applications/accounting/data/helpdata/HELP_ACCOUNTING_EditBillingAccount.xml

<?xml version="1.0" encoding="UTF-8"?>
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<section xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" version="5.0"
    xmlns:xl="http://www.w3.org/1999/xlink" xmlns:xi="http://www.w3.org/2001/XInclude"
    xsi:schemaLocation="http://docbook.org/ns/docbook ../../../content/dtd/docbook.xsd"
    xmlns="http://docbook.org/ns/docbook">
    <title>The Edit Billing Account help screen</title>
    <para>The 'Account' sub menu is used to enter the basic details required for setting up a new
        billing account or editing an existing one.</para>
    <para>It can be used to create or update the following details for a Billing Account:</para>
    <para>
        <itemizedlist>
            <listitem>
                <para>Billing Account Identification</para>
            </listitem>
            <listitem>
                <para>Party to be Billed</para>
            </listitem>
            <listitem>
                <para>Billing Account Limit (NOTE: This is how much credit the customer will be
                    given eg $5000)</para>
            </listitem>
            <listitem>
                <para>Currency to be used for Billing Account</para>
            </listitem>
            <listitem>
                <para>Start and End Dates </para>
            </listitem>
        </itemizedlist>
    </para>
    <para>NOTE: There are currently two ways to add a party to a billing account.</para>
    <para>
        <orderedlist>
            <listitem>
                <para>Enter a party id in the 'Party Billed To' field</para>
            </listitem>
            <listitem>
                <para>Use the 'Roles' sub menu to add a party id with the role of 'Bill To
                    Customer'</para>
            </listitem>
            <listitem>
                <para>If using the first method then when you press the update button this removes
                    the party id from this field and automatically creates the party under the Roles
                    sub menu with the role of 'Bill To Customer' </para>
            </listitem>
        </orderedlist>
    </para>
    <section>
        <title>How do I create a new Billing Account?</title>
        <para>NOTE TO CHECK: If the party doesnt have the role 'Bill To Customer' is it
            automatically added when the billing account is created or will the creation
            fail?..</para>
        <para>Example: To create a new Billing Account</para>
        <para>
            <orderedlist>
                <listitem>
                    <para>Press the 'New' button and the 'Edit Billing Account' screen is
                        displayed</para>
                </listitem>
                <listitem>
                    <para>Enter a code or number for the 'Billing Account Id' (NOTE: If this is left
                        blank a number will be automatically generated)</para>
                </listitem>
                <listitem>
                    <para>Enter a number for the 'Billing Account Limit' (eg 5000)</para>
                </listitem>
                <listitem>
                    <para>Leave the 'Account Currency UOM Id' as it is (NOTE: This should be the
                        default currency for Company...)</para>
                </listitem>
                <listitem>
                    <para>Enter a description that can be used to identify the Billing Account (eg
                        Joe Bloggs Builders Billing Account)</para>
                </listitem>
                <listitem>
                    <para>Leave the 'Contact Mech' field as it is (NOTE: This field cannot be filled
                        in until either the 'Party Billed To' has been filled in or a party with the
                        role of 'Bill To Customer' has been added under the 'Roles' sub menu</para>
                </listitem>
                <listitem>
                    <para>Enter the Billing Account start date in the 'From Date' field. (NOTE: If
                        left blank then this will default to the current date and time. NOTE TO
                        CHECK: Can this date be in the future.....?)</para>
                </listitem>
                <listitem>
                    <para>Leave the 'Thru date' field blank</para>
                </listitem>
                <listitem>
                    <para>Enter or use the lookup to select the 'Party Billed To'</para>
                </listitem>
                <listitem>
                    <para>Press the 'Update' button</para>
                </listitem>
            </orderedlist>
        </para>
        <para>After the 'Update' button has been pressed then the 'Contact Mech Id' field will
            either be automatically filled in or will allow you to select a contact mech from a drop
            down list </para>
    </section>
    <section>
        <title>How do I update an existing Billing Account?</title>
        <para>Billing Account details can be updated. A key field that may need to be updated is the
            actual Billing Account Limit if a customer reduces or improves their credit
            rating</para>
        <para>Example: To Update a Billing Account</para>
        <para>
            <orderedlist>
                <listitem>
                    <para>Click on the 'Billing Account Id' of the Billing Account to updated</para>
                </listitem>
                <listitem>
                    <para>The 'Edit Billing Account' screen is displayed</para>
                </listitem>
                <listitem>
                    <para>Enter the changes required</para>
                </listitem>
                <listitem>
                    <para>Press the 'Update' button</para>
                </listitem>
            </orderedlist>
        </para>
    </section>
    <section>
        <title>How do I delete a Billing Account?</title>
        <para>Billing Accounts cannot be deleted. They can only be expired. This means that they
            will no longer be able to be used to associate invoices or payments against.</para>
        <para>Example: To Expire a Billing Account</para>
        <para>
            <orderedlist>
                <listitem>
                    <para> Click on the 'Billing Account Id' of the Billing Account to be
                        expired</para>
                </listitem>
                <listitem>
                    <para>The 'Edit Billing Account' screen is displayed</para>
                </listitem>
                <listitem>
                    <para>Enter the current date in the 'Thru date' field</para>
                </listitem>
                <listitem>
                    <para>Press the 'Update' button </para>
                </listitem>
            </orderedlist>
        </para>
    </section>
</section>