Magic Support Articles

Common Prebilling Issues

Title: Common Prebilling Issues
Submitted by: Rapattoni Magic Software Support
Issue: How do I determine why an agent is not included when creating the prebilling for annual dues?

During creation of your annual dues billing, there are several factors that determine who will be billed and what amounts they will be charged. This article covers the common issues discovered during the prebilling process that can prevent an agent from receiving a bill.

Scenario #1: Charge Codes Missing

One of the most common issues is that no charge codes are set up in Billing-Type Charges for the billing type of the member who is not being billed. When following the steps outlined in the Annual Dues Billing procedure (in the Billing Procedures Catalog), you are instructed to add the charge codes to the specific billing types, but this can often be missed.

To check this, first verify that the charge codes exist for that member's billing type in the Member Billing-Type Charges Form.

Scenario #2: Billed Status Incorrect

The second most common issue deals with the member's Billed Status field. During the billing process, one of the steps in your Annual Dues Billing procedure is to reset the billed status back to an "N" (Not Billed). When you run this step from the Billing Procedures Catalog, if any billing types are not selected in your criteria, they will be overlooked and not changed back to an "N" value.

Verify that the member has a billed status of N by accessing his/her member record and then checking the association record. If Billed Status is not N, you can modify it there.

Scenario #3: Charge Category Requirements

Lastly, the charge category that a particular charge code is attached to is another common cause for why a person would not be billed. In the Charge Category Table, there are three fields that exist for each charge category. The heading of this section is called "Check Status of" and the three fields are labeled Office, Member and Incur Mem. The fields can either be set to "Y" (Yes) or "N" (No).

If any of the three fields are set to the "Y" option, this means that the "office" (office the person belongs to), "member" (responsible member of the office the person belongs to), or the "incurring member" (the person himself), must be active in the association that you're performing the billing for. For example, if the incurring member is active but the responsible member is not, then this person would not get a bill. Verify all three fields to see if there are inconsistencies.

For other questions regarding billing errors, please contact Rapattoni Magic support.