Adding an Agreement

Overview

Use this job aid to add budget billing agreements.  For example for Liquid Propane you would create an agreement outlining that the customer is planning to collect 10 gallons at a cost of 2.914 a gallon.  Every month the custom will be billed 29.14 for the length of the agreement, no matter how many gallons the customer actually collects.  At the end of the time frame (usually 12 months) the agreement would be reconciled and closed.  Agris will compare how many gallons were actually bought to how much was paid and create an Invoice (customer picked up more than agreement and owes you money) or Voucher (customer picked up less and you owe him) that will show on his next statement.

Prior to setting up budget billing agreements, you must setup the Budget Billing Defaults in Accounts Receivable > Setup Information > General Information. The Default Billing Day of Month for Budget Agreements, Default Reconcile Month for Budget Agreements, Default Invoice Type for Recurring Invoices, and Default Invoice Terms for Recurring Invoices boxes must be completed before adding budget billing agreements.

To add agreements:

1. From the Toolbar, click ACR for Accounts Receivable.

2. From the Accounts Receivable menu, select Budget Billing, and then select Budget Billing Agreements.

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3. Select Add An Agreement.

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4. In the Name Id box, click Lookup or type * and press Enter, and then select the name id you want to add a budget billing agreement for, or type the name id that you want to add a budget billing agreement for.

5. Click OK.

6. In the Location box, click Lookup or type * and press Enter, and then select the location you want to add a budget billing agreement for, or type the location that you want to add a budget billing agreement for.

7. In the Item Number box, click Lookup or type * and press Enter, and then select the item number this budget billing agreement is for, or type the item number that this budget billing agreement is for.

8. Click OK.

9. In the Agreement Number box, type an agreement number, or press Enter to use the default agreement number.

10. Click OK.

11. In the Agreement Description box, the item description will display, if you want to change the description, select the description, and type over the existing description.

12. In the Agreement Date the day of the agreement was agreed on, or if using a range the beginning date for the agreement range., click Calendar Lookup and use the calendar to select the budget agreement start date, or type the start date in MM/DD/YY format.

13. In the Start Date the day the agreement was created on, or if using a range the beginning date for the agreement range., click Calendar Lookup and use the calendar to select the budget agreement start date, or type the start date in MM/DD/YY format.

14. In the End Date enter the date the agreement will end, or click Calendar Lookup and then use the calendar to select the budget billing end date, or type the end date in MM/DD/YY format.

15. In the Billing Quantity Per Period box, type the quantity that will be billed per period.

16. In the UOM box, verify the unit of measure for the quantity being billed per period.

17. In the Unit Price box, type the unit price for the quantity being billed per period.

18. In the UOM box, verify the unit measure for the unit price and quantity being billed per period.

19. In the Tax Rate (%) box, type the percentage that should be calculated per period.

20. Click OK.

21. In the Billing Amount Per Period box, the calculated amount will display, if this amount is not correct and you want to change the amount, select the amount and type over the existing amount.

22. In the Billing Day box, the Default Billing Day of Month for Budget Agreements displays from Accounts Receivable > Setup Information > General Information Budget Billing Defaults, if you want to change the day of the month, select the day and type over the existing amount.

23. In the Reconcile Month box, the Default Reconcile Month for Budget Agreements displays from Accounts Receivable > Setup Information > General Information Budget Billing Defaults, if you want to change the reconcile month, select the month and type over the existing amount.  This is the month that the Agreement will be reconciled and canceled.  You can leave this blank but then the agreement will never reconcile.

24. Click OK.

25. At the Print This Agreement? prompt, click Yes to print the agreement and then continue with Step 26 or click No to continue without printing the agreement and then continue with Step 3.

26. Select Budget Bill Agreement.

27. Click Continue.

28. In the Printer box, type the number associated to the place you want your report to print.

29. In the Print Type box, type the number associated to the characters per inch to print the report in.

30. In the Copies box, type the number of copies of the report you want to print.

31. In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.

32. Click OK.

Learn more about Budget Billing feature: