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Creating and Applying Rate Schedules

Contract rate schedules allow e-automate to automatically increase your rates on contract base charges and/or overage charges. You can create a contract rate schedule while creating each contract, or you can create a contract rate schedule template and apply the template to multiple contracts. A rate schedule template allows you to define a standard rate increase pattern for your business and then apply or copy the defined rate schedule pattern to a contract. You can create multiple templates as necessary to meet your business needs. For more information, see the Creating Contract Rate Schedule Templates topic.

Rate schedules or rate schedule templates can be created for base charges that are at the contract level, equipment, or the meter group level. In addition to rate schedules for base amounts, you can also create a rate schedule template for overage as well. When you create a rate schedule for a base charge, e-automate allows you to define rounding from $100 to a penny. When you create rate schedules for overage, e-automate allows you to define rounding by the number of decimal places, one to six. If you choose not to use rate schedule templates, you are required to create a rate schedule for each contract for which you want rate increases to automatically occur.

When creating a rate schedule template, you select a billing cycle for the template. When you apply the rate schedule template to a contract, e-automate only allows you to apply the template to contracts that share the same billing cycle as the template. On a contract, there are several places to enter billing cycles. E-automate can compare the base billing cycle or the renewal cycle (on the Miscellaneous tab) with the template cycle to determine if they match.

Note: E-automate can only compare the Renewal Cycle field if it is populated. For instance, if a contract bills monthly for base charges and you want to automatically increase the base charge, you must create a rate schedule template with a monthly cycle. On the rate schedule template you define the cycle after which you want the rate increase to take effect. For example, if you had a contract that billed monthly and you wanted to increase the rate every year, you would create a rate schedule template with a monthly billing cycle and then define the rate to increase after the twelfth billing cycle (which in this case would translate to a year).

There are multiple places on a contract where you can create or apply rate schedules. You can create or apply a rate schedule template for base amounts at the contract level for contract level base amounts, at the equipment level for equipment level base rates, at the contract level for meter group base rates, and at the individual meter group base rate level. In addition to setting up rate schedules for base amounts, you can use e-automate to create rate schedules for overage rates at the contract level and at the meter group level.

You can find Rate Schedule icons in the New/Edit Contract window at the following locations when setting up base rate schedules on service contracts:

Contract level base amount: On the Installment based billing tab, next to the Base rate field.

Equipment level base amount: Next to the Base rate field in the Add/Edit Contract Equipment/Item window found by clicking on the Equipment/Item tab and either adding or editing contract equipment. You must have Use equipment base rates selected on the Installment based billing tab.

Contract meter group base: On the Meter groups tab on the top right labeled, Base rate schedule.

Meter group base: Next to the Base rate per copy field in the Add/Edit Meter Group window found by clicking on the Meter groups tab and either adding or editing a meter group.

Contract level overage: On the Meter groups tab on the top right labeled, Overage rate schedule.

Meter group overage: Next to the Overage rate of field in the Add/Edit Meter Group window found by clicking on the Meter groups tab and either adding or editing a meter group.

When using a contract level base rate and a contract level rate schedule, the increase defined by the rate schedule applies to the contract level rate. When using equipment base rates, the contract level rate schedule applies to all the equipment on the contract except where an equipment level rate schedule is defined. When using a contract level meter group base rate schedule, the schedule defined applies to all meter group base rates except where specific meter group base rate schedules are defined. When using a contract level overage rate schedule, the schedule defined applies to all meter groups on the contract except where specific meter group overage rate schedules are defined.

Getting to the Rate Schedule TemplateGetting to the Rate Schedule Template

On the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu to select Rate Schedules.

Click [New] to open the New Rate Schedule window.

Basic InformationBasic Information

Complete the following fields as appropriate:

Schedule: A name for the rate schedule.

Description: A brief description of the rate schedule template.

Cycle: Use the lookup icon to select the cycle for this rate schedule template.

Note: In order to apply this template to a contract, e-automate requires that this cycle match a cycle on the contract. For base rate increases it must match the Base billing field or the Renewal Cycle field and for overage it must match the Overage cycle field.

Type: Use the drop-down menu to select whether this template can be used for base, overage, or meter group base rate increases.

In the Method field, use the drop-down menu to select the method for the increase.

Note: Absolute allows you to enter a fixed dollar amount increase. Percentage allows you to increase by a percent of the previous rate.

In the Round to field, use the drop-down menu to select a rounding amount for the new rate.

Note: This field is only available if you selected Percentage in the Method field.

In the After cycle field, enter the cycle after which you want the rate increased.

In the Increase by field, enter either an amount (Absolute method) or a percentage (Percentage method) for the rate increase.

Click [QuickAdd] to add the increase.

Note: E-automate takes the value in the After cycle field and calculates a new increment. For example, if you selected 12 in the After cycle field, e-automate assumes your next increase would be after cycle 24. You can change this number as necessary to configure the increase to occur after your specified cycle.

To add increases, repeat Steps 1 to 5 until you have defined all the increases for the template.

To delete an increase, select it from the list and click [Delete].

To modify an increase, select it from the list. E-automate populates the Method, Round to, After cycle, and Increase by fields. Make necessary changes and click [Update].

Completing the Rate ScheduleCompleting the Rate Schedule

Click [OK] to save the contract rate template.

Applying Rate TemplatesApplying Rate Templates

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

Locate and select the contract to which you want to add a rate schedule template and click [Edit] to open the Edit Service Contract window.

Do one of the following:

To apply a contract level rate schedule, do the following:

On the Installment Based Billing tab, click the Rate Schedule radio button, adjacent to the Base rate of field. E-automate opens the Contract Rate Schedule window.

If rate increases are based on the contract renewal cycle, select the Use renewal cycle radio button. If increases are based on contract billing cycles, select the Use billing cycles radio button.

Note: The Use renewal cycle radio button on the Contract Rate Schedule window is not available for selection until after the Contract record has been saved with the Renewable checkbox checked and a Renewal cycle selected.

In the Base Schedule on field, use the lookup to select a base rate schedule template. E-automate populates the rate schedule with appropriate dates for the contract.

Note: E-automate displays only contract rate schedules that have cycles matching your contract’s selected cycle, either Billing cycle or Renewal cycle. If no cycles are displayed, you do not have a matching cycle.

In the Start date field, use the drop-down calendar to identify the date on which you want e-automate to start counting cycles to determine when to implement the new rate.

Adjust cycles and rates as necessary.

Note: Once you apply a rate schedule to a contract, the schedule and any changes are saved with the contract. Making any changes to the rate schedule template will not affect contracts to which you have applied the template.

Click the Show past rate schedules checkbox to see the history of rate schedules associated with this equipment.

Click [OK] to save the rate schedule to the contract.

Click [OK] to save the contract.

To apply an equipment level rate schedule, do the following:

On the Equipment/Item tab, select the equipment/item to which you want to apply a rate schedule and click [Edit]. E-automate opens the Edit Contract Equipment/Item window.

Note: If you are not using equipment base rates you cannot apply a rate schedule to an individual contract equipment.

Click the Rate Schedule icon, adjacent to the Base rate field. E-automate opens the Contract Rate Schedule window.

If rate increases are based on the contract renewal cycle, select the Use renewal cycle radio button. If increases are based on contract billing cycles, select the Use Billing Cycles radio button.

In the Base Schedule on field, use the lookup to select a base rate schedule template. E-automate populates the rate schedule with appropriate dates for the contract.

In the Start date field, use the drop-down calendar to identify the date on which you want e-automate to start counting cycles to determine when to implement the new rate.

Adjust cycles and rates as necessary.

Note: Once you apply a rate schedule to the equipment on the contract, the schedule and any changes are saved with the contract. Making any changes to the rate schedule template will not affect contract equipment to which you have applied the template.

Click the Show past rate schedules checkbox to see the history of rate schedules associated with this equipment.

Click [OK] to save the rate schedule to the contract equipment.

Click [OK] to save the contract equipment changes.

Click [OK] to save the contract.

To apply a contract level overage schedule, do the following:

On the Meter Groups tab, click the Rate Schedule icon, adjacent to the Overage rate schedule field. E-automate opens the Contract Rate Schedule window.

Note: Only applicable to contracts that have overages. Contracts without overages do not have a Meter Groups tab.

In the Base Schedule on field, use the lookup to select an overage rate schedule template. E-automate populates the rate schedule with appropriate dates for the contract.

In the Start date field, use the drop-down calendar to identify the date on which you want e-automate to start counting cycles to determine when to implement the new rate.

Adjust cycles and rates as necessary.

Note: Once you apply a rate schedule to the contract Meter Groups tab, the schedule and any changes are saved with the contract. Making any changes to the rate schedule template will not affect contract meter groups to which you have applied the template.

Click the Show past rate schedules checkbox to see the history of rate schedules associated with this equipment.

Click [OK] to save the rate schedule to the contract.

Click [OK] to save the contract.

To apply a meter group overage schedule, do the following:

On the Meter Groups tab, select the meter group to which you want to apply a rate schedule and click [Edit]. E-automate opens the Edit Meter Group window.

Click the Rate Schedule icon, adjacent to the Overage rate of field. E-automate opens the Contract Rate Schedule window.

In the Base Schedule on field, use the lookup to select an overage rate schedule template. E-automate populates the rate schedule with appropriate dates for the contract.

In the Start date field, use the drop-down calendar to identify the date on which you want e-automate to start counting cycles to determine when to implement the new rate.

Adjust cycles and rates as necessary.

Click the Show past rate schedules checkbox to see the history of rate schedules associated with this equipment.

Click [OK] to save the rate schedule to the contract meter group.

Click [OK] to save the meter group.

Click [OK] to save the contract.

Creating a Base Rate Schedule on a ContractCreating a Base Rate Schedule on a Contract

If you choose not to apply a template that you have previously created, you can create a rate schedule for base or overage as you create each contract. To create a base rate schedule, do the following:

To access the contract base rate schedule window, do one of the following:

To add a contract level base rate schedule:

Create or edit a Service Contract.

On the Installment Based Billing tab, click the Rate Schedule icon, adjacent to the Base rate of field. E-automate opens the Contract Rate Schedule window.

To add an equipment/item level base rate schedule:

Create or edit a Service Contract.

On the Equipment/Item tab, select the equipment/item to which you want to apply a rate schedule and click [Edit]. E-automate opens the Edit Contract Equipment window.

Note: If you are not using equipment base rates, you cannot create a rate schedule for an individual contract equipment.

Click the Rate Schedule icon, adjacent to the Base rate field. E-automate opens the Contract Rate Schedule window.

Select either Use Billing Cycles or Use Renewal Cycle to determine when the base rates increase.

Click the Show past rate schedules checkbox to see the history of rate schedules associated with this equipment.

In the Method field, use the drop-down menu to select the method for the increase.

Note: Absolute allows you to enter a fixed dollar amount increase. Percentage allows you to increase by a percentage of the previous rate.

In the Round to field, use the drop-down menu to select a rounding amount for the new rate.

Note: This field is only available if you selected Percentage in the Method field.

In the After cycle field enter the cycle after which you want the rate increased.

In the Increase by field enter either an amount (Absolute method) or a percentage (Percentage method) for the rate increase.

Click [QuickAdd] to add the increase.

Note: E-automate takes the value used in the After cycle field and calculates a new increment. For example, if you selected 12 in the After cycle field, e-automate assumes your next increase would be after cycle 24. You can change this number as necessary to configure the increase to occur after your specified cycle.

To add increases, repeat Steps 2 to 5 until you have defined all the increases for the contract.

To delete an increase, select it from the list and click [Delete].

To modify an increase, select it from the list. E-automate populates the Method, Round to, After cycle, and Increase by fields. Make necessary changes and click [Update].

Click [OK] to save the base rate schedule for this contract.

Click [OK] to save the contract.

Creating an Overage Rate Schedule on a ContractCreating an Overage Rate Schedule on a Contract

If you choose not to apply a template that you have previously created, you can create a rate schedule for overage as you create each contract. To create an overage rate schedule, do the following:

To access the contract overage rate schedule window, do one of the following:

To add a contract level overage rate schedule:

Create or edit a Service Contract.

On the Meter Groups tab, click the Rate Schedule icon, adjacent to the Base rate schedule field. E-automate opens the Contract Rate Schedule window.

To add a meter group level overage rate schedule:

Create or edit a Service Contract.

On the Meter Groups tab, select a meter group to which you want to apply a rate schedule and click [Edit]. E-automate opens the Edit meter group window.