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This program lets you change many recurring billing records at the same time for increases or decreases in the billing amounts. It is most commonly used to increase rents. When you run it in the update mode, the system calculates the new recurring billing information for one or more leases, updates the related bill code lines in the Recurring Billing Master file (F1502), and suspends the lines being replaced.
It is based on the F1502W work file, which contains the batch of selected information that is created when the Recurring Billing Global Selection program is run. The update process, therefore, requires that you run the selection program prior to the update program and that you specify the number of the resulting batch in the processing options for the update.
A processing option controls whether the system performs the update, resets the bill code lines to their current settings, or only prints a report so you can preview the calculations and new information involved in an update. The report also includes the records that cannot be updated based on the thresholds specified in the processing options. When you run the selection program, the system automatically runs the update program in the edit mode so you can preview the new information.
The processing options relate directly to how the new billing amount is calculated. For the calculation, the system performs the following steps:
Determines whether the type of square footage to be used is rentable or usable.
Retrieves the original (current) billing amount. If the method of increase involves the amount per square foot, the system divides the original amount by the appropriate square footage from the Tenant/Lease Master file (F1501).
Applies the method of increase to the original amount, which results in the new gross billing amount.
For percent, the original amount is multiplied by the specified percent.
For amount or amount per square foot, the specified amount is added to the original amount.
For new amount or new amount per square foot, the original amount is replaced by the specified amount.
Applies the rounding controls to the new amount.
Processes the new rounded amount against the original amount to determine the calculated change.
If the threshold is a percent, the original amount is divided by the rounded amount.
If the threshold is an amount, the original amount is subtracted from the rounded amount.
Compares the calculated change with the threshold. If the change is greater than or equal to the threshold, the respective rounded amount is accepted for the new billing amount. This step prevents updates with insignificant amounts.
Note:
A processing option controls whether the Recurring Billing Master file is actually updated with the new amount.For a description of the relationship between the selection and update programs and for an example of the edit/update report, see Chapter 152, "Recurring Billing Global Selection" in this guide.
From any Real Estate Management menu, enter 27 in the Selection field.
From the Advanced Operations menu (G1531), choose R.B. Global Update.
When you choose the program from the menu, the system displays a DREAM Writer version list. From this screen, you can copy, change, or run a version of the program. For an overview of the DREAM Writer facility, see Appendix B, "DREAM Writer Overview" in this guide.
See Section 186.49, "Recurring Billing Global Edit/Update (P15116)."
After the Recurring Billing Master file has actually been updated, you can reset the file to the original settings that existed prior to the update. You would want to perform this function if the new billing information is not correct.
Caution:
Use care when deciding to use the reset function. If you do use it, verify that the Recurring Billing Generation program is not run until the reset process has been completed.After you have decided it is necessary to reset the Recurring Billing Master file, perform the following steps:
Determine why the update was performed incorrectly and make the appropriate corrections to the specific DREAM Writer versions used for the global selection and update programs.
Use the edit/update report to identify the records that need to be reset and set up the selection version accordingly.
Specify 2 (Reset R.B. records.) for processing option 1 and the correct number of the batch for option 2 of the update version.
Run the selection program. At this time, the system verifies that the following conditions are satisfied for each selected record:
It was created by the Recurring Billing Global Update program during a prior run.
It has not been changed or deleted since that prior run was performed.
It has not been used to generate any billings.
The original record related to it has not been deleted.
Use the edit/update report to preview the changes.
Run the update version. At this time, the system deletes the new records from the Recurring Billing Master file and resets the Suspend Code and Suspend Date fields of the original records so that they are no longer suspended.
The system prints a report that shows the records that were reset and those that were omitted from the process because they did not satisfy the conditions in step 4.