The Billing Unit/Dept Code Maintenance frame allows you to make billing code changes to a particular Unit or to all units in a given Department. This can be helpful when managing changes made by your organization at the department level.
At the individual unit level, anything passed down from the billing code can be overridden using this frame except:
Fixed Fee charges
Billing Code Type (leased, non-leased, or motor pool)
Account Sources and Charge-Back settings
Unit/Dept No - Indicates the unit or department number and description.
Billing Code - Billing code associated with the unit or department number.
Effective Date – Date from which the billing information defined for the code is effective.
New Effective Date – Enter a new effective date, if applicable.
Type - The billing code type: Leased, Motor Pool/Task, or NonLeased.
Rate – Rate for the lease, dollar amount. Select the method for applying the rate: Day, Hour, or Period.
Taxable - Select the checkbox to apply a Tax Scheme.
Tax Scheme - Enter a tax scheme or select from the Tax Scheme list of values.
Shift – Must be a valid shift from the Shift Maintenance frame.
Season – Must be a valid season code from the Season Code frame.
When to bill estimates (if bill fixed checkbox selected on job, do this): - Select Disallow Billing of Estimates (default), Always Bill Estimate, Always Bill Estimate, Unless Zero, Bill Estimate If Job Set To Do So, or Bill Estimate If Job Set To Do So, Unless Zero.
When billing estimates with a total amount, use this billing item: - Enter a valid billing item (for example, TOTAL CHGS). These items are created and maintained on the Billing Items frame.
Labor Billing - An estimate is billed as the number of estimated hours on the job multiplied by the labor rate as specified on the job location's Markup Scheme. Bill estimate unless 0 means that if the job has no labor estimate in hours, the job is billed its markup actual charges. Select Don't Bill, Bill Actuals, No Markup, Bill Actuals, With Markup, Bill Estimates, or Bill Estimates, Unless 0.
Part Billing - Select Don't Bill, Bill Actuals, No Markup, or Bill Actuals, With Markup.
Commercial Billing - Select Don't Bill, Bill Actuals, No Markup, or Bill Actuals, With Markup.
Flat Usage Per Period – Enter the usage per period. The number of free usage per period or the minimum number of free usage to charge depending on the value in the How to Charge dropdown.
Charge Per Usage – This dollar value represents the amount of money charged per mile, kilometer, or hour.
How to Charge – Select Flat Usage Fee or Charge as Min.
Recording Method – If the Type is Motor Pool/Task, the dropdown is read-only and the value defaults to Unit History. If the Type is Leased or NonLeased you can select Unit History, Captured Meters, Entered Usages, or Don’t Bill.
The Fuel Information section allows you define how to bill fuel transactions for the billing code.
Fuel information tells FleetFocus M5 billing how to deal with fuel charges purchased from vendors (outside fuel) or dispensed from tanks, whether from Fuel Focus or M5’s product-issuing frames (inside fuel).
Both Inside Fuel/Products and Outside Fuel/Products have four values: Don’t Bill, Bill Actuals, No MarkUp, Bill Actuals, With MarkUp, and Bill This Amount. Bill This Amount bills the Fuel Charge Per Gallon/Liter, regardless of the price that FuelFocus or the vendor uses.
The Motor Pool tab allows you to define billing information for codes with a Motor Pool/Task billing Type. This tab is read-only and not editable if the Type is Leased or NonLeased.
Default Fuel Charge per Gal/Liter - Default dollar amount to be charged per gallon or liter.
This section is used to bill for employee labor when using a motor pool vehicle. It is customer-specific functionality.
Time Type - This field defaults to the Time Type default from the Time Type Matrix frame.
Rate with (type) (Base 1.0 X) - Base rate for time type.
Rate with (type) (Overtime 1.5 X) - Overtime rate for time type.
Rate with (type) (Double 2.0 X) - Double rate for time type.
This section allows you to set the billing method, rates, and free usage for motor pool billing.
Default Billing Method - Select Hourly, Daily, Weekly, Monthly or COMBO. A month equals 30 days. System Flag 1196 controls the maximum number of hours in a half-day.
Applicable to Hourly or Daily rates only
Bill Weekends - Select the checkbox to apply billing to weekend usage (only applies to hourly or daily rates).
Bill Holidays - Select the checkbox to apply billing to usage on holidays (only applies to hourly or daily rates).
Rates - Dollar amount charged Hourly, Daily, Weekly, or Monthly.
Free Usage - The amount of Hourly, Daily, Weekly, or Monthly free usage before billing charges apply.
The COMBO Default Billing Method allows you to break down the charges by hour, day, week, or month when you return the vehicle.
For example, you rented a vehicle from 11/15/20xx to 12/15/20xx. The total elapsed time would be 720 hours. When you exclude weekends from the total you end up with approximately 493 hours.
From there, rather than billing all 493 hours at the hourly rate, you can break it down so that if you have a discounted rate for days, weeks, and months it will bill each unit of time at the appropriate rate.
So, in this example you have 493 hours, but you want to apply a weekly rate of $500. You can enter $500 into the rate field for "weeks" and that gives you two weeks of time to bill at $500. Now that leaves 157.25 hours. You can apply a daily rate of $100. That will bill six days of the rental period at $100 per day.
After the weekly and daily rates have been applied, we are left with 13.25 remaining hours we can then bill at the hourly rate.
The Fixed tab allows you to setup a Bill Item for fixed billing charges. Each billing code can be set to bill an unlimited number of fixed charges. Use the Fixed Bill Items list of values to see the fixed charge bill items set up on the Billing Items frame. Each fixed charge applies to each unit or department assigned the billing code.
2019 - Default billing code for new units and departments - Sets the default billing code when creating new units on Unit Main and Department Main.
2075 - Preserve unit-level lease rates - For units that have a check next to them on the Units/Depts tab of the Billing Codes frame (aka: an approved unit):
If set to 0, all data in the billing code record, including rates, are propagated to the unit level - with or without a new effective date.
If set to 1, when no new effective date is entered, but non-rate data has changed, all non-rate data will be populated to the unit level. When users enter a new effective date,
ALL data (including rates) are populated to the unit level.
If set to 2, the Billing Codes frame will display a "Preserve Rates" checkbox. When users make changes to billing code data without populating the new checkbox,
the save action will behave in the same manner as when this flag is set to 0. When users make changes to billing code data WITH the checkbox checked,
all rate data are preserved (not populated to the unit level) even if the user enters a new effective date prior to the save action.
5099 - Break down commercial charges for billing? (Y or N) - Successful warranty claims result in negative commercial charges signifying a credit from the vendor. These credits consist of four money values: parts, labor, miscellaneous, and tax. If this flag is set to "N", then all four values are reflected in the billing as a single, total amount. If this flag is "Y", then separate rows are created for each, with the "method" column saying which is which: 1 = part, 2 = labor, 3 = commercial part, 4 = commercial labor, 5 = miscellaneous, and 6 = tax. In addition, regular commercial charges are also broken into separate billing records, using the "3" through "6" methods above. This flag overrides flag 5349 ("Split taxes into separate bill period loc rows? (Y/N)" if 5099 is set to "Y".
5238 - Job "Bill Fixed" setting when billing code says to bill an estimate (Y/N) - When a unit's billing code gives the option to bill an estimate with "Bill Estimate If Job Set To Do So", this flag determines whether to default "Bill Fixed" (BILL_FIX_FL) to yes or no for each job (or work request). A job's "Bill Fixed" (BILL_FIX_FL) setting is brought down from its work request, if there was one.
5239 - Job "Bill Fixed" setting when billing code says to bill non-zero estimate? (Y/N) - When a unit's billing code gives the option to bill an estimate (unless the estimate is zero) with "Bill Estimate If Job Set To Do So Unless Zero", this flag determines whether to default "Bill Fixed" (BILL_FIX_FL) to yes or no for each job (or work request). A job's "Bill Fixed" (BILL_FIX_FL) setting is brought down from its work request, if there was one.
5275 - Utilize functionality to auto calculate and apply billing lease rates? (Y/N) - Only when this flag is set to Y54, the lease rate calculation process will be used.
Billing Application User Training Guide
Fixed Price Billing Reference Guide
Last Update: 03/16/2021, 10/2024
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.