Suite Engine > Blog > Equipment Dealerships > RPM App > Billing Codes Feature

This video and the following transcript refers to a legacy version of RPM created for Microsoft Dynamics NAV. For current Help Documentation, visit: Help Documentation and navigate to the RPM section.

Rental Process Management (RPM) – Billing Codes Feature

Our enterprise software solution for equipment rental companies tackles billing with ease to make your job easier in the process.



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Welcome to the demonstration video series for Suite Engine RPM – Enterprise Software for Equipment Companies.

As an equipment rental company, it’s important that you choose a software solution that handles both your billing requirements and pricing requirements for your customers. In this demonstration video, we are going to discuss how RPM’s billing code functionality and rental pricing functionality meets your needs.

In the top right corner, let’s go ahead and search for ‘billing codes’ and let’s select the ‘billing code setup table.’ In the ‘billing code setup table’ you can see that we have a bunch of billing codes that come out of the box with the software, but these billing codes are modifiable by you and can even be deleted if you do not use all of them.

As an example, let’s take a look at this first billing code, this ‘28 Day Daily in Advance.’ In this particular example, for this billing code, it shows that we are going to bill the customers 28 days in advance and we’re calculating it out for every 28 days. In the ‘billing recurrence’ type field, you’ll notice that you can select whether this is a one-time billing or we’re going to bill them every, in this case, 28 days, or you can even choose a specific day of the month that you might want to bill a customer for that particular billing code. In this example here, we also show that we’ve got our period detail type as ‘every,’ in this case. Now we also could have ‘one time,’ if this was a one time, such as this sale line down below here. We also show that we are going to, the detail of this is going to be billed for every 28 days and this billing type is a ‘rental’ so it could be a ‘rental’ or a ‘sale.‘

‘Rental,’ by definition, would be something that may be a ‘recurring’ or it could also be a ‘one time.’ If it is a rental billing type, you also need to select how you want to go ahead and bill them. So, here, I’ve got to choose two different options: beginning of the period, where I’m billing them in advance or if I’m billing them at the end of the period in arrears. In this particular example, we’re billing them in advance and the end of the rental field allows you to define whether or not this is an indefinite rental, whether it’s estimated to end at a specific time, or if it’s just an actual hard stop at the end of that period. In this example, it’s indefinite and we are going to bill them every 28-day period.

Another example would be your best pricing model. This particular model, we’re going to calculate out every 28 days we’re going to be billing them but we’re gonna calculate the best price for that customer. So even though everything looks the same as the ‘28 day daily code’ up above, in this example we’re billing them at the end of the period. It’s estimated and at the right-hand side you’ll notice that our price type is set to calculate the lowest price or the best price for that customer. So, as an example, if we look at our rental prices table for that best price billing code, you see that we are able to define a daily price, a weekly price, and a monthly price for that best pricing model. The system will go through and calculate based on the end of that period what we should be charging that customer to give them the best price possible.

Also taking a look at this rental price table, you’ll notice that we have the ability to define the pricing by all customers, by a specific customer price group, in this case, a platinum customer group, by an individual customer, if you wish, if you have individual customer pricing, as well as by a marketing campaign from our built-in CRM functionality. So, for each one of these different variables, you have the ability to define a different price and RPM, when you enter a particular price on this billing code on a contract, will default these prices in for you.

Let’s close out of this and let’s close out of our billing code screen. Let’s look at one last concept at our rental contract level. Based on all these billing codes, if we take a look at a rental contract, you have the ability to define on a line by line basis, which billing code you’d like to use. Okay so for this example, we’ve got multiple billing codes where we’re billing a monthly in arrears and a couple that are sales. So, each individual line can be treated differently. If you wanted to rent one as a best price model, one is a monthly model and one as a sale, you can definitely do that.

Lastly, for any one of these rental billing codes that you’ve defined, you have the capability to define which days you want to bill for, so despite the fact that you may want to charge for all of those, there may be a situation that comes about where you may want to give a customer a couple of free days, or even just weekends off, or something to that extent.

Before we go ahead and change those from on-rent to non-billable, let’s take a look at the segments on this subcategory. This particular subcategory shows that I’m going to bill from 11/17 through 12/16 and that particular amount is 450 dollars. If we close out of this segment, and we go back into our daily utilization and take a look here, let’s say I wanted to give them this first weekend off. I can simply change the status code to non-billable for those two days. Say ‘OK’ to that and then when we go back to our segments, you’ll see that RPM has automatically calculated and prorated that particular monthly charge from 450 dollars down to 420 dollars. This provides your company with the flexibility to meet the needs of your customers’ billing requirements as well as pricing requirements.

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