Recurring Guide

This Customisation is for simple calculation for the management property which normally monthly charge Maintenance, Sinking Fund & etc.

Sample Database

Modules Required

• General Ledger, Customer, Supplier
• Sales, Purchase
• DIY Field
• DIY Script
• Multiple Pricing (Price Tag)
• Multiple Document Number Set

Tutorial Video

Recurring

Settings

Maintain User

Menu: Tools | Maintain User...

Untick the Access Right for Prompt Replace Unit Price Dialog under Group : Sales

Maintain Customer

Menu: Customer | Maintain Customer...

• Below fields MUST had Value (minimum is 0 not empty or Null)

• UDF_WaterReading

• UDF_ElectricReading

• UDF_GasReading

• UDF_IWKReading

• Price Tag

• Minimum UDF Fields Required

Name	Data Type	Size	Sub Size	Caption	Required	Default Value	Display Format
WaterReading	Float	10	4	UDF_WaterReading	False	0	#,0;-#,0
ElectricReading	Float	10	4	UDF_ElectricReading	False	0	#,0;-#,0
GasReading	Float	10	4	UDF_GasReading	False	0	#,0;-#,0
IWKReading	Float	10	4	UDF_IWKReading	False	0	#,0;-#,0
UseARPrice	Boolean			Use Maintain Customer Price	False	False
UPSQFT	Float	10	4	Unit Price/SQFT	False	0	#,0.00;-#,0.00
BuildUp	Float	10	4	Build Up (sf)	False	0	#,0.00;-#,0.00
WaterLastDate	Date			UDF_WaterLastDate
ElectricLastDate	Date			UDF_ElectricLastDate
GasLastDate	Date			UDF_GasLastDate
IWKLastDate	Date			UDF_IWKLastDate

NOTE :

UseARPrice & UPSQFT is use for Recurring by square feet (SQFT) UseARPrice True = the Unit Price is by Customer False = the Unit Price is from Maintain Item Ref Price The Item Code List is filter by Stock Group Code LIKE MAINTENANCE%

Quotation

Menu: Sales | Quotation...

• DocNo Format := CompanyCategoryCode;Type;

 eg
 B-Shop;Main;  => For Maintenance
 B-Shop;Water; => For Water Billing
 B-Shop;Park;  => For Car Park

• For Meter Reading (eg Water, Electric & etc), Detail can be empty cause system will auto APPEND the itemcode

note

• Master Description if using

• 1.Generate Maintenance it will use the Quotation Master Description.

• 2.Generate Meter Reading (eg Water, Electric & etc), it will shown how much the meter usage [Master Description (MMM YYYY) - CurrentReading - PreviousReading=Usage@UnitPrice].

• 2.Generate Meter Reading with "Include Grid Detail Info." Option tick it will use the Quotation Master Description.

• UDF_UseSQFT

• True := Qty = UDF_BuildUp from Maintain Customer

• False := Qty = Quotation Qty

• UDF_UseARPrice

• True := UnitPrice = UDF_UPSQFT from Maintain Customer

• False := UnitPrice = Quotation UnitPrice

Quotation - SQFT

Quotation - Utilities - Price Range

Below Example is for Price Range Water Reading

1. Tick Use Price Range
2. Select Item Code (eg WATER for Water Reading)
3. Enter the Description to be shown in Invoice for Each Range
4. Enter the Range UDF_From & UDF_To
5. Enter the Unit Price

NOTE :

For Last Range the UDF_To may enter as 999999 (6 digit of 9 (max))

• List Field to be copy from Quotation to Invoice

Master Fields	Detail Fields
DocNoEx	Number
DocDate	ItemCode
Terms	Description
Agent	Description2
Description	Description3
DocRef1	Remark1
DocRef2	Remark2
DocRef3	Location
DocRef4	Project
Project	DeliveryDate
Validity	Qty
DeliveryTerm	UOM
CC	UnitPrice
	Tax
	Disc

• Minimum UDF Fields Required (Header Fields)

Name	Data Type	Caption	Required	Default Value
DocNoSet	Integer	UDF_DocNoSet	False	0
Type	Integer	UDF_Type	False	0
IsPrcRange	Boolean	UDF_IsPrcRange	False	False
IncZero	Boolean	UDF_IncZero	False	False

• Minimum UDF Fields Required (Item Fields)

Name	Data Type	Caption	Required	Default Value	Display Format
From	Integer	UDF_From	False	0	#,0;-#,0
To	Integer	UDF_To	False	0	#,0;-#,0
UseSQFT	Boolean	UDF_UseSQFT	False	False
UseARPrice	Boolean	UDF_UseARPrice	False	False

Invoice

Menu: Sales | Invoice...

• Minimum UDF Fields Required (Items Fields & Headers Fields)

Name	Data Type	Size	Sub Size	Caption	Required	Default Value	Display Format
LastReading	Float	10	4	UDF_LastReading	False	0	#,0;-#,0
CurrReading	Float	10	4	UDF_CurrReading	False	0	#,0;-#,0

Debit Note

Menu: Sales | Debit Note...

• Minimum UDF Fields Required (Items Fields)

Name	Data Type	Size	Caption	Required	Default Value	Display Format
IVDocNo	String	20	UDF_IVDocNo	False
IVDocDate	Date		UDF_IVDocDate
IVDueDate	Date		UDF_IVDueDate
IVDocAmt	Currency		UDF_IVDocAmt	False	0	#,0.00;-#,0.00
IVOSAmt	Currency		UDF_IVOSAmt	False	0	#,0.00;-#,0.00

Stock Item

Menu: Stock | Maintain Stock Item...

• Item Code to be create

• WATER

• ELECTRIC

• GAS

• IWK

• RTN5Cents => For Rounding Mechanism

• OVERDUE => For Overdue Charge (Just set at Ref Price & enter 0.1 for 10% pa)

• MINCHARGE => For Utilities Price Range

• REBATE => For Utilities Price Range

• Price Tag => For Different UnitPrice for Meter Reading (eg WATER, ELECTRIC & etc)

  Use Disc column as Rebate & Min Charge => Format := Rebate+MinCharge eg

Lead Time Setup

Lead Time	Type	Description	Input Value
0	Both	Rebate 11.75 & MinCharge 5	11.75+5
1	Rebate Only	Rebate 12.30 & MinCharge 0	12.30+0
2	Min Charge Only	Rebate 0 & MinCharge 5	0+5

• Lead Time => 0: Both, 1: Rebate Only, 2: Min Charge Only
• For MinCharge make sure it had Value else set at 1

How System calculate Min. Qty for Min. Charge?

• Using above example => Min. Qty := 5 / 0.3121 = 16.0205
• if the Qty is below or equal 16.0205 then Amount will Reset to 5

Customer Payment

Menu: Customer | Customer Payment...

• Auto Generate Sales DN for overdue IV if UDF_PostDN (in DIY Fields) Default Value is set to True (Default is False)
• Only Knock-off to DN will not regenerate DN again if overdue
• Formula for Age

Age := CurrentWorkingDate - Knock off Invoice Due Date

• Formula For Qty

if Age < DayOf(CurrentWorkingDate) then
      Qty := Age else
      Qty := DayOf(CurrentWorkingDate);

• Formula for UnitPrice

Unit Price := Rate/365 * Knock off amount (Excluding GST)

• Minimum UDF Fields Required (Header Fields)

Name	Data Type	Size	Caption	Required	Default Value
PostDN	Boolean		UDF_PostDN	False	False
TaxRate	String	10	UDF_TaxRate	False	0%

Customer Due Listing

Menu: Customer | Print Customer Due Document...

• Auto Generate Sales Debit Note for overdue Invoice & Debit Note (can untick the option if don't wanted to be included before click Apply button)
• It will Generate 1 Customer Code 1 Sales Debit Note
• The rate is from Ref Price of OVERDUE itemcode (just enter 0.1 for 10% pa)
• Formula Qty

if Age < DaysInAMonth(edDueDate.Date) then
      Qty := Age else
      Qty := DaysInAMonth(edDueDate.Date);

• Formula UnitPrice

Unit Price := Rate/365 * Outstanding amount (Excluding GST)

1. Set the Date to generate Overdue

2. Tick the following option

   • Invoice
   • Debit Note (if you wanted to include in calculation overdue)
   • Overdue

3. Click Apply button

4. Select & Enter the DN Information

5. Click 1. Post DN button

NOTE :

For more accurate calculation for Unit Price, try set the Unit Price to 4 Decimal points

Sales Document Listing

Menu: Sales | Print Sales Document Listing...

• Is a batch

• Delete Document

• Copy From 1 Document type & Paste To Same or Other Document Type

Base on the parameter selected & result shown in the grid

Batch Delete Document

Below is example to delete Invoice

1. Select Invoice Listing
2. Select Range Date or any parameter you prefer
3. Click Apply button
4. Click Delete button

warning

Only Select follow filter

• Date
• Customer
• Agent
• Area
• Company Category
• Doc. Project

Batch Copy & Paste Document

Below is example to Copy from Invoice to Invoice

1. Select Invoice Listing

2. Select Range Date or any parameter you prefer

3. Click Apply button

4. In the section A (See icon A)

5. Click Post button

Steps

Maintain Customer

Menu: Customer | Maintain Customer...

Generating Maintenance - SQFT

1. Click 1. Gen/B button.

   

2. Untick any Customer you don't wanted to Generate

3. Select the Item Code.

4. Enter the Item Description.

5. Enter the Document Date.

6. Select Project (Optional)

7. Select Document Number Set to use

8. Click Post to generate

If system prompt "Do you want to set "xxxxxx" as your default document running number set?"

Just click Yes to avoid keep prompt again

warning

Make sure the Build Up (sf), Use Maintain Customer Price & Unit Price/SQFT Column is shown at Browse Screen before Click the Gen/B button

Quotation

Menu: Sales | Quotation...

Generating Maintenance

1. Enter/Change the Description to be shown in Sales Invoice & Customer Statement
2. Enter/Change the Date & Terms & other Information in Detail
3. Select Recurring Type (i.e. Maintenance).
4. Select Document Number Set to use.
5. Click Save button.
6. Click 3. Generate Bill button.

1. Untick any Customer you don't wanted to Generate
2. Click Ok button to generate

The above steps also applicable for Generating Maintenance for SQFT

Generating Meter Reading

1. Enter/Change the Description to be shown in Sales Invoice & Customer Statement
2. Enter/Change the Date & Terms & other Information in Detail
3. Select Recurring Type (i.e. Water Reading).
4. Select Document Number Set to use.
5. Click Save button.
6. Click 3. Generate Bill button.

1. Untick any Customer you don't wanted to Generate

2. Enter the Current Reading for each Customer

3. Tick Include Grid Detail Info. (optional & available if Use Price Range is UnTick)

   • if you wanted combine Generate Maintenance
   • Must use the Generate Maintenance Template(Quotation)

4. Click Ok button to generate

If system prompt "Do you want to set "xxxxxx" as your default document running number set?"

Just click Yes to avoid keep prompt again

Customer Payment

Menu: Customer | Customer Payment...

Below is example for Generating Due Interest from Customer Payment

1. Click New button

2. Select Customer Code

3. Enter & Select the DN Information

4. Click 0. Show Due IV/DN... button

   

5. May untick which don't wanted to include the Due Interest Calculation.

6. Click Post DN Button to Post/Generate Due Interest DN

7. Click Close

warning

Make sure the UDF_PostDN Default is Set to False else will double posting

NOTE:

The Age calculate to System Working Date.

The UnitPrice is round to 4 Decimal Point.

The GST Rate field is use to Pre-Calculate the Due Amount before posting Only.

The GST rate is still base on the GST Tax code you set in Maintain Item or Tools | option or Maintain Customer.

Recurring FAQ

Where to Generate the Cust Local - Payment Listing (GST 1) - Knock Off Doc No Set - Cross report?

Menu : Customer | Print Customer Document Listing... | Customer Payment Listing_

How the Column Description shown in Cust Local - Payment Listing (GST 1) - Knock Off Doc No Set - Cross report?

Menu : Tools | Maintain Document Number...

It use

• Description field as Caption
• First 2 Character Format field as Grouping (eg Format RE-IV-%.5d it will group by RE)

Where to Generate the Sales Customer Price History - ItemCode - Cross report?

Menu : Sales | Print Print Sales Price History...

Select Customer in Group/Sort By : Option

My company not using Rebate & Min. Charge. What Input Value I need to set?

Just set the Discount Value to 0+0

How is the Rebate & Min.Charge is Work?

Default System will Calculate the Min. Charge then Only Rebate

Can I use Maintain Customer Agent/Terms code instead use Quotation Agent/Terms code?

Yes can just Create & set the Code as zProfile for Agent and/or Terms

Can I use Maintain Customer Agent/Terms code instead of using Quotation Agent/Terms code?

Yes can just Create & set the Code as zProfile for Agent and/or Terms

Why at Maintain Customer Gen/B I can't select the Itemcode?

Make sure you had Stock Group begin with MAINTENANCE & all itemcode is set to this Stock Group