## Processing Recurring Billings

This chapter provides an overview of the recurring billing process, list prerequisites, and discusses how to:

- Enter recurring billing information.

- Generate recurring billings.

- Revise recurring billings.

### Understanding the Recurring Billing Process

If you bill the tenants or pay the landlord the same amount on a regular basis, you can enter recurring billing information and generate billings automatically by billing frequency. Additionally, if you use other processes such as escalations, expense participation, and FASB 13, the system updates the recurring billings table so that invoices or vouchers can be generated automatically when the recurring billing process is completed. The system can also generate prorated billings for partial billing periods and catch-up billings for unbilled periods.

Note. The recurring billing process is billed in AREARS. For example, if you have an annual billing frequency set up to bill every January and the recurring billing on a lease set up as 25,000.00 for January 1, 2007, through January 1, 2009, and you are first generating for January of 2007, the system views the annual period as February 2006 through January 2007.
Thus, if you do not select pro-ration, the full amount will be billed. If you select pro-ration, only 2083.33 will be billed. When January 2008 is generated, the full 25,000 will be billed regardless of the pro-ration selection because the system views the annual period as February 2007 through January 2007.

This table describes the steps in the recurring billing process:

Step | Description
Enter recurring billing information. | You enter recurring billing information, such as the bill codes and billing frequencies, start and end dates, payment terms, and so forth, that the system uses to generate billing records.
Generate recurring billings. | You generate the billing records that you process into invoices or vouchers. The system creates a batch record in the Batch Control Records table (F0011) and records in the Lease Billings Master table (F1511B).
Generate Billing Edit/Register report. | After you generate recurring billings, you must run version XJDE0001 of the Billing Edit/Register program (R15300) to validate the transactions in the batch and to change the batch status.
Review transaction batches. | You use the Real Estate Journal Review program (P150011) to review, revise, and delete transactions, such as billings or fees, from a batch If no errors occur when you run the R15300 program, the system changes the batch status to either Pending or Approved, depending on the setting of the Management Approval of Input option in the Accounts Receivable or Accounts Payable constants. If you select the Management Approval of Input option, the system changes the batch status to pending and you must approve batches before posting them. If you do not select the Management Approval of Input option, the system changes the batch status to approved and the batches are ready to post.
Review recurring billings. (optional) | You can review the batch of recurring billing records in the Recurring Billing Information report (R154011) before you post them. You can also revise or delete billing transactions as necessary. See JD Edwards EnterpriseOne Real Estate Management Reports, JD Edwards EnterpriseOne Real Estate Management Reports.
Post invoices and vouchers | After you generate the billing edit register, you must post the billing transactions to generate the invoice or voucher records.
Print invoices (optional) | After you post invoices, you can print and send them to the tenants. See Printing Invoices.
Print statements (optional) | After you post invoices, you can print statements and send them to the tenants. See Printing Statements.
Review billing, invoice, and voucher transactions (optional) | You can review recurring billing transactions in detail using the Billings Transaction Inquiry program (P15211). See Reviewing Billing Transactions.
Review tenant invoice transactions (optional) | You can review the invoices generated from recurring billing transactions by using the Tenant Ledger Inquiry program (P15222). See Understanding the Process to Review Applied Receipts.
Review tenant voucher transactions (optional) | You can review the vouchers generated from recurring billing transactions by using the Supplier Ledger Inquiry program (P0411). See Entering Standard Vouchers.

### Prerequisites

Before you complete the tasks in this chapter, you must:

- Verify that the AR Controls in the Accounts Receivable Constants are set up appropriately.

  See Setting Up Constants for Accounts Receivable.

  See Setting Up Constants for Accounts Payable.

- Verify that the Lessee field on the lease has the appropriate value for generating either invoices or vouchers.

### Entering Recurring Billing Information

This section provides overviews of recurring billing information, the process to copy recurring billing information, and bill code considerations for printing invoices, lists prerequisites, and discusses how to:

- Set processing options for Recurring Billing Information (P1502).

- Enter recurring billing information.

- Copy recurring billings to a new lease version.

#### Understanding Recurring Billing Information

Before you can generate billing records automatically, you must set up the recurring billing information for each lease, such as the bill codes and billing frequencies, start and end dates, and payment terms.

You can set up billings for regular weekly, monthly, quarterly, semiannual, or annual cycles, as well as numerous other cycles such as 13-period, quarter-days, and irregular month and period combinations. The system updates the recurring billing record with an X for each period that corresponds to the billing frequency that you enter, based on the information in the Billing Frequency Master table (F15019). For example, if the billing frequency that you enter is Q (for quarterly), which is set up as the third, sixth, ninth, and twelfth periods in the F15019 table, the system updates the corresponding fields (BF03, BF06, BF09, and BF12) in the Recurring Billings Master table (F1502B) with an X. The Recurring Billing Generation program (R15100) uses this information to create billing records for the appropriate periods.

This table describes the transaction types you can set up for recurring billing:

Transaction Type | Description
Invoices and vouchers | The value of the Lessee field (STMB) on the lease controls whether the system generates invoices or vouchers. If you leave the Lessee field blank, the system generates invoices; if you enter a value of either Y or 1 in the Lessee field, the system generates vouchers. You must set up a separate lease to process recurring billings for vouchers from the lease that you use to process recurring billings for invoices. Note. After you generate recurring billings for a lease, you should not change the value of the Lessee field.
Journal entries (accruals) | The value of the Bill Type field (TRAN) on the Recurring Billing Revisions form controls whether the system generates a billing record or accrual record. If you leave the Bill Type field blank, the system generates a billing record (invoice or voucher, depending on the lease). If the Bill Type is A, the system generates an accrual record (journal entry only). When you run the R15199 post program, regardless of whether you post invoices or vouchers, the system generates a journal entry for the accrual in the Account Ledger table (F0911).

The system stores recurring billing information in the Recurring Billings Master table (F1502B).

Grouping Bill Code Lines to Generate Recurring Billings

As an alternative to generating recurring billings by tenant and lease, you can use the Billing Group field (BLGR) to organize recurring billing information and generate recurring billing records for different leases and tenants. The system assigns the number of the first building that is identified with the lease as the default value for the Billing Group field, but you can override the value as necessary.

For example, assume that a particular tenant that sells party supplies has ten leases. Each lease is for a separate shopping center and a different building number in each center. You could create a billing group named Party Grp and generate recurring billings for the group.

Effect of FASB 13 Standards on Recurring Billing

If the rent increases or decreases over the term of the lease, you must enter accrual or deferral entries to accommodate the FASB 13 ruling, which states that revenue from rent (recurring billings) must be recognized evenly (as a straight line) over the life of the lease. For example, if a tenant's rent for a three-year lease is 1000 the first year, 1500 the second year, and 2000 the third year. FASB 13 requires a billing of 1500 each month for the life of the lease. You must enter or generate journal entries to account for the adjustments (500 for each month during the first year and −500 for each month during the third year).

The FASB 13 Generation program (R15130) calculates the adjustment amounts for you, and the FASB 13 R. B. Update program (R15132) generates the recurring billings for the adjustments.

If you do not use the FASB 13 programs to calculate and generate the adjustment billings, you must set up the bill codes for the adjustment amounts manually in recurring billings, or enter a journal entry each month for the adjustment.

See Also

FASB 13 Standards and Processes

Generating FASB 13 Information

Updating Recurring Billing Records with FASB 13 Information

#### Understanding the Process to Copy Recurring Billing Information

If you create a new version of the lease, you will need to set up recurring billing information for the new version. To save time and reduce the possibility of errors, you can copy the recurring billing information. You can override the information on the new billing records as necessary. The new lease version does not have to be active to copy new recurring billing records.

To copy recurring billing records to a new lease, select the recurring billing records that you want to copy, and then select Version from the Row menu on the Recurring Billing Revisions form. You can set processing options in the P1502 program to specify whether the system copies the gross amount, the annual square-foot rate, or the taxable amount.

When you use the version feature, the system automatically:

- Suspends the billing records that you specified by updating the SC field with the value Y.

- Updates the Suspend Date field with a date that is one day before the starting date of the new lease version.

  For example, if version 2 of the lease starts on July 01, 2008, the system updates the Suspend Date field to June 30, 2008.

- Creates new billing records based on the starting and ending date of the lease.

  Note. The system uses the starting and ending dates on the recurring billing record in conjunction with the starting and ending dates assigned to the new lease version to determine the dates to assign to the new (copied) billing record.
  For example, if the new lease version begins July 01, 2007, and the recurring billing record that you are copying has an ending date of June 30, 2007, the system does not copy the record to the new lease. Similarly, if the new version of the lease ends December 31, 2007, and the recurring billing record has an ending date of March 31, 2008, the system assigns an ending date of December 31, 2007 (based on the ending date of the new lease version).

#### Understanding Bill Code Considerations for Printing Invoices

When you print invoices, the system generates one invoice per lease and prints each billing record as a separate detail line. You can summarize billing records for different billing codes into a single pay item that appears on the invoice. Alternatively, you can direct the system to print multiple invoices for the same lease.

Note. Grouping and separating bill code lines does not affect how the system generates transactions in the Customer Ledger table (F03B11), Accounts Payable Ledger table (F0411), or the Account Ledger table (F0911). The system uses the information only to print the invoice.

Summarizing Bill Code Lines for Printing Invoices

You can group bill code lines into a single item to appear on an invoice. The description of the item grouping comes from the Remark field of the first line in the group. For example, suppose item grouping code A1 identifies the base rent and several billing escalations. When you enter A1 in the Item Grouping field, the system combines them as one line item that uses the description from the base rent billing line.

Separating Bill Code Lines for Printing Invoices

Normally, the system generates a separate invoice for each tenant and lease; however, if a tenant requires multiple invoices for the billing records generated for the same lease, you can designate which billing lines appear on a separate invoice by:

- Assigning a different value in the SI Code field (SEPI) for each bill code that requires a separate invoice.

  The system prints only those bill code lines with the same code in the SI Code field on one invoice.

- Assigning a different address book number in the Alternate Payee field for each bill code line that requires a separate invoice.

#### Prerequisites

Before you complete the tasks in this section, you must:

- Set up the billing frequencies.

- Set up the automatic accounting instructions and bill codes.

- Create a new version of the lease before you copy recurring billing records.

  See Understanding Lease Versions.

See Setting Up Billing Frequency Information, Setting Up Automatic Accounting Instructions, Setting Up Bill Codes and Adjustment Reason Codes.

#### Forms Used to Enter Recurring Billing Information

Form Name | FormID | Navigation | Usage
Work with Leases | W15210A | Recurring Billing (G1521), Recurring Billing Information | Select a lease version to access recurring billing information.
Recurring Billing Revisions | W1502A | On the Work with Leases form, select a lease. | Enter recurring billing information. Copy recurring billing records to a new lease version.

#### Setting Processing Options for Recurring Billing Information (P1502)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Retrieve Bill Code Description | Specify whether to retrieve the description for the bill code from the Billing Code Extension table (F1512) or leave the description blank so that it can be entered manually. Values are: Blank: Leave the description for the bill code blank. 1: Retrieve the description for the bill code from the Billing Code Extension table (F1512). Note. If you leave this processing option blank and then change it to 1 at a later date, the system retrieves the bill code description when you inquire on the recurring billing record.
2. Search Default For Lease Version | Specify whether the system retrieves the version of the lease that is based on today's date (the system date) or the latest effective date. Values are: Blank: Displays the version of the lease that is effective as of the system date. 1: Displays the version of the lease with the latest (future) effective date. For example, if today's date is June 30, 2007, and the lease has two versions dated January 1, 2007, and October 1, 2007, respectively, the system displays the version dated October 1, 2007. Note. If you do not set up versioning in the Real Estate Management Constants table (F1510B), the system ignores this processing option.
3. Version Copy Retain Amount | Specify which amount to retain when you create a new version of the recurring billing information. Values are: Blank: Gross amount. 1: Square footage amount. 2: Taxable amount.
4. Use Gross Amt as Taxable Amt (use gross amount as taxable amount) | Specify whether the system uses the gross recurring billing amount as the taxable amount. Values are: Blank: Do not use. 1: Use.

Display

1. Display of FASB 13 Entries | Specify whether to display accrual and deferral entries (recurring billing transactions with a bill type of A) that were created from the FASB 13 Generation program (R15130). Values are: Blank: Display. 1: Do not display.
2. Display Tax Fields | Specify whether to display the tax fields (Tax Explanation Code, Tax Rate Area, and Taxable Amount) on the Recurring Billing Revisions form. Values are: Blank: Use the setting of the Tax Suppress option (FG01) in the Real Estate Management Constants to determine whether to display tax fields. 0: Display. The system ignores the setting of the Tax Suppress option (FG01) in the Real Estate Management Constants. 1: Do not display. The system ignores the setting of the Tax Suppress option (FG01) in the Real Estate Management Constants.

Edits

1. Date Edits Against the Lease Master | Specify whether the system validates recurring billing entries against the beginning and ending dates in the Tenant/Lease Master table (F1501). Values are: Blank: Do not validate. The system accepts all entries regardless of the lease dates. 1: Validate. The system enables you to enter only recurring billing entries with dates that occur within the beginning and ending dates of the lease.
2. Activate FASB 13 Warning Window | Specify whether the system displays the FASB 13 warning window when you revise an amount or date that affects FASB 13. Values are: Blank: Do not display. You must manually update the Generation Control field to Y using the FASB 13 Revisions program (P1513) so that FASB 13 information can be recalculated and new FASB 13 records generated. 1: Display. The system provides you with an opportunity to automatically update the Generation Control field to Y so that FASB 13 information can be recalculated and new FASB 13 records generated. Note. If you click OK on the FASB 13 warning window, the system updates the Generation Control field to Y on the appropriate FASB 13 records. If you click Cancel on the FASB 13 warning window, the system does not update the GENC field to Y. You must update it manually using the FASB 13 Revisions program (P1513).

Process

1. Designate Per Square Foot Rate | Specify whether the system uses the gross amount (AG) or the taxable amount (ATXA) to calculate the annual square footage rate. Values are: Blank: Gross amount. 1: Taxable amount.

Currency

1. Transaction Currency Override | Specify whether to allow users to override the transaction currency code from the default value on the lease. Regardless of the setting of this processing option, the system does not enable the transaction currency code to be changed after a transaction has been billed for the lease. Values are: Blank: Allow. 1: Do not allow.
2. Exchange Rate Override | Specify whether to allow users to override the value in the Exchange Rate field (CRR). The system uses the value that you enter as the exchange rate for transactions billed in foreign currency. If you leave this option blank, the system uses the exchange rate that is set up in the Currency Exchange Rates table (F0015) when the transaction is billed. Overrides to the exchange rate should be limited to those instances when an agreement has been made between the tenant and landlord to use a fixed exchange rate for the term of the lease. Values are: Blank: Allow. 1: Do not allow.

#### Entering Recurring Billing Information

Access the Recurring Billing Revisions form.

Show Default Version Only | If you select the check box, the system displays only the default lease version records. If you do not select the check box (default), the system displays all lease version records.
Bill Code | Enter the bill code. If you set up recurring billings as payables, you must use bill codes specific to the JD Edwards EnterpriseOne Accounts Payable system for each pay item line.
Bill Type | Enter the user-defined code from UDC table 15/TR that specifies whether the recurring billing line generates an invoice or voucher, or a journal entry (accrual entry) only. Values are: Blank: Billing entry. When processed, the system generates either an invoice, which updates the Customer Ledger (F03B11) and Account Ledger (F0911) tables, or a voucher, which updates the Accounts Payable Ledger (F0411) and Account Ledger (F0911) tables. The lease determines which type of document the system generates. A: Accrual entry. When processed, the system generates a journal entry only and updates the Account Ledger table (F0911).
Unit | Enter the unit. If the lease is for more than one building or unit, the system displays only the first building and unit, as well as a message notifying you about the condition.
Ending Date | Enter the ending date. This field is not required if the lease is open-ended.
Gross Amount | Enter the value that specifies the total amount of the invoice or voucher pay item. The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the gross amount field.
S C (suspend code) | Enter a user-defined code from UDC table 15/SU that specifies whether the billing line is active, suspended, or inactive. Values are: Blank: Active. The billing line is eligible to generate recurring billings. Y: Suspended. The billing line is not eligible to generate recurring billings after the date entered in the Suspend Date field. I: Inactive. The billing line is not eligible to generate recurring billings. If you enter Yor 1, the system will not generate future billing records and you can add another line with the correct information. If the original billing line has not been posted, you can use the Manual Billing Entry Revisions program (P1511) to delete the billing line or add a manual billing record for the difference.
Suspend Date | Enter the date from which the billing line is suspended. The system generates recurring billings for the billing line up to and including the date specified. If you leave this field blank and the suspend code is Y, the system does not generate recurring billings until the suspend code is changed to Blank.
Billing Group | Enter the code that is used to group different tenants and leases into one combined billing. The system automatically supplies this field with the number of the first building displayed on the Lease Information form. You can override the value of this field if necessary.
Alternate Payee | Enter the address book number of the person or company responsible for payment of rent and charges related to the lease. This number might not be the same number as the tenant.
Remark | Enter a remark. Use this generic field for a remark, description, name, or address.
Annual Sq Ft (annual square foot amount) | Enter the amount that represents the result of multiplying the recurring billing amount by the billing frequency, and then dividing that result by the area. Gross Amount = 1000 Billing Frequency = M (monthly) Area = 5000 Annual Square Foot Amount = 2.4 ((1000 × 12) / 5000) Conversely, if you enter the annual square foot amount, the system calculates the gross amount by multiplying the annual square foot amount by the area, and then dividing that result by the billing frequency. Annual Square Foot Amount = 4.5 Billing Frequency = M (monthly) Area = 5000 Gross Amount = 1875 ([4.5 × 5000] / 12)
Taxable Amount | Enter the amount on which taxes are assessed. You can enter either a gross amount or a taxable amount, depending upon how the processing option is set.
U G (unit group code) | Enter the one-character alphanumeric code that is used to select units on the lease for billing purposes. The system sums the area for all units that have the corresponding code specified in the Unit Grouping field on the lease. Only one value from the Unit Grouping field on the lease must match the value of the Unit Group Code field on the recurring, escalation, or expense participation (E.P.) billing line for the system to retrieve the unit information. For example, if you have two units to which you assign unit grouping codes of 61 and 1, respectively, you can set up a recurring billing line for unit group 1 to specify both units. Note. If you enter a value in the Unit Group Code field on a bill code line, you cannot specify a value in the Unit field for that bill code line, and the system does not automatically provide the dates from the lease.
S I Code (separate invoice code) | Enter the one-character alphanumeric code that indicates which billing records to print on the invoice. The system prints a separate invoice for each group of billing records that have the same lease number, alternate payee, and separate invoice code.
Item Grouping | Enter the three-character alphanumeric code that indicates which billing records to summarize on printed invoices and reports. Billing records that are assigned the same invoice grouping code for the same lease appear as a single pay item, regardless of the bill code.
Billing ID | Enter the unique number that the system assigned to each billing record to identify it in a table. The system assigns the number from the Next Numbers - Automatic table (F0002) for system 15, line 2 (Billing Control).
Base Billing ID | Enter the value assigned to the Billing Control ID field (BCI) on the billing record for the previous version of the lease. The system assigns the same number to provide an audit trail for billing records that are generated for multiple versions of the lease.
From Year | Enter the number that represents the beginning year in a range of years that is defined by the value in the Year Type field. The system uses the year range for informational and reporting purposes only.
To Year | Enter the number that represents the ending year in a range of years that is defined by the value in the Year Type field. The system uses the year range for informational and reporting purposes only.
Year Type | Enter a user-defined code from UDC table 15/YT that identifies the year range, defined by the Year From and Year To fields. The system uses the year range for informational and reporting purposes only. Values are: R: Rent years L: Lease years
V S (version suspend code) | Specify whether a billing record is suspended by the versioning process. Values are: Blank: Active. The billing record is not suspended. 1:Suspended. A new billing record might exist for the next (subsequent) version of the lease.

### Generating Recurring Billings

This section provides an overview of the process to generate recurring billings and discusses how to:

- Run the Recurring Billing Generation program.

- Set processing options for Recurring Billing Generation (R15100).

#### Understanding the Process to Generate Recurring Billings

After you set up recurring billing information for the lease, you run the Recurring Billing Generation program (R15100) to generate billing records. When you run R15100 program in final mode, the system:

- Creates a batch header record in the Batch Control Records table (F0011), assigns a batch type of 1, and assigns a batch status of Error, Pending, or Approved.

  The system assigns the batch status based on the setting of the Manager Approval of Input option in the Accounts Receivable constants (for invoices) and Accounts Payable constants (for vouchers). Even if the batch is in error, you can add, revise, and delete records from the batch as necessary.

- Creates records in the Lease Billings Master table (F1511B) and assigns a generation type of 1.

Note. You can separate recurring billing records that generate accrual entries from other recurring billing records. To do so, you should specify that transaction type is equal to A in the data selection for the R15100 program.

This table describes the types of billing you can generate:

Billing | Description
Prorated billings | You generate prorated billings when the start and end dates on the billing record do not comprise a complete billing period. The system provides different methods for calculating prorated billings, but the most common method is simply to divide the billing amount by the number of days in the billing period, and then multiply the result by the number of days on the billing record (represented by the Starting Date and Ending Date fields).
Catch-up billings | You generate catch-up billings to process records for all unbilled periods from the starting date on the recurring billing record.

Multicurrency Considerations

If you work with multiple currencies, the system creates a separate invoice for each transaction currency on a lease. If an override exchange rate exists for a billing line, the system uses the override rate in the currency conversion process. Otherwise, the system retrieves the exchange rate based on the date specified in the General Ledger Date for Billings processing option.

See Also

Generating the Billing Edit/Register Report

Reviewing Transaction Batches

Posting Invoices and Vouchers

#### Running the Recurring Billing Generation Program

Select Recurring Billing (G1521), Recurring Billing Generation

#### Setting Processing Options for Recurring Billing Generation (R15100)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Recurring Billing Date | Specify the date the system uses to retrieve recurring billing records from the Recurring Billings Master table (F1502B). The system processes all records for the period in which the recurring billing date occurs. For example, if you enter 06/15/07 and you process recurring billings monthly, the system processes all records that are effective from 06/01/07 through 06/30/07. You cannot leave this processing option blank. Note. The system locates the billing frequency (monthly, weekly, quarterly) from the F1502B record, and then validates that a period has been defined for the date specified in the Billing Frequency Master table (F15019). The period number contains the value X if it has been defined. For example, you process recurring billings monthly, use a billing frequency of M, and enter a date of June 15, 2007. The F15019 record must contain the value X for the sixth period (June) for the billing frequency M; otherwise, the system does not process any records for that period.
2. Billing Control Period Number | Specify the period number field to update in the Billing Generation Control table (F15011B). The system assigns a G (generated) to the period number field for which recurring billings are generated to prevent the system from generating duplicate billings for the same period. The system also uses the period number to process prorated and catch-up billings, if the Proration and Catch-Up processing option is set to either 2 or 3. This processing option is independent from the Recurring Billing Date processing option; therefore, you can select and process records for a different billing period from the one that you update using this processing option. If your fiscal date pattern is not a regular calendar year, verify that the period number that you enter corresponds to the date that you entered in the Recurring Billing Date processing option. You cannot leave this processing option blank. Note. The system locates the billing frequency (monthly, weekly, quarterly) from the F1502B record, and then validates that a period has been defined for the date specified in the Billing Frequency Master table (F15019). The period number contains the value X if it has been defined. For example, assume that you process recurring billings monthly, use a billing frequency of M, and you enter a period of 6. The Billing Frequency Master record must contain the value X for the sixth period (June) for the billing frequency M; otherwise, the system does not process any records for that period.
3. Billing Control Year | Specify the fiscal year that the system updates in the Billing Generation Control table (F15011B). The system enters G (generated) in the Period Number field as specified in the Billing Control Period Number processing option for the fiscal year entered in this processing option to prevent the system from generating duplicate billings for the same period in the same year. Note. This processing option is independent from the Recurring Billing Date processing option; therefore, you can select and process records for a different billing period from the one that you update using this processing option. If the fiscal date pattern is not a regular calendar year, verify that the period number that you enter corresponds to the date that you entered in the Recurring Billing Date processing option. You cannot leave this processing option blank.
4. Weekly Billing Date | Specify the date that the system uses to generate recurring weekly billings when the period entered in the Billing Control Period Number processing option does not coincide with the desired weekly billing period. For example, if you entered 01 in the Billing Control Period Number processing option but you also want to run weekly billings for period 04, you can do this by entering a date in this processing option that falls within the weekly billing period 04. The system uses the date to retrieve the corresponding weekly billing period from the Date Fiscal Patterns - 52 Period Accounting table (F0008B) and updates the period in the Billing Generation Control table (F15011B) accordingly. If you generate both weekly and monthly recurring billings, the system writes a separate record in the F15011B table. Note. The system validates that a weekly date pattern has been set up in the Billing Frequency Master table (F15019). If you do not have such a date pattern defined, the system does not generate weekly recurring billings.
5. General Ledger Date for Billings | Specify the general ledger date to assign to the billing records generated in the Tenant/Lease Billings Detail Master table (F1511B). The system uses this date to post billings to the Account Ledger table (F0911) and either the Customer Ledger table (F03B11) or the Accounts Payable Ledger table (F0411), depending on whether you are generating invoices or vouchers.
6. Receivables or Payables | Specify whether to select leases that generate invoice records or leases that generate voucher records. If you leave the Lessee field blank, the system generates invoice records when you post billings. If you enter 1 or Y in the Lessee field on the lease, the system generates voucher records when you post billings. The system processes only those leases that have a value in the Lessee field that corresponds to the setting of this processing option. Values are: Blank: Invoice records. 1: Voucher records. Note. You must process recurring billings that generate invoices separately from recurring billings that generate vouchers.
7. Proof or Final Mode | Specify whether to process recurring billings in proof or final mode. Values are: Blank: Final mode. The system generates recurring billing records in the Tenant/Lease Billings Detail Master table (F1511B), runs the Billing Edit/Register program (R15300), which prints a report, and updates the records as generated (G) for the appropriate period in the Billing Generation Control Master table (F15011B). 1: Proof mode. The system prints a report of the records selected to generate, but does not generate recurring billings or update tables. The system does not validate the records selected for errors.
8. Retrieval of Tax Date | Specify the date to use to retrieve the tax rate. The system retrieves the tax rate from the Tax Areas table (F4008) based on the date specified. Values are: Blank: Use the G/L date to retrieve the tax rate. 1: Use the service tax date to retrieve the tax rate.

Proration

1. Proration and Catch-Up | Specify whether the system generates proration and catch-up billings. Values are: Blank: Bill the current period only; do not prorate or process catch-up billings. The system bills for the entire current period regardless of the number of days the unit or building was occupied. 1: Prorate and bill the current period; do not process catch-up billings. The system prorates the amount of the billing based on the starting and ending dates, and the value in the Method of Proration processing option. 2: Prorate and process catch-up billing. The system prorates the amount of the billing based on the starting and ending dates, and the value in the Method of Proration processing option. The system also generates a billing for the consecutive periods prior to the current billing period that were not billed. For example, if the current period is 10, and periods 7 and 9 were not billed, the system would process the catch-up billing only for period 9 because it is consecutive to period 10. 3: Perform catch-up billing, but do not prorate the current period. The system generates a billing for the consecutive periods prior to the current billing period that were not billed. For example, if the current period is 10, and periods 7 and 9 were not billed, the system would process the catch-up billing only for period 9 because it is consecutive to period 10. The system also bills for the entire current period regardless of the number of days the unit or building was occupied.
2. Method of Proration | Specify the method to calculate the prorated billing amount if you entered 1 or 2 in the Proration and Catch-Up processing option. Values are: Blank: Prorate the billing amount based on the number of days in the billing period. 1: Prorate the billing amount based on a 30-day month. This option is valid only for a monthly billing frequency. 2: Prorate the billing amount based on the Quarter Day method. The system uses starting and ending dates from the recurring billing record to determine the number of days to bill for the period, and then multiplies it by the number of billing periods in the year, divides that result by the number of days in the year, and multiplies it by the billing amount. Additionally, the system calculates an adjustment in the last period of the recurring billing cycle that uses the same method of proration, so that the total amount billed or paid is equal to the number of days tenancy.

Override Dates

1. Due Date | Specify the due date to assign to the invoice or voucher records generated for the recurring billing. If you leave this processing option blank, the system calculates the due date based on the payment terms code.
2. Period Begin Date | Use this processing option in conjunction with the Period End Date processing option to specify the billing period to use in the generation process, instead of the dates associated with the billing period entered in the Billing Control Period Number processing option. If you generate prorated billings, the system uses the override dates that you enter to calculate the prorated amount.
3. Period End Date | Use this processing option in conjunction with the Period Begin Date processing option to specify the billing period to use in the generation process, instead of the dates associated with the billing period entered in the Billing Control Period Number processing option. If you bill prorations, the system uses the override dates that you enter to calculate the prorated amount.
4. Service Tax Date | Specify the service tax date to assign to the invoice or voucher records that the system generates. If you leave this processing option blank, the system uses the last day of the billing period.
5. Invoice Date | Specify the invoice date to assign to the recurring billing records that are generated, including catch-up billings and tax pay items. If you leave this processing option blank, the system uses the date entered in the General Ledger Date for Billings processing option as the invoice date.

Versions

1. Billing/Edit Register (R15300) | Specify the version of the R15300 program to run after the system generates recurring billings. Note. If you leave this processing option blank, you must run the R15300 program manually; the system does not use a default version and will not produce a report.

Currency

1. Edit Report Currency | Specify which currency to print on the report. Values are: Blank: Base currency. 1: Transaction currency.
2. Exchange Rate Retrieval Date | Specify the date to use to retrieve the exchange rate for multicurrency billings when an exchange rate is on the lease. The system retrieves the exchange rate from the Currency Exchange Rates table (F0015) based on the date specified. Values are: Blank: GL date. 1: Invoice date. The system displays an error if it cannot locate a valid exchange rate.

### Revising Recurring Billings

This section provides an overview of recurring billing revisions.

#### Understanding Recurring Billing Revisions

After you have generated the billing records for the recurring billings, the system does not allow you to change the information for the recurring billing line, even if the billing records have not been posted. The system creates a record in the Billings Generation Control table (F15011B) for the billing line and updates the period for which the billing record was generated with a G, which locks the recurring billing record. The system updates the table in this manner to prevent the generation of duplicate billings. A lock symbol appears to the right of the first field on the Recurring Billing Revisions form as a reminder that billing records have been generated.

Depending on the circumstances, you can use one of these methods to revise recurring billing information on locked records:

Method | Description
Suspend the billing line and enter a new billing line. | Enter Y or I in the SC field on the Recurring Billing Revisions form to suspend the billing line from generating future billing records, and then add another line with the correct information. If the original line has not been posted, you can use the Manual Billing Revisions program (P1511) to delete it, or you can generate a manual billing record for the difference. Note. The system does not generate catch-up billings for the difference between the two billing lines. For example, if the billing line is set up to bill 1000 monthly and you suspend it and add another billing line for 1100, when you generate recurring billings the system does not automatically adjust for the 100 difference for previous periods. The system considers each billing record separately.
Update the Billings Generation Control table (F15011B). | Delete the billing records in the P1511 program, use the Billing Control Information program (P150111) and the billing ID to locate the appropriate billing control record and to remove the G from the appropriate billing periods in the Billings Generation Control table (F15011B), and then change the recurring billing information for that line. For example, if you set up a recurring billing record that starts March 01, 2007, and ends December 31, 2008, and you generate the billing record for March (period 03), the system updates table F15011B with a G in period 3 for the billing record. If you delete the billing record and remove the G from the billing period in the F15011B table, the recurring billing record is eligible to be updated. Note. This method is recommended only for billing records that have never been posted. If a billing record has been posted, the system updates the billing period in table F15011B with X instead of G; removing the G does not unlock the record because it was billed for a previous period. Be careful when using this option. You can inadvertently update the wrong records and generate duplicate billings. Access to the P150111 program should be granted only to those users with a thorough understanding of the billing process.
Run the Billings Batch Deletion program (R15806) to delete some or all of the billing records in the batch. | This program deletes the unposted billing records from the appropriate tables and removes the G from the billing period in the F15011B table. The system unlocks the recurring billing record only when all of the periods in the F15011B table are blank.

Effect of FASB 13 on Changes to Recurring Billing Information

When you generate FASB 13 adjustments, the system creates records in the FASB 13 Lease Control table (F1513B), which prevents you from generating FASB 13 adjustments multiple times. However, if you change recurring billing information that affects FASB 13 (such as the starting and ending dates for the rent bill codes or the rent amounts), you must recalculate the FASB 13 adjustments. To do this, you must update the Generation Control field to Y on the affected records and rerun the FASB 13 Generation program (R15130).

To assist you in this process, you can activate the Activate FASB 13 Warning Window processing option in the Recurring Billings program (P1502) that prompts you to update the GENC field to Y. If you do not activate the processing option or if you do not click OK in the warning window message, you must manually update the GENC field to Y using the FASB 13 Revisions program (P1513) before you can regenerate FASB 13 adjustments. If you do not run the FASB 13 programs, you must manually calculate the adjustment and enter a journal entry.

See Also

Revising FASB 13 Information

Purging Billing Batches