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--- sop:guides:agreements [2023/07/12 11:49] – [Agreement Type: Non-Expiring Auto-Pay] nates
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-====== Managing Agreements ======
-Specifically for A-1 CLUB agreements unless specified otherwise.
-===== Creating an Agreement =====
-  - **Open**  the __SM Agreements__  form.
-  - **Click**  the __Info__  tab.
-  - **Type "N"**  into __Agreement:__  at the top (above the tabs).
-  - **Tap TAB**.
-==== Agreement (Info Tab) ====
-Following are the important fields and their descriptions. If there is a greyed out box to the RIGHT of the field you are in, please use F4 to grab a proper value for the field.
-  * __Description__  - "A-1 Club MONTHLY" "A-1 Club 1YR" or "A-1 Club 5YR", depending on the client's membership.
-  * __Agreement Type__  - **Use F4**  to select "A1CLUB".
-  * __Customer__  - **Use F4**  to select the customer who signed up.
-  * __Customer PO__  - You can **leave this blank**  unless the customer supplied a PO.
-  * __Effective Date__  - **Enter**  the date when this agreement came (or will come) into effect.
-  * __Expiration Date__
-      * For a __Reoccurring__ (Non-Expiring)  (__Monthly__, __Yearly__...etc) agreement **leave this blank**.
-      * For a __Entirely Prepaid__  agreement **enter**  the date the agreement will expire. (usually a multiple of the year it starts, minus one day)
-        * Example: A prepaid yearly agreement might start on __May 5th 2015__  and expire on __May 4th 2016__.
-  * __Rate Template__  - **Use F4**  to select "A1CLUB".
-  * __Agreement Price__
-      * For a __Reoccurring__ (__Monthly__, __Yearly__...etc) agreement **enter** the price per period (month or year..etc)
-      * For a __Entirely Prepaid__  agreement, **enter**  their total price.
-  * __Revenue Recognition__  - **Leave**  as "B - Billed".
-  * __Invoice Format__  - **Leave**  blank (this is for the actual Agreement invoice, not Work Order invoices).
-  * __Sales Tech__  - **Tap F4**  to select the tech who sold this agreement.
-  * __Non-Expiring__ - **Check** if the agreement is __Reoccuring__ (__Monthly__, __Yearly__...etc).
-  * __Auto-Pay Settings for Non-Expiring section__ - Only fill this out if the agreement is reoccurring (aka, non-expiring, auto-billing)
-    * __Frequency__ :: __xx__ - **Select** Every (days/months/years), then put in HOW MANY in the box to the right.
-      * For example: __Every XXXXX Days :: 28__ would create a charge every 28 days.
-    * __Tax Type__ - **Select** the tax type (typically __1-Sales__).
-    * __Tax Pct__ - **Enter** 100% (if not already defaulted)
-    * __Tax Code__ - **Use F4** to select the right tax code for this agreement.
-    * __Start Date__ - **Select/Enter** the first invoice date (for MONTHLY this is typically the first day of the next month).
-    * __End__ - **Leave Blank** unless you want the reoccurring charges to stop at a certain date, but the agreement to remain active.
-    * __Preview__ - **Tap F4** if you'd like to see the dates and amounts for the next 10 bills.
-    * __Pay Profile__ - **Tap Pick Card** to open the __Payment Profile Picker__ window.
-      * {{:sop:guides:pasted:20230712-094139.png}}
-      * __Refresh__ - This refreshes the data for this customer from Authorize.net
-      * __Use xxxxxxxx__ - This sets the agreement to use this payment method.
-      * __Manage__ - This is where you ADD a card into Authorize.net for this customer. If it prompts you to login, then **return here** and **tap** the __Manage__ button again.
-      * __Cancel__ - Closes this __Payment Profile Picker__ window.
-**Tap**  __Save Icon__  ( or __Records__  → __Save__ ).
-==== Work Schedule (Tab) ====
-This area is used to connect a service site and work schedule to this agreement. {{  :sop:guides:tab_work_schedule.png?nolink&}}
-  - **Tap**  the __Work Schedule__  tab.{{  :sop:guides:agreements_star_newline.png?nolink&}}
-  - **Double Click**  the * symbol to the left of the top row.
-  - A new form will open called "SM Service".
-=== SM Service -> Info ===
-  - __Service Seq__  - **Type "N"**  and **tap**  TAB. {{  :sop:guides:tab_info.png?nolink&}}
-  - __Description__  - **Type**  the customer name, or some other description relating to this service site, customer, and agreement. It's a little redundant.
-  - __Service Site__  - **Tap F4**  to select the correct service site for this agreement.
-  - The rest of the fields: **Leave the defaults as is**  unless you know they need to be changed.
-  - **Save**  the record (**CTRL-S**  or __Records → Save__  or **tap**  save icon)
-=== SM Service -> Schedule ===
-  - **Tap**  the __Schedule__  tab.{{  :sop:guides:tab_schedule.png?nolink&}}
-  - __Contact Before Scheduling__  - **Tap**  to TURN ON.
-  - __Auto Schedule Trip__  - **Leave OFF**  as it does not actually do this (as of 2019-02-21). Use F1 in this field to see if the current version does.
-  - __Due__  - **Select "3 - Due Within"**  from the dropdown.{{  :sop:guides:sm_service_schedule_due_90.png?nolink&}}
-  - __Days__  - **Type**  90.
-  - __Recurring Pattern__  - **Click**  the __Yearly__  option.{{  :sop:guides:radio_yearly.png?nolink&}}
-  - __Recurs every [ ] year(s)__  - **Type**  1.{{  :sop:guides:sm_service_schedule_recurs_yearly_1.png?nolink&}}
-  - __On__  - **Select**  one month prior to the sign up month.
-  - __[day of month]__  - **Enter**  the 1st day of the month. (Example of May 5th in image) {{  :sop:guides:sm_service_schedule_on_may_5.png?nolink&}}
-  - **Save**  the record (**CTRL-S**  or __Records → Save__  or **tap**  save icon)
-  - **Close**  the __SM Service__  form. **Great job!**
-==== Billing Schedule (Tab) ====
-{{  :sop:guides:tab_billing_schedule.png?nolink&}}This area shows scheduled bills for the agreement.
-<WRAP center round important 100%>
-You only need to be in this tab if you are working with a ONE-TIME agreement (Skip if using Non-Expiring)
-</WRAP>
-  - **Tap** __Billing Schedule__  tab to switch tabs.
-=== One Line for the Invoice ===
-Create just one line for the invoice for this typical expiring agreement.
-  - __Date__ - **Enter** the invoice date.
-  - __Billing Amount__ - **Enter** the agreement price.
-  - __Tax Type__  - **Select**__1 - Sales__  from the dropdown.
-  - __Tax Code__  - **Tap F4**  to select the correct tax code for the agreement bills. If the site is in **Oregon**, then use **OREGON**  as the tax code.
-  - __Tax Basis__  - This should default in. But if it does not, **enter** the agreement price.
-  - __Tax Amount__ - this should default in.
-  - **Tap** the __Save__ icon.
-That's it for this tab, great job!
-==== Activating ====
-So, you've entered __Info__, __Work Schedule__  and __Billing Schedule__? Great job! Now it's time to ACTIVATE the agreement.
-  - **Tap**  the __Activate__  button at the bottom left of the window.
-  - **Review**  the fields to make sure all is in order, and pay attention to anything under __Notifications__.
-  - **Tap**__Activate__  to mark the agreement as active.
-You **rock**!
-----
-===== Scheduling Inspections =====
-  - **Open**  the __SM Generate PM Work Orders__  form.
-  - (optional) **Adjust Filters**  as needed.
-  - **Tap**__Search__  to perform search.
-  - **Click**  inside the __Create__  column within each row of a __Work Order__  you'd like to create.
-      - //You may optionally use the __Check All__  button, or the __Skip__  column as required.//
-  - **Click**__Process__  (at the bottom right) to proceed.
-  - **Review**  the popup and **tap**__Yes__  or __No__  (your choice).
-__SM Generate Work Order Summary__  window will pop up for review. Feel free to review and close it.
-<WRAP center round important 90%> Each WORK ORDER generated for the agreements will SHOW UP on in __SM Dispatch Board__  on the first date of it's __Due Within__  range, within the top "Unscheduled" row, at **8am**. You will need to **ADJUST**  these VISITS to the availability of the techs, remembering that each work order has a "Due within" window of three months. </WRAP>
-To view the "Due Within" window for each __Work Order__:
-  - **Right click**  on the item within __SM Dispatch Board__
-  - **Select**__Work Order__
-  - **Look**  near the bottom of the window for the "Due:" line
-----
-===== Billing =====
-Agreement billing happens in three steps:
-  - Agreement Billing Schedule is generated
-  - Invoice is generated to match the billing schedule
-  - Invoice is sent to client
-  - (optional) Payment is received.
-==== Agreement Type: Non-Expiring Auto-Pay ====
-  * __Billing Schedule Tab__ - This tab is initially empty, then fills out as needed when invoiced.
-  * __Invoices Tab__ - This tab is also initially empty, and fills out when invoices are generated.
-This setup uses an automatic billing process which runs at 6am every day, then emails the results to the __ap__ email address.
-=== Auto Bill & Charge Process ===
-  * Runs a SQL Server job __SM Agreement Auto Bill and Charge Co XX__ job at 6am every day.
-  * For each agreement that is __active__ and should be charged this day:
-    * Runs a stored procedure to **create** a line in __Billing Schedule__.
-    * Runs a stored procedure to **create** an invoice.
-    * Runs a stored procedure to **charge** the invoice to the __Pay Profile__ on the agreement.
-    * Records results in a table __budARAutoBillResults__.
-    * When the payment provider processes the charge, it sends a notice to us, and we record the payment as an __AR Cash Receipt__ automatically for that invoice. <wrap hi>This should happen within 30 seconds of the charge.</wrap>
-=== Emailed Report ===
-  * Sent to __ap__ company email address each day when charges occur.
-  * Includes link to report __SM Agreement Auto Bill Results__:
-    * {{:sop:guides:pasted:20230712-113621.png}}
-    * Lists all agreements that __should have been billed__ on that day, grouped by day.
-    * __Each day group__: if missing any invoices have buttons for:
-      * __Reprocess Date__ - This tries to re-create invoices and then charge them for this date.
-      * __Create Invoices Only__ - This tries to re-create invoices, but not charge them, for this date.
-    * Each Agreement line shows:
-      * __Green Checkmark__ if invoice exists, and is charged.
-      * __Red X__ if invoice is missing or charge did not happen.
-      * __Agreement Number and Revision__
-      * __Invoice Number__
-      * __Total $$__
-      * __Message__
-      * And a __Invoice__ or __Charge__ button at the end of the line, if the line needs that as the next step.
-    * After **tapping** on the button of your choice, the agreement will reload along with a message near where you tapped that informs you of results.
-    * Please utilize the __Reload__ link a the top of the report if you want to refresh things.
-<WRAP center round info 100%>
-Example: One day and agreement where all is well.
-{{:sop:guides:pasted:20230712-113441.png}}
-</WRAP>
-<WRAP center round info 100%>
-Example: One day and agreement that is missing an invoice.
-{{:sop:guides:pasted:20230712-113505.png}}
-</WRAP>
-==== Agreement Type: Regular One-Time Billings ====
-  * __Billing Schedule Tab__ - This tab must contain one line showing the total amount, before the agreement is activated.
-  * __Invoices Tab__ - This tab is initially empty, and fills out when the invoice is generated by tapping the __Billings Due__ button. (or when __SM Agreement Billings__ is ran)
-This setup is used for one-time (full payment) agreements that do NOT automatically renew.
-<wrap hi>If you want it to renew automatically and charge the client, create an __Amendment__ and check the __Non-Expiring__ checkbox, as well as fill out the "Auto-Pay" section.</wrap>
-==== Agreement Type: Oddballs (Multiple Billings per Expiring Agreement) ====
-Agreement billing is accomplished by running __SM Agreement Billings__  form which creates the invoices. Refer to the section below on how to do this.
-==== Generating Invoices ====
-**Open**  the __SM Agreement Billings__  form. This form uses the "Billing Schedule" on activated agreements to determine which agreements to bill.
-  - **Use the fields**  as filters if you need to, or just leave them blank to see ALL agreements that need billed.
-  - **Tap**__Search__  button to search.
-  - **Select**  the __Create__  checkbox next to each agreement for which you'd like to create an invoice. Or use the __Check All__  button to automatically select all the lines.
-  - Once you are satisfied with your selection, **tap**__Launch Invoice Review__  to proceed.
-=== Invoice Review ===
-Review the invoices as needed, then __File → Process__  to process the batch and create the invoices.
-=== Receiving Payments ===
-This is done the same way as normally receiving payments for invoices. We can link them here once the instructions are created.
-----
-===== Renewal =====
-  * //Yes, I know which Agreement needs renewal.//
-      * **Open**  the __SM Agreements__  form, and select the agreement.
-  * //No, I am looking for a list of agreements that need renewal.//
-      * **Open**  the __SM Agreement Renewal__  form and use the fields as filters.
-      * **Tap**__Refresh__  to refresh the GRID.
-      * **Double Click**  any line to open that specific agreement.
-=== SM Agreements ===
-**Tap**  __Renew__  near the bottom of the screen.
-<WRAP center round info 90%>This creates a new REVISION for the existing agreement as a quote, for the same LENGTH as the original agreement. Note the updated dates!</WRAP>
-You may want to copy over the __Sales Tech__  from the prior revision, so it does not complain about this requried field each time you save the record.
-**Review**  the __Work Schedule__  and __Billing Schedule__. They should have copied over from the prior revision.
-When you are done reviewing, **[[:sop:guides:agreements#activating|activate this agreement]]**
-----
-===== Changing Address/Site =====
-<WRAP center round important 90%>If there is an invoice with a WO on the OLD site, be aware that changing the agreement using this method keeps the same dates, so the OLD site will no longer be covered by this agreement within the same date range. This messes up the $$ tab. If you run into this, notify Nathan with the Agreement number and site numbers, and any other details that might help.</WRAP>
-  - **Open** Agreement.
-  - **Click** __Amend__.
-=== Removing "Spot Coverage" ===
-  - **Click** __Spot Coverage__ tab.
-  - **Click** on line with address.
-  - **Click** the __Red X__ button.
-=== Modifying Address in "Work Schedule" ==
-  - **Click** __Work Schedule__ tab.
-  - **Double Click** on little arrow to left of first line.
-  - **Click** in __Service Site__.
-  - **Tap** __F4__.
-  - **Select** new service site.
-  - **Close** the __SM Service__ form.
-=== Reactivating Agreement ===
-Follow **[[:sop:guides:agreements#activating|activate this agreement]]**.
-=== Add "Spot Coverage" for New Site ===
-  - **Click** __Spot Coverage__ tab.
-  - **Click** in the __Service Site__ field in the new line.
-  - **Tap** __F4__ and select the new service site.
-And now, Save the agreement! :-)
-----
-===== Termination =====
-If for some reason the agreement must be terminated before it expires, **use**  the __Terminate__  button at the bottom of the agreement.
-----
-===== Work Orders for Club Members =====
-==== Scheduling Work Orders ====
-If you are using the __SM Call Handler__, you should notice an "Under Contract" red text at the top of the window once the customer and site are selected.
-Once the __Work Order__  is generated, you need to check two things:
-  * **Open WorkOrder**
-  * **Move**  your eyes to the lower detail area.
-  * __Agreement__  should show the agreement number.
-  * __Rate Template__  should be __A1CLUBFLAT__, unless this is a **non-flat-rate job**. In which case, you should select the other __A1CLUBT&M__  rate.
-You will also notice that the agreement number show up on each __Work Completed__  line.
-==== Applying Club Balance To An Invoice ====
-  - **Generate**  the invoice as your normally would, but this time, **Make sure that each of your line items under the "Work Completed" tab that are going to show up on the invoice, have the appropriate agreement selected in the "Agreement" column.**
-  - Once your work completed items are ready to go, click the "Bill WO" button at the bottom of the screen.
-  - Preview the invoice to make sure that everything looks correct, then "Process & Post the invoice, but **don't send it out just yet**. (Leave the "Invoice Review" form open. You will come back to it after making the A-1 Club Balance Credit Memo.)
-  - **Open**__AR Invoice Entry__. By clicking on the button to the right of the "Description of Work" **AR Invoice Entry**{{  :sop:guides:agreements_-_open_ar_transaction_entry.png?400  }}
-  - **Create**  a new batch.
-=== AR Invoice Entry ===
-  - __Action__  - **Leave as "A-Add"**.
-  - __Customer__  - **Tap F4**  to select the customer.
-  - __Trans Type__  - **Click**  to select "C-Credit Memo".
-  - A popup shows up: **Select**  the invoice you just created.
-  - **Save**  the record. (CTRL-S or __Records → Save__  or **click**  save icon)
-  - **Tap**__Apply Agreement Balance As Mmo__.
-The bottom section should now update. If the bottom section DOES NOT UPDATE, then it means that my automatic method could not detect any existing Club balance for this customer. This might be the case if it was not posted yet.
-If you need to manually enter the bottom section, use the following guidelines:
-  * __Type__  - "Other"
-  * __Description__  - Should copy down automatically from the top __Description__.
-  * __GL Account__  - Find the GL "2622 DEFERRED FULL SRVC AGREEMENTS" account.
-  * __Amount__  and __Tax Basis__  - These are **POSITIVE**  numbers that reflect the amount of money you using from the customer club account to pay the invoice.
-  * __Tax Code__  and __Tax__  - May or may not be editable, should reflect the amount of tax applied to this credit memo.
-  * __Total Amount__  - Display only, calculated from "Amount + Tax".
-  - **Save**  this credit memo.
-  - **Post**  this credit memo.
-**Back in the Invoice Review Window**
-  - Under the __Custom Invoice Report__  - Set this to be **10185**  (or **Use F4**  & select "SM Invoice A1Club")
-  - (Optional) **Preview**  to see the changes (note the A-1 Club Credit lines in the subtotal area).
-  - **Proceed**  with sending / distributing the invoice.
-That's it!