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Adding and Removing Equipment on Service Contracts

When working with customers and contracts, you may need to add equipment to a contract and/or remove equipment from a contract during the contract period. When you add and/or remove equipment from contracts, e-automate anticipates you are going to either charge for equipment added or credit for equipment removed. When you are using equipment-level base rates or meter group base rates, e-automate can automatically calculate the charge or credit. If you are using contract-level base rates, you have to identify the credit or charge, if any. When you associate charges or credits with the removal or addition of equipment, e-automate refers to this concept as prorating equipment, or proration. You can prorate base charges, meter group base charges, and/or overage allowances when metered equipment is removed from a service contract.

When you add equipment to a contract and/or remove equipment from a contract in the middle of a contract period, e-automate calculates applicable prorated charges and/or credits, respectively. For a detailed explanation of the mathematical calculations e-automate uses for proration of base and overage, see the Contract Proration Calculations topic. You can choose to use the automatically calculated charge and/or credit, or you can enter your own charge and/or credit as appropriate.

If you have not yet billed the contract that you want to add equipment to and/or remove equipment from, you do not need to use the steps in this topic; simply edit the contract and make the changes to the contract prior to billing. If you have already billed the contract and want to make changes, use the steps in this topic to add and/or remove equipment during the contract period.

When looking at the Equipment/Item tab on the Edit Service Contract window, you see a [Remove] button. This button is useful when you have not begun billing the service contract to remove equipment, and there is no proration or recall of the equipment. If you have begun billing the service contract, do NOT use the [Remove] button; instead use the [Edit] button to identify the start dates (when adding) or end dates (when removing) equipment.

When adding and/or removing equipment on a service contract, you can have contract-level base amounts, equipment-level base amounts, and meter group base rates. When you have contract-level base rates, you have to set a single rate for all the equipment on the service contract. For an in-depth description of each method, see the specific sections below.

Contract Level Base Amount Prorating OverviewContract Level Base Amount Prorating Overview

When adding equipment you have to decide if the additional equipment you add to the contract increases the contract level base rate or not. If you are increasing the contract base amount, the additional amount that you are adding to the contract base amount may be used to determine the prorated amount for the equipment added during the already billed cycle. If, for example, you decided that you were increasing or adding $100 to the base amount to accommodate the addition of equipment to the contract, you may want to bill a percentage of that $100 for the prorated period the equipment is on the service contract for the prior billed base cycle. The proration settings window offers information to support you in determining the amount you want to charge for the prorated period. Use the date information displayed in the window to assist you in identifying the prorated amount. With equipment additions and removals, e-automate identifies the full base period in the Base period field as well as the Prorated base period. The full base period is taken by e-automate which then calculates the percentage of the prorated base period and identifies this percent in the Prorate percentage field. If, for example, you are adding equipment that would be on the contract for 48% of the previously billed cycle, you may consider multiplying the $100 by .48 to arrive at a $48 amount for the prorated period. When adding equipment with a contract level base amount, you have to determine the additional amount you are charging for the prorated period, if any. With contract level rates, e-automate does not know how much of the Base rate identified on the Installment based billing tab is representative for each equipment. The opposite holds true when removing equipment. When removing equipment you determine the portion of the contract level base amount that was intended for the equipment you are removing. You can then lower the contract base amount by a percentage of the amount that is representative of the equipment on the contract. The new, lower contract level base amount is representative of the equipment on the contract that remains after you have removed equipment.

Multiple Meter Group Proration OverviewMultiple Meter Group Proration Overview

When removing meters that are members of shared allowance groups, e-automate expects you to determine the number of clicks the meter you are removing from the group contributed to the overall allowance for a full overage cycle. For example, if you had a meter group with three meters that share an allowance, you may have estimated when setting up the contract that each meter would, in theory, contribute 1,000 to a 3,000 allowance per billing cycle group. While in the billing process this allowance is truly shared, one machine could add 10 and the other 2,990 and still be under the allowance. When removing meters from a shared meter group, e-automate requires you to identify the number of clicks you want to designate that the meter contributed to the allowance calculation (e.g., in the above example, 1,000). From this identified portion, e-automate calculates the prorated removal allowance for the shared allowance group.

Adding Equipment – Contract Level Base and/or Meter Group Base RatesAdding Equipment – Contract Level Base and/or Meter Group Base Rates

If you want to add equipment in the middle of an already billed billing cycle to a service contract that is using contract level base amounts, use these instructions. It is assumed you already have the equipment you are adding on the equipment list ready to be added. These instructions are confined to adding equipment and prorating the base and overage amounts as applicable to the service contract and do not contain details about the other fields on a service contract. For detailed information about the fields on a service contract, see the Creating Installment Based Billing Contracts topic.

Base ProrationBase Proration

From the e-automate toolbar, click [Contracts] to open the Service Contracts window.

Locate the billed contract to which you want to add equipment and select it from the list.

Click [Edit] to open the Edit Contract window.

On the Installment based billing tab, in the Base rate field, enter the rate for the equipment you want billed on this service contract for a regular full cycle, including the equipment you are adding.

Note: If you are adding equipment it is likely that your rate increases. This rate should be the rate you want charged on the next full base billing cycle for all equipment currently on this contract and equipment you will add to this contract. Do not include what you would consider the prorated amount for the partial period. If you are adding equipment but want to use a meter group base rate, do not increase or add the rate here but add the rate when you create the meter group.

Click the Equipment/Item tab to bring it forward.

Click [Add] to open the Add Contract Equipment/Item window.

In the Equipment number field, use the lookup to select the equipment you are adding to this service contract.

In the Start coverage date field, check the checkbox and type in the date that this equipment begins coverage under this service contract.

Note: The Start base billing date field is updated by e-automate to match the Start coverage date field. You can modify the Start base billing date field as appropriate.

In the Start base billing date field, type in the date you want to begin billing this equipment on this service contract.

Click [Proration settings] to open the Proration Settings for Start of Equipment on Contract window.

In the Prorated base adjustment field, type in the amount you want to charge for the prorated period this equipment is on the contract for the already billed base period. For additional information see the Contract Level Base Amount Prorating section above.

Note: If you want to use meter group base rates, do not add an amount in this field.

If you want to bill the base prorated adjustment amount now, check the Bill immediately checkbox.

Important: Installment-based contracts typically show up in the Contract Billing window based on the cycle due dates on the service contract and the billing cutoff date in the Contract Billing window. If you check Bill immediately, e-automate allows the contract to show in the Contract Billing window for billing even though the next base billing date has not arrived. The contract is tagged by e-automate in the Contract Billing window with a (Period Adjustment) flag in the Contract number column after the contract number. If you leave the Bill immediately checkbox unchecked, e-automate catches up the billing when the contract shows up in the Contract Billing window based on next cycle due date.

Meter Proration - Adding to a Single Member Meter GroupMeter Proration - Adding to a Single Member Meter Group

If your equipment is metered and you are creating a meter group or groups that will only have a single meter member, a single allowance and rate, use these instructions. If your equipment is multiple metered you would create a meter group for each meter on the equipment for which you want to bill overage. When adding equipment with multiple meters, you decide which of the meters are added to an existing group or to their own group. These instructions are for adding a meter to its’ own meter group. If you want to add a meter to an existing meter group, see the "Meter Proration – Adding to a Shared Meter Group" section of this topic.

In the Start meter reading date field, use the date control to select a date or type in a date for the start meter reading.

If necessary, you can use the Start override billing date field to identify a date different from the Start meter reading date.

Note: The rules restricting the override billing date are applicable here. For more information on the override billing date functionality, see the Setting Service Contract Options topic.

From the Meters list, select the meter you want to enter a start reading.

In the Start reading field, type in the meter reading for the beginning meter for this meter on contract for overage billing.

If the reading entered is an estimate, check the Estimate checkbox.

Click [Update display]. If the equipment is multiple metered, e-automate selects the next meter in the Meters list, repeat Steps 3 – 6 to enter readings for all meters on the equipment you are adding.

Select the meter for which you want to create a new meter group.

Click [Add meter group] to enter a meter group and open the Add Meter to Meter Group window.

Select Add to new meter group named and enter the name of the meter group.

Note: The meter group is automatically named by e-automate based on the equipment number and the meter that was selected when you clicked the [Add meter group] button.
Note: When adding equipment with multiple meters, you decide which of the meters are added to an existing group or to their own group. These instructions are for adding a meter to its’ own meter group. If you want to add a meter to an existing meter group, see the "Meter Proration – Adding to a Shared Meter Group" section of this topic.

In the Expected monthly volume field, type in the click volume you expect each month.

Note: This value is a monthly value; you can still bill quarterly or other cycles but the field is based on a month.

In the Overage method field, use the lookup to select an appropriate overage method.

Note: For more information on overage methods, see the Creating Installment Based Billing Contracts topic.

In the Covered copies field, type in the number of copies allowed per cycle for this meter.

Note: If you selected Minimum as your overage method, this field is renamed to Minimum copies.

Click [OK] to open the Add Meter Group window so you can complete the creation of your meter group.

Note: When the Add meter group window opens, you can modify any of the meter group settings you choose. You are only required to identify your overage rate and your overage distribution code. Change other fields at your discretion in the Add Meter Group window. For more information about meter group fields, see the Creating Installment Based Contracts topic.

In the Overage rate of field, type in the rate for overage for this meter group, up to six decimal places.

Note: You can create tiered meter group rates. For more information tiered rates, see the Creating Installment Based Billing Contracts topic.

In the Overage distribution code field, use the lookup to select an appropriate code for overage.

Note: The overage distribution code determines the accounting entries for overage associated with this meter group.

You can view the schedule of covered copies by clicking the link, View covered copy schedule. Click [Close] to close the displayed schedule.

Note: You can see the prorated number of copies for the prorated overage cycle by looking in the Covered copies column, first row in the Covered Copy Billing Schedule window.

If you want to add a meter group base amount to this meter group, do the following:

Check the Bill meter group base amount checkbox.

In the Base rate per copy field, type in the base amount you want to charge per copy of the allowance.

In the Round base amount to field, use the down arrow to select a rounding number of decimal places. E-automate defaults to two decimal places.

In the Base amount field, you can modify your base amount.

Note: Modifying the base amount here will automatically modify the Base rate per copy field above.

In the Base distribution code field, use the lookup icon to select an appropriate base distribution code.

You can view the meter group base schedule by clicking the View meter group base schedule link. Click [Close] to close the Meter Group Base Billing Schedule window.

You can view the accrual schedule by clicking the link View meter group accrual schedule. Click [Close] to close the Meter Group Base Accrual Schedule window.

Note: You can see the prorated amount of deferred revenue for the accrual cycle.

Click [OK] to save your meter group settings and return to the Proration Settings for Start of Equipment on Contract window.

Note: For the selected meter, the number of prorated covered copies is displayed in the Prorated covered copies column.

If you have multiple meters for which you want to create meter groups, repeat the above Steps 7 – 18 for each meter group you want to add to the contract. If you have completed the meter groups you want to create click [OK] to return to the Add Contract Equipment window.

Meter Proration - Adding to a Shared Meter GroupMeter Proration - Adding to a Shared Meter Group

If your equipment is metered and you are adding the meter or meters on this equipment to an existing meter group where the allowance will be shared, use these instructions. When adding equipment with multiple meters, you decide which of the meters are added to an existing group or to their own group. These instructions are for adding a meter to an existing group. If you want to add a meter to its own group, see the "Meter Proration – Adding to a Single Meter Group" section of this topic.

In the Start meter reading date field, use the date control to select a date or type in a date for the start meter reading.

If necessary, you can use the Start override billing date field to identify a date different from the Start meter reading date.

Note: The rules restricting the override billing date are applicable here. For more information on the override billing date functionality, see the Setting Service Contract Options topic.

In the Meters list, select the meter for which you want to enter a start meter reading.

In the Start reading field, type in the meter reading for the beginning meter for this meter on contract for overage billing.

If the reading entered is an estimate, check the Estimate checkbox.

Click [Update display]. If the equipment is multiple metered, e-automate selects the next meter in the Meters list, repeat steps 3 – 6 to enter readings for all meters on the equipment you are adding.

Select the meter you want to add to an existing meter group.

Click [Add meter group] to open the Add Meter to Meter Group window.

Select Add to an existing meter group and use the drop-down menu to select the existing meter group to which you want to add the selected meter.

In the Expected monthly volume field, type in the click volume you expect each month from the selected meter.

Note: This value is a monthly value; you can still bill quarterly or other cycles but the field is based on a month.

In the Covered copies field, type in the number of copies allowed per full cycle for this meter.

Important: You should enter the full allowance you want for this meter for the entire overage billing cycle. You enter the full cycle covered copies and e-automate calculates the prorated amount for the selected meter for the prorated period. This adjusted amount is displayed on the row, Equipment start overage period (Prorated), under the Adjustment heading. Also on this row is the meter group’s covered copies prior to the addition of this meter under the Existing heading. The resulting covered copies for the prorated period are displayed by e-automate under the Result heading. In addition to displaying the prorated cycle values, e-automate also displays the subsequent overage cycle allowances in the row, Equipment start overage period. This allows you to see what the next full overage cycle allowances are.
Note: If the meter group to which you are adding this meter is using the Minimum overage method, this field is named Minimum copies.

Click [OK] to save your changes to the selected meter group.

Note: If the meter group to which you have added the meter is billing meter group base rates, e-automate automatically increases the meter group base billing amount for the prorated cycle as well as the subsequent cycle based on the prorated number of copies associated with the meter group.

If you have multiple meters that you want to add to existing meter groups, repeat the above steps 7 – 12 for each meter you want to add to an existing group. If you have completed adding meters to existing meter groups, click [OK] to return to the Add Contract Equipment window.

Note: When adding equipment with multiple meters, you decide which of the meters are added to an existing group or to their own group. These instructions are for adding the meter to an existing group. If you want to add a meter to its own group, see the "Meter Proration – Adding to a Single Meter Group" section of this topic.

You can modify the meter group for the selected meter by clicking [Edit meter group].

Note: You can only edit meter groups for meters that have a meter group. This button is enabled and disabled based on if the selected meter has an existing meter group to which it is assigned.

You can edit your proration settings by clicking [Edit prorate settings].

Note: If you want the meter group base to prorate and bill immediately, you must click this button and enter the Covered copies you want to use for billing the prorated portion for this meter group; otherwise, the system will not prorate and bill the meter group when you check the Bill immediately checkbox.
Note: You can only edit prorate settings for meters with prorate settings. This button is enabled and disabled based on if the selected meter has proration settings.

If you have configured the meter group and proration settings for all meters, click [OK] to return to the Add Contract Equipment window.

Complete Equipment and ContractComplete Equipment and Contract

Make other necessary changes in the Add Contract Equipment window.

Note: For more information on fields in this window, see the Creating Installment Based Billing Contracts topic.

Click [OK] to add the equipment to the service contract.

Make other necessary contract changes.

Note: For more information on the tabs and fields on a service contract, see the Creating Installment Based Billing Contracts topic.

Click [OK] to save your contract changes.

Adding Equipment – Equipment Level Base and/or Meter Group Base RatesAdding Equipment – Equipment Level Base and/or Meter Group Base Rates

If you want to add equipment in the middle of an already billed billing cycle to a service contract that is using equipment level base amounts. These instructions assume you already have the equipment you are adding on the equipment list ready to be added. These instructions are confined to adding equipment and prorating the base and overage amounts as applicable to the service contract and do not contain details about the other fields on a service contract. For detailed information about the fields on a service contract, see the Creating Installment Based Billing Contracts topic.

Base ProrationBase Proration

From the e-automate toolbar, click [Contracts] to open the Service Contracts window.

Locate the billed contract to which you want to add equipment and select it from the list.

Click [Edit] to open the Edit Contract window.

Click the Equipment/Item tab to bring it forward.

Click [Add] to open the Add Contract Equipment/Item window.

In the Equipment number field, use the lookup to select the equipment you are adding to this service contract.

In the Base rate field, type in the rate for the identified months for the equipment you are adding if you are using equipment level base rates. If you are using meter group base rates, leave this field at $0.

Important: You should enter the base rate for the full base cycle in this field; e-automate bases its proration calculations off the rate identified in this field as a full cycle rate and then prorates for the partial period.
Note: The number of months for the base rate is identified on the Installment based billing tab. If you need to change the number of months for a rate, return to the Installment based billing tab and modify the for field.

In the Start coverage date field, check the checkbox and type in the date that this equipment begins coverage under this service contract.

Note: The Start base billing date field is updated by e-automate to match the Start coverage date field. You can modify the Start base billing date field as appropriate.

In the Start base billing date field, type in the date you want to begin billing this equipment on this service contract.

Note: When a date is identified prior to the Base billed through** date, e-automate displays the Proration settings button.

Click [Proration settings] to open the Proration Settings for Start of Equipment on Contract window and see the auto-calculated prorated base amount.

If you want to modify the auto-calculated prorated base amount, uncheck the Auto calculate prorated base amount checkbox and in the Prorated base amount field, type in the prorated rate. If you accept the auto-calculated prorated base amount skip this step. If you are using meter group base rates, leave this field at $0, the prorated meter group base rate is handled by the meter group.

Important: You only modify this field if you want to modify the equipment level base amount. Meter group base rates are automatically modified based on the prorated overage cycle.

If you want to bill the base prorated adjustment amount, immediately check the Bill immediately checkbox.

Important: Installment based contracts typically show up in the Contract Billing window based on the cycle due dates on the service contract and the billing cutoff date in the Contract Billing window. If you check Bill immediately, e-automate allows the contract to show in the Contract Billing window for billing even though the next base billing date has not arrived. The contract is tagged by e-automate in the Contract Billing window with a (Period Adjustment) flag in the Contract number column after the contract number. If you leave the Bill immediately checkbox unchecked, e-automate catches up the billing when the contract shows up in the Contract Billing window based on cycle due date.

Meter Proration - Adding to a Single Meter GroupMeter Proration - Adding to a Single Meter Group

If your equipment is metered and you are creating a meter group that will only have a single meter, a single allowance and rate, use these instructions. If your equipment is multiple metered and you would create a meter group for each meter on the equipment for which you want to bill overage, use these instructions. When adding equipment with multiple meters, you decide which of the meters are added to an existing group or to their own group. These instructions are for adding a meter to its’ own meter group. If you want to add a meter to an existing meter group, see the "Meter Proration – Adding to a Shared Meter Group" section of this topic.

In the Start meter reading date field, use the date control to select a date or type in a date for the start meter reading.

If necessary, you can use the Start override billing date field to identify a date different from the Start meter reading date.

Note: The rules restricting the override billing date are applicable here. For more information on the override billing date functionality, see the Setting Service Contract Options topic.

From the Meters list, select the meter for which you want to enter a start reading.

In the Start reading field, type in the meter reading for the beginning meter for this meter on contract for overage billing.

If the reading entered is an estimate, check the Estimate checkbox.

Click [Update display]. If the equipment is multiple metered, e-automate selects the next meter in the Meters list, repeat steps 3 – 6 to enter readings for all meters on the equipment you are adding.

Select the meter for which you want to create a new meter group.

Click [Add meter group] to enter a meter group and open the Add Meter to Meter Group window.

Select Add to new meter group named and enter the name of the meter group.

Note: The meter group is automatically named by e-automate based on the equipment number and the meter that was selected when you clicked the Add meter group button.
Note: When adding equipment with multiple meters, you decide which of the meters are added to an existing group or to their own group. These instructions are for adding a meter to its’ own meter group. If you want to add a meter to an existing meter group, see the "Meter Proration – Adding to a Shared Meter Group" section of this topic.

In the Expected monthly volume field, type in the click volume you expect each month.

Note: This value is a monthly value; you can still bill quarterly or other cycles but the field is based on a month.

In the Overage method field, use the lookup to select an appropriate overage method.

Note: For more information on overage methods, see the Creating Installment Based Contracts topic.

In the Covered copies field, type in the number of copies allowed per cycle for this meter.

Note: If your Overage method is identified as Minimum, this field is renamed to Minimum copies.

Click [OK] to open the Add Meter Group window so you can complete the creation of your meter group.

Note: When the Add Meter Group window opens you can modify any of the meter group settings you choose. You only are required to identify your overage rate and your overage distribution code. Change other fields at your discretion in the Add Meter Group window. For more information about meter group fields, see the Creating Installment Based Billing Contracts topic.

In the Overage rate of field, type in the rate for overage for this meter group, up to six decimal places.

Note: You can create tiered meter group rates. For more information tiered rates, see the Creating Installment Based Billing Contracts topic.

In the Overage distribution code field, use the Lookup icon to select an appropriate code for overage.

Note: The overage distribution code determines the accounting entries for overage associated with this meter group.

You can view the schedule of covered copies by clicking the link, View covered copy schedule. Click [Close] to close the displayed schedule.

Note: You can see the prorated number of copies for the prorated overage cycle by looking in the Covered copies column, first row in the Covered Copy Billing Schedule window.

If you want to add a meter group base amount to this meter group, do the following:

Check the Bill meter group base amount checkbox.

In the Base rate per copy field, type in the base amount you want to charge per copy of the allowance.

In the Round base amount to field, use the down arrow to select a rounding number of decimal places. Two decimal places is the default in e-automate.

In the Base amount field, you can modify your base amount.

Note: Modifying the base amount here will automatically modify the Base rate per copy field above.

In the Base distribution code field, use the Lookup icon to select an appropriate base distribution code.

You can view the meter group base schedule by clicking the View meter group base schedule link. Click [Close] to close the Meter Group Base Billing Schedule window.

You can view the accrual schedule by clicking the link View meter group accrual schedule. Click [Close] to close the Meter Group Base Accrual Schedule window.

Note:You can see the prorated amount of deferred revenue for the accrual cycle.

Click [OK] to save your meter group settings and return to the Proration Settings for Start of Equipment on Contract window.

Note: For the selected meter, the number of prorated covered copies is displayed in the Prorated covered copies column.

If you have multiple meters for which you want to create meter groups, repeat the above Steps 7 – 18 for each meter group you want to add to the contract. If you have completed the meter groups you want to create click [OK] to return to the Add Contract Equipment window.

Meter Proration - Adding to a Shared Meter GroupMeter Proration - Adding to a Shared Meter Group

If your equipment is metered and you are adding the meter or meters on this equipment to an existing meter group where the allowance will be shared, use these instructions. When adding equipment with multiple meters, you decide which of the meters are added to an existing group or to their own group. These instructions are for adding a meter to an existing group. If you want to add a meter to its own group, see the "Meter Proration – Adding to a Single Meter Group" section of this topic.

In the Start meter reading date field, use the date control to select a date or type in a date for the start meter reading.

If necessary, you can use the Start override billing date field to identify a date different from the Start meter reading date.

Note: The rules restricting the override billing date are applicable here. For more information on the override billing date functionality, see the Setting Service Contract Options topic.

From the Meters list, select the meter for which you want to enter a start reading.

In the Start reading field, type in the meter reading for the beginning meter for this meter on contract for overage billing.

If the reading entered is an estimate, check the Estimate checkbox.

Click [Update display]. If the equipment is multiple metered, e-automate selects the next meter in the Meters list, repeat steps 3 – 6 to enter readings for all meters on the equipment you are adding.

Select the meter you want to add to an existing meter group.

Click [Add meter group] to open the Add Meter to Meter Group window.

Select Add to an existing meter group and use the drop down menu to select the existing meter group to which you want to add the selected meter.

In the Expected monthly volume field, type in the click volume you expect each month from the selected meter.

Note: This value is a monthly value; you can still bill quarterly or other cycles but the field is based on a month.

In the Covered copies field, type in the number of copies allowed per cycle for this meter.

Important: You should enter the full allowance you want for this meter for the entire overage billing cycle. You enter the full cycle covered copies and e-automate calculates the prorated amount for the selected meter for the prorated period. This adjusted amount is displayed on the row, Equipment start overage period (Prorated), under the Adjustment heading. Also on this row is the meter group’s covered copies prior to the addition of this meter under the Existing heading. The resulting covered copies for the prorated period are displayed by e-automate under the Result heading. In addition to displaying the prorated cycle values, e-automate also displays the subsequent overage cycle allowances in the row, Equipment start overage period. This allows you to see what the next full overage cycle allowances.
Note: If the meter group to which you are adding this meter is using the Minimum overage method, this field is named to Minimum copies.

Click [OK] to save your changes to the selected meter group.

Note: If the meter group to which you have added the meter is billing meter group base rates in addition to equipment base rates, e-automate automatically increases the meter group base billing amount for the prorated cycle as well as the subsequent cycle based on the prorated number of copies associated with the meter group.

If you have multiple meters that you want to add to existing meter groups, repeat the above Steps 7 – 12 for each meter you want to add to an existing group. If you have completed adding meters to existing meter groups, click [OK] to return to the Add Contract Equipment window.

Note: When adding equipment with multiple meters, you decide which of the meters are added to an existing group or to their own group. These instructions are for adding the meter to an existing group. If you want to add a meter to its own group, see the "Meter Proration – Adding to a Single Meter Group" section of this topic.

You can modify the meter group for the selected meter by clicking [Edit meter group].

Note: You can only edit meter groups for meters that have a meter group. This button is enabled and disabled based on if the selected meter has an existing meter group to which it is assigned.

You can edit your proration settings by clicking [Edit prorate settings].

Note: If you want the meter group base to prorate and bill immediately, you must click this button and enter the Covered copies you want to use for billing the prorated portion for this meter group; otherwise, the system will not prorate and bill the meter group when you check the Bill immediately checkbox.
Note: You can only edit prorate settings for meters with prorate settings. This button is enabled and disabled based on if the selected meter has proration settings.

If you have configured the meter group and proration settings for all meters, click [OK] to return to the Add Contract Equipment window.

Complete Equipment and ContractComplete Equipment and Contract

Make other necessary changes in the Add Contract Equipment window.

Note: For additional information on fields in this window, see the Creating Installment Based Billing Contracts topic.

Click [OK] to add the equipment to the service contract.

Make other necessary contract changes.

Note: For additional information on the tabs and fields on a service contract, see the Creating Installment Based Billing Contracts topic.

Click [OK] to save your contract changes.

Removing Equipment – Contract Level Base, Equipment Level Base and/or Meter Group Base RatesRemoving Equipment – Contract Level Base, Equipment Level Base and/or Meter Group Base Rates

If you want to remove equipment in the middle of an already billed billing cycle from a service contract, use these instructions. These instructions contain information if the contract is using contract level base rates, equipment level base rates and/or meter group base amounts. Watch carefully for instructions based on the configuration of the service contracts, not every detail is applicable to all contracts. These instructions are also confined to removing equipment and prorating the base and overage amounts as applicable to the service contract and do not contain details about the other fields on a service contract. For detailed information about the fields on a service contract, see the Creating Installment Based Billing Contracts topic.

Base ProrationBase Proration

From the e-automate toolbar, click [Contracts] to open the Service Contracts window.

Locate the billed contract to which you want to remove equipment and select it from the list.

Click [Edit] to open the Edit Contract window.

On the Installment based billing tab, in the Base rate field, do one of the following based on your contract configuration:

If you are using contract level base rates, enter the new or reduced rate for contract. This represents the rate for all the equipment that remain on the contract after you remove equipment.

Note: If you are using this field for additional unrelated charges, enter your base rate considering the equipment you plan on removing.

If you are using equipment level base rates, skip to the next step.

If you are using meter group base rates only, skip to the next step.

Click the Equipment/Item tab to bring it forward.

Select the equipment you want to remove and click [Edit] to open the Edit Contract Equipment/Item window.

In the End coverage date field, check the checkbox and type in the date after which this equipment is no longer covered under this contract.

Note: In the End base billing date field, type in the date you want to use for the removal proration calculation.

In the Termination code field, use the lookup icon and select an appropriate reason for the equipment removal.

Click [Proration settings] to open the Proration Settings for End of Equipment on Contract window.

In the Prorated base amount field, do one of the following based on your contract configuration:

If you are using contract level base rates, enter the amount you calculate for a credit for removing the equipment early. If, for example, you determined that the portion of the contract level rate for the equipment you are removing is $100 you can use the Prorate percentage to determine what percent of $100 you want to enter as a credit if any.

Note: Credits are entered as negative numbers.

If you are using equipment level base rates, verify the amount auto-calculated as a credit for early removal of this equipment. If you accept the rate, skip to the next step. If you want to modify the rate, uncheck Auto calculate prorated base amount checkbox and in the Prorated base amount field, enter the credit rate, if any. For additional information, see the "Contract Level Base Amount Prorating" section of this topic.

Important: Credits are entered as negative numbers.

If you are using meter group base rates only, skip to the next step. The credit is calculated by e-automate based on the number of clicks removed.

If you want to issue the base prorated adjustment credit amount immediately, check the Bill immediately checkbox.

Important: Installment based contracts typically show up in the Contract Billing window based on the cycle due dates on the service contract and the billing cutoff date in the Contract Billing window. If you check Bill immediately, e-automate allows the contract to show in the Contract Billing window for billing or a credit even though the next base billing date has not arrived. The contract is tagged by e-automate in the Contract Billing window with a (Period Adjustment) flag in the Contract number column after the contract number. If you leave the Bill immediately checkbox unchecked, e-automate creates the credit when the next normal billing cycle arrives based on the Contract Billing window Cutoff date.

Meter Proration - Removing Meters from a Single or Multiple Meter GroupMeter Proration - Removing Meters from a Single or Multiple Meter Group

If your equipment is metered and you are removing meters from single member meter groups or multiple member meter groups, use these instructions. Pay careful attention to the slight differences identified in the instructions between the two types of meter groups. When removing equipment and the associated meters from a service contract, you must identify the number of clicks you want to use in the proration calculation. You do this by identifying the full cycle overage allowance for single meter groups and for multiple meter groups you identify the full allowance attributable to the meter being removed from the group.

In the End meter reading date field, use the date control to select a date or type in a date for the end meter reading. The dates from the End base billing date field are automatically populated by e-automate.

If necessary, you can use the End override billing date field to identify a date different from the End meter reading date.

Note: The rules restricting the override billing date are applicable here. For more information on the override billing date functionality, see the Setting Service Contract Options topic.

From the Meters list, select the meter for which you want to enter an ending meter.

In the End reading field, type in the meter reading for the ending meter on contract for overage billing.

If the end reading entered is an estimate, check the Estimate checkbox.

Click [Update display]. If the equipment is multiple metered, e-automate selects the next meter in the Meters list, repeat steps 3 – 6 to enter end readings for all meters on the equipment you are removing.

Set the proration settings for each meter that is a member of a meter group. Select the meter for which you want to configure proration settings.

Click [Edit prorate settings] to open the Prorate Settings for End of Equipment on Meter group window so you can identify the covered copies which allows e-automate to calculate the prorated removal of overage clicks from the meter group.

Note: If you want the meter group base to prorate and bill immediately, you must click this button and enter the Covered copies you want to use for billing the prorated portion for this meter group; otherwise, the system will not prorate and bill the meter group when you check the Bill immediately checkbox.
Note: If the selected meter is not a member of a meter group, the Edit prorate settings button is disabled.

In the Covered copies field, do one the following based on the meter group configuration:

Note: If you do not know the number of meters in a meter group for any meter, select the meter, and click [Edit meter group] to review the number of meters in the group. Click [Cancel] to close the Edit Meter Group window.

If the meter is the only meter that is in the meter group, verify the allowance for the meter group. When there is only a single meter in the group, the covered copies is the existing value and prepopulated.

Important: This should automatically enter the full meter group covered copies and e-automate prorates the covered copies based on the removal date of the equipment associated with the meter. The prorated removal clicks are displayed by e-automate in the row Equipment end overage period (Prorated) under the Adjustment heading, under the Result heading e-automate displays the prorated allowance or the number of clicks that are remaining in the meter group for the unbilled overage cycle. In the row, Equipment end overage period, e-automate displays the allowance for the next overage period taking into considering the meter you are removing. If you only have one meter as a member of the meter group, it is zero.

If the meter is a member of a multiple meter group, enter the number of copies for the full cycle attributable to the meter.

Important: You enter the full covered copies and e-automate prorates the covered copies based on the removal date of the equipment associated with the meter. The prorated removal clicks are displayed by e-automate in the Equipment end overage period (Prorated) row under the Adjustment heading, under the Result heading e-automate displays the prorated allowance or the number of clicks that are remaining in the meter group for the unbilled overage cycle. In the row, Equipment end overage period, e-automate displays the allowance for the next overage period taking into considering the meter you are removing. If you only have one meter as a member of the meter group, it is zero.

Click [OK] to return to the Proration Settings for End of Equipment on Contract window.

Note: The column Prorated covered copies indicates the adjustment number of copies. The prorated copies are calculated by e-automate based on the number of copies you identify as part of the meter group. While you cannot override the adjustment copies you can modify the covered copies amount to influence the adjustment copies. If you want to modify your proration settings, click [Edit prorate settings].

If you have multiple meters on the equipment you are removing, repeat the above steps 7 – 10 for each meter you want to remove from a meter group.

Click [OK] to save your meter group proration settings and return to the Edit Contract Equipment window.

Complete Equipment and ContractComplete Equipment and Contract

Make other necessary changes in the Edit Contract Equipment window.

Note: For additional information on fields in this window, see the Creating Installment Based Billing Contracts topic.

Click [OK] to remove the equipment to the service contract.

Make other necessary contract changes.

Note: For additional information on the tabs and fields on a service contract, see the Creating Installment Based Billing Contracts topic.

Click [OK] to save your contract changes.

 

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