Fm Billings

Use this billing method to schedule periodic billing.

This is very similar to the system menu item Fleet / Billing → Periodic. All of your client billing preferences are applied in the same way regardless of how the billing is created except for the differences listed below.

Differences Between Scheduler Job and Manual Billing

Aspect	Scheduler Job (fm / billings / periodic)	Manual Process (Fleet / Billing → Periodic)
Emailing	If the "Delivery" field is set to 'Email', emails are created and sent. You can find them in the Mail Queue at 'Sent' status. If the email cannot be sent, they are stored in the Mail Queue with a 'Failed' status. Go to the Mail Queue to review and then send the corrected emails.	If the "Delivery" field is set to 'Email', billing emails are created and placed in the Mail Queue in 'Pending' status. To complete the process, you need to go to the Mail Queue and send these invoices manually.
Billing Type	Only records for clients with a "Billing Type" of 'Periodic' will be selected.	Records for clients with a "Billing Type" of either 'Any' or 'Periodic' will be selected.

Data Set-up

Set the Clients / Contract Defaults "Billing Type" as 'Periodic' for any client whose invoices should be created by this job.

Job Type

Field	Format	Notes
Module	Drop List	Choose 'fm'
Class	Drop List	Choose 'billings'
Method	Drop List	Choose from combined, periodic, recharges, rechargesFuel
Description	Text	A generic description will populate once a "Method" has been chosen. You can change this to something meaningful to you. This shows as the description on the Scheduler / Schedule tab

Parameters

Channel / Group / Client Selection

Parameter	Format	Notes
Channel Code	Lookup	Enter or look up the Channel Code you want to run the job for. This will then select and invoice only the clients of this channel. If populated, you cannot also choose a "Group Code" or "Client Code". Choosing another filter will remove the "Channel Code" value.
Group Code	Lookup	Enter or look up the "Group Code" you want to run the job for. This will then select and invoice only the clients of this group. If populated, you cannot also choose a "Channel Code" or "Client Code". Choosing another filter will remove the "Group Code" value.
Client Code	Lookup	Enter or look up the "Client Code" you want to run the job for. This will then select and invoice only the contracts that belong to this client. If populated, you cannot also choose a "Channel Code" or "Group Code". Choosing another filter will remove the "Client Code" value.

Delivery and Pay Cycle

Parameter	Format	Notes
Delivery	Drop List	Choose 'Email' to select and email invoices to clients who have "Invoicing Preference" set to 'Email'. The emails will be sent and available for review in the Mail Queue. They will be set to 'Sent' status. The recipients of these emails will be based on the "Use Group Email" flag set up under the Client Contract Defaults. If checked on, then the Group Email will be used; if checked off, then the A/C Payable email will be used. If there is no stored recipient email, the scheduler job will still run, with the emails in the Mail Queue in 'Failed' status. Choose 'Post' when the scheduler is required to run to process the invoices.
Pay Cycle	Drop List	Choose a pay cycle if you want to run this job only for a particular pay cycle. This works in the same way as the Billings / Periodic "Pay Cycle" field. You might use this feature to invoice contracts with a weekly or fortnightly pay cycle throughout the month without accidentally including monthly pay cycles that may be invoiced at a nominated time in the month.

Invoice Date Configuration

Parameter	Format	Notes
Invoice To	Drop List	Use this feature if you want to create billing records before or in the future of their invoice date being reached. Leave this field blank to use the system's run date as the Fleet / Billing "Invoice Date". Options: 'Common Day Past', 'Common Day Future', 'Run Date Plus', 'Payroll Cut Off' (if Client Code is selected)
Invoice To DAY	Drop List	Available options depend on the "Invoice To" selection. Blank: disabled; Common Day Past/Future: 1st, 2nd, 3rd... EOM; Run Date Plus: 1, 2, 3... 31; Payroll Cut Off Days: disabled
Invoice To Date	Display (Calculated)	This is a calculated display field that shows what the next "Invoice To" date will be with the current selections applied. This will calculate if "Invoice To" and Invoice To "Day" are entered. If no entry is made in "Invoice To" field, it will be displayed as blank on save.
Invoice Date	List Box	Options are 'Invoice To' and 'Run Date'. Choose 'Invoice To' to use the calculated "Invoice To Date" as the Fleet / Billing "Invoice Date" when the billing selection and posting is run. Choose 'Run Date' to use the system's run date. If the field is blank, the system will default to using 'Run Date'.

Run Times

The billing process requires a range of tables to be locked down while it runs. For this reason, we recommend you set billing jobs to run outside of business hours.