insurance vouchers for different insurance companies, then a separate voucher is printed for each company.

Incomplete Vouchers: If your system is configured to allow the entry of incomplete insurance vouchers, remember that contracts with incomplete vouchers cannot be posted or invoiced. Use the Insurance Follow-Up Report on a daily basis to monitor RAs with incomplete vouchers. Incomplete vouchers must be completed or deleted using the Edit Voucher program. Once that is done, they can be posted and invoiced.

Invoice Form Layouts: CARS+ supports a generic invoice program plus optionally it can support custom formats.

Forms: Use these with continuous feed printers. These need to be order from your printing company. Refer to the specifications at the end of this chapter or call Thermeon's Support Dept. for a sample form.

Plain paper: Invoices can be printed on plain paper as long as "cut sheet" mode (See Field # 12) is chosen.

Whether or not your company name and address print at the top of the invoice is controlled by a field in the RealWorld Accounts Receivable Control File. See Field #17, "Print company name on statement". A "Y" in this field indicates that your company name and address should print at the top of each invoice. A "N" means it will not print.

To access the Insurance Invoicing program, type INSINV (RET) at any menu "OPTION:" field or the appropriate line number on the Daily Procedures menu. The screen will then display:

OPTION: __ INSURANCE INVOICING

1 Start DBR Date 08-12-07
2 Start DBR Time 1200M
3 End DBR Date 08-12-07
4 End DBR Time 1159P
5 Re-Bill Run? N
6 FOP ALL
7 Location ALL
8 Sort Order R (R=RA#, F=FOP)
9 Local Contact N
10 Incl Wsale N
11 Paper Type 1 (1=Cont Feed, 2=Cut Sheet)
12 Print/Display P
13 New Invoices only Y
14 Skip Rentals with Balance Due from Renter N

1BEGIN 2 3ERASE 4 5 6 7HELP 8

Unlike most other CARS+ programs, this screen can be customized when the layout of the printed invoice is customized. The screen displayed above is the selections that work with the generic invoice layout (program number 1). Later in this chapter is a list of the additional selection fields that are currently available when customization has been done.

Enter data as follows:

1. START DBR DATE

Using your selected date format, enter the Starting DBR Date to invoice. Press RET to default to Today's Date.

EXAMPLE: Type: 080107 (RET)

The DBR date referred to here is the closing DBR date and it will print on the invoice as the invoice date.

2. START DBR TIME

Using your selected time format, enter the Starting DBR Time to invoice. Press RET to default to 12:00 Midnight.

EXAMPLE: Type 7A (RET)

3. END DBR DATE

Using your selected date format, enter the Ending DBR Date through which to invoice. Press RET to default to Today's Date.

EXAMPLE: Type 081007 (RET)

4. END DBR TIME

Using your selected time format, enter the Ending DBR Time through which to invoice. Press RET to default to 11:59P.

EXAMPLE:Type 1000P (RET)

5. RE-BILL RUN?

Enter one alpha character to designate whether or not this is a re-billing run. (See the Appendix on the Rebilling Feature for Past Due for details on how to create a re-billing file.)

Y = This is a re-billing run

N = This is not a re-billing run

EXAMPLE: Type N (RET)

6. FOP

Enter up to 6 alphanumeric characters to an existing Customer Number of an insurance company (Customer Type Code = INS). Press RET to default to invoicing All insurance companies.

EXAMPLE: Type AAA (RET)

7. LOCATION

Enter:

1. Up to 6 alphanumeric characters to select a single location where RAs closed.

2. A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). Remember, the first character of a Group Name is the plus sign "+".

3. Press RETURN to default to ALL locations.

EXAMPLE: Type TUS (RET)

8. SORT ORDER

Enter 1 alpha character to select the order in which the invoices will print.

R = In RA number order.

F = In FOP (Customer Number) order.

EXAMPLE: Type F (RET)

9. LOCAL CONTACT

Enter 1 alpha character to select the addressing format. The Local Contact field can be used to record the insurance adjuster's name. If you have used this field for this purpose, you may wish to address the invoice to the adjuster.

Y = Data entered in the Local Contact field will print as the last line of the insurance company address after the characters "ATTN:".

N = Data in the Local Contact field will not print as part of the insurance address.

EXAMPLE: Type Y (RET)

10. INCL WSALE

Enter 1 alpha character to indicate if wholesale rental transactions (tour vouchers) should be included.

Y = If your insurance invoicing program handles both insurance and wholesale transactions and you want to include wholesale transactions.

N = Do not include wholesale transactions

EXAMPLE: Type N (RET)

User Tip: If you are unsure about whether or not your invoicing programs handles wholesale (tour) transactions, contact Thermeon's Customer Support Dept. If it does not, use the Voucher Invoicing program for invoicing tour vouchers.

11. PAPER TYPE

Enter 1 alpha character to indicate which type of paper will be used, providing that you choose to print.

1 =Continuous feed paper

2 =Cut sheet paper

EXAMPLE: Type 1 (RET)

12. PRINT/ DISPLAY

P = Print a hard copy of this report on your terminal's assigned printer. See the Edit Terminal Records Chapter for instructions on how to assign printers.

D = Display this report on your terminal screen.See the General Data Entry Instructions Chapter on how to control the screendisplay.

EXAMPLE: Type P (RET)

13. NEW INV ONLY

After printing invoices, a question appears on the screen asking if the invoices should be marked as posted.

This field is asking whether or not you wish to print invoices for only those RAs that have not been previously marked as having been invoiced:

Y = Yes. Print invoices only for RAs that have not been previously invoiced.

N = No. Print invoices for all RAs meeting the selection criteria even though some may have been previously invoiced.

EXAMPLE: Type Y (RET)

14. SKIP RENTALS
WITH BALANCE DUE FROM RENTER

This question is provided to prevent the invoicing of insurance replacement RAs with a balance due (other than the insurance voucher). For example, a 4-day RA may have a 3-day insurance voucher, and there is still some question as to who is responsible for the 4th day.

Enter:

Y = Yes. Skip insurance RA that have a balance due from the renter. (RAs with a bill-to customer indicated are not subject to this logic.)

N = No. Include insurance RAs even if they have a balance due from the renter.

EXAMPLE: Type Y (RET)

PRESS "F1" AT "OPTION:" TO BEGIN PRINTING.

FIELD DESCRIPTIONS ON THE GENERIC INVOICE LAYOUT

The following notes identify what data from the RA record will print in each invoice field.

INVOICE FIELD	DESCRIPTION (Field name from the RA Record)
Return Address (if not preprinted)	Name and address from the A/R Company File.
Billing Address	Name and address of insurance company from the Customer File.
Invoice Number	RA Number.
Invoice Date	System date when the invoice is printed.
Customer Number	Insurance Co.'s A/R Customer Number (FOP from the Dep/Vchr window, RA Open)
Date	Date RA was closed.
RA Number	RA Number.
Rental Charges	Amount of rental charges to be paid by the insurance company. (Insurance Credit Amount from RA Close)
Sales Tax	The sales tax on insurance rental charges.
Other Charges	The insurance payment voucher. (From Payment window, RA Close)
Rental Period	RA Open and Close Dates.
Days	Rental days authorized by the insurance company and used by the customer. (Insurance Credit Quantity from RA Close)
Rate	Daily rental rate to be paid by the insurance company. (Insurance Credit Rate from RA Close)
Claim #	FOP Voucher number from the first insurance voucher entered into the system.
Insured/Policy #	Reference Data Field from the Dep/Vchr window of the Open RA program.
Date of Loss	Date of Loss Field from the Dep/Vchr window of the Open RA program.

After the invoices are printed, the following question appears at the bottom of the screen:

DO YOU WANT THE RA'S TO BE MARKED AS INVOICED?

Answering "Y" marks the Deposit/Payment records for the insurance vouchers as having been invoiced.

PROCEDURAL SUGGESTIONS IN INVOICING INSURANCE COMPANIES

CARS+ will allow you to reprint invoices for the same RA should there be any problem with the first print run.However, there is no check to see if the RA that you are currently invoicing has been previously invoiced. Therefore, you should keep a manual ledger of the starting and ending dates and times of each invoice run. If you will not be invoicing all insurance companies at the same time, manual records must be kept for each individual company invoiced.

USING A PREPRINTED FORM WITH THE INSURANCE INVOICING PROGRAM

Due to the special nature of insurance invoices, Thermeon has designed a special form. The following design criteria were used:

The program will print your company name and address on the invoice if you do not have it preprinted. This is controlled by Field 17 on the first page of the A/R Control File. If you answer Y=Yes to have the system print your address on statements, your address will also print on these invoices.

The invoice uses the same window envelopes used with RealWorld A/P and Payroll checks.

A standard 8 1/2" X 7" size is used with continuous form paper.

Open format is used to allow future enhancements.

Layout specifications are as follows:

Overall size: 8.5" X 7" (9.5" X 7" including margin for tractor feed.

Layout measurements: vertical spacing is 1/6" (6 lines per inch), horizontal spacing is 1/10" (10 characters per inch).

TOP HALF OF THE FORM

Logo and Return Address Field: 1" X 3 4/10ths" beginning 1/6" down from the top of the form and 1/2" in from the left margin.

Box for Inv#, Date, & Cus#: 1.5" X 1 6/10ths" beginning 5/6ths" down from the top of the form and 6" from the left margin.

BOTTOM HALF OF THE FORM

On the bottom half of the form, the first printed date is on line 27 (4.5" down from the top of the form). The first character is indented 3/10ths of an inch from the left margin.

Field widths:

Date: 1 2/10ths"(8 character position)

RA Number: 1 1/10ths"(11 character position)

RA Number: 1 1/10ths"(11 character position)

Description: 4 2/10ths"(26 character position)

Charges: 1 2/10ths"(12 character position)

Invoice Total: Will print on line 40 (6 4/6ths" from the top).

Click here to download a pdf file that shows what the printed form looks like. This file contains three images of the form:

The blank form by itself.

The form with the measurements (as shown above) included.

Same as #2 above but with additional comments regarding line numbers, etc.

NOTE: While the attached examples are shown in landscape orientation, the form is intended to be printed on the page in portrait orientation.

OPTIONAL FIELDS THAT MAY BE AVAILABLE ON A CUSTOMIZED INVOICE

START RA#	Enter the starting rental Agreement number of the RAs to be invoiced or press return to default to the FIRST RA on file that meet the other selection criteria. EXAMPLE: Type: (RET)
END RA#	Enter the last rental Agreement number of the RAs to be invoiced or press return to default to the LAST RA on file that meet the other selection criteria. EXAMPLE: Type: (RET)
START CUST #	Enter the starting Customer number of the first Insurance Company to be invoiced or press return to default to the FIRST Insurance Company on file. EXAMPLE: Type: (RET)
END CUST #	Enter the starting Customer number of the first Insurance Company to be invoiced or press return to default to the FIRST Insurance Company on file. EXAMPLE: Type: (RET)
INCLUDE INS AS DIRECT BILL?	Under certain circumstances, insurance companies can be entered as the Bill-To Party of the RA rather than the issuer of an insurance voucher. Enter one alpha character to designate whether RAs with an insurance company as the bill-to should be invoiced as well. Y = Yes, print an invoice for RAs that have an insurance company as the RA's Bill-to party as well as RAs with insurance vouchers. N = No, print invoices only for RAs with insurance vouchers. EXAMPLE: Type N (RET)
INVOICE DATE	Using the selected date format, enter the date that will be printed on the invoice as the Invoice Date. Press RET to default to today's date. EXAMPLE: Type (RET)
DUE DATE	Using the selected date format, enter the due date that will be printed on the invoice.