INTERNAL - Bepoz Help Guides

End-User | Membership & Scheduled Billing

Scheduled Billing

4 | Adding New Scheduled Billing

This article outlines the steps and procedures to add a new Scheduled Billing in BackOffice. Bepoz allows Organizations to create Scheduled Billings for individual Accounts via Backoffice. An Account can also be configured with multiple Scheduled Billings depending on the number of Memberships and Payments associated with the Account. When using Scheduled Billing for Membership, the Scheduled Billing will automatically be created when a Member Joins or Renews.

This article outlines the steps and procedures to add a new Scheduled Billing in BackOffice.

Bepoz allows Organizations to create Scheduled Billings for individual Accounts via Backoffice. An Account can also be configured with multiple Scheduled Billings depending on the number of Memberships and Payments associated with the Account.

When using Scheduled Billing for Membership, the Scheduled Billing will automatically be created when a Member Joins or Renews.

Prerequisites

To access Scheduled Billings features, the applicable Operator Privileges will need to be enabled

Operator Maintenance 'Reporting' Tab

Other Reports: "Allow Billing Reports" Flag

Operator Maintenance 'Maintenance' Tab

All "Scheduled Billing" Flags

About

The 'Scheduled Billing Setup' menu allows operators to create a billing type that can be used for membership renewals
While scheduling memberships, they can be linked to these types which in turn allows operators to charge the renewal fees against the customer's account

Step-By-Step Guide

To add a New Scheduled Billing, follow these steps after logging into BackOffice:

Within the sidebar Menu, select Membership and then Scheduled Billing Report beneath that, which will open the Scheduled Billing Report Tab
Click the Add Scheduled Billing button in the Header Section
A New Scheduled Billing window will now open
The fields and settings in this window will be discussed further below
Once the necessary details are filled in, click OK

Once done, operators can 'Add' and 'Edit' billings setups that can be used for charging renewal fees
These templates can then be assigned to Renewals so that the fees are paid through customer's account
The billing setup is similar to the functionalities in Scheduled Billing Report

'Scheduled Billing' Window Details

General Configurations

Configuration Option	Description & Information
Account	This is the account the added Billing will occur for
Venue	Select the Venue that the Scheduled Billing will apply to
Billing Type	The Billing Type options include Membership, Product Sales, Payment Only, Account Balance, and Account Top Up Product Sales - if this Type is selected, a Recurring Transaction is charged to the Account based on the Billing Schedule Payment Only - if this Type is selected, a Recurring Set Payment is added to the Account Balance at the time of Billing based on the Billing Schedule Account Balance - if this Type is selected, a Recurring Payment that Pays off the current Account Balance is charged at the time of Billing based on the Billing Schedule Account Top Up - if this Type is selected, a Recurring Payment that pays up to a Preset Account Balance will be charged at the time of Billing based on the Billing Schedule
Inactive	If this flag is enabled, this Billing Setup will be inactive This can be used for a Billing Setup that is no longer in use
Use Renewal Schedule	If this flag is enabled, this Billing Setup will use the Schedule that has been set up for the Membership Renewal

Billing Schedule

Configuration Option

Description & Information

Add

Edit

Delete

This is the schedule that defines when the Billing will occur
Use these buttons to Add, Edit, or Delete a Schedule to this Billing
When Adding a New Schedule, a New Schedule window will open where Start and End Dates can be selected, along with the Type of Schedule

Next Billing

This will display the next Date & Time that this Billing Setup will Run

Payment Options

Configuration Options

Description & Information

Billing Text

This is the Name of the Billing Setup

Other Settings

The other Payment Option Settings will change depending on which Billing Type has been selected
- Product Sales: There are no other settings for this Billing Type
- Payment Only

Payment Amount
- This is the Amount that will be Billed as a Payment
- This will add to the Account Balance Credit
Maximum Account Balance
- This is the maximum amount the Account Balance can reach in Payments

Account Balance

Period: This allows you to select two options: Current or Previous. Set to Current, will generate the billing details of renewal fee up to the current month
- Set to Previous will only bill the fee up to the last day of the previous month
Minimum Amount Due
- This is the amount that will be used for the Billing to pay off the Account Balance on the Account

Account Top Up

Preset Account Balance
- This the Payment Amount that will be made once the Minimum Account Balance is reached
Minimum Account Balance
- This is the Account Balance Amount that must be reached before the Payment is made using the Preset Account balance

Stored Card

This setting enables the stored Payment Card from the Account to be used
Clicking on Select will open a Stored Card window where a Stored Card can be selected or added

View Billings

Clicking on this button will show the Billing Report for this Billing Setup