Understanding Recurring Billing Revisions

After you have generated the billing records for the recurring billings, the system does not allow you to change the information for the recurring billing line, even if the billing records have not been posted. The system creates a record in the Billings Generation Control table (F15011B) for the billing line and updates the period for which the billing record was generated with a G, which locks the recurring billing record. The system updates the table in this manner to prevent the generation of duplicate billings. A lock symbol appears to the right of the first field on the Recurring Billing Revisions form as a reminder that billing records have been generated.

This table lists methods you can use to revise recurring billing information on locked records:

Method	Description
Suspend the billing line and enter a new billing line.	Enter Y or I in the SC field on the Recurring Billing Revisions form to suspend the billing line from generating future billing records, and then add another line with the correct information. If the original line has not been posted, you can use the Manual Billing Revisions program (P1511) to delete it, or you can generate a manual billing record for the difference. Note: The system does not generate catch-up billings for the difference between the two billing lines. For example, if the billing line is set up to bill 1000 monthly and you suspend it and add another billing line for 1100, when you generate recurring billings the system does not automatically adjust for the 100 difference for previous periods. The system considers each billing record separately. (Release 9.2 Update) If you are suspending a line that has an effect on lease liability, the amortization schedules for the associated asset will not be updated. If you want to update the lease liability calculation when you suspend a billing line, use the change lease terms feature. See Changing Lease Terms After Schedule Creation for additional information.
Update the Billings Generation Control table (F15011B).	Delete the billing records in the P1511 program, use the Billing Control Information program (P150111) and the billing ID to locate the appropriate billing control record and to remove the G from the appropriate billing periods in the Billings Generation Control table (F15011B), and then change the recurring billing information for that line. For example, if you set up a recurring billing record that starts March 01, 2007, and ends December 31, 2008, and you generate the billing record for March (period 03), the system updates table F15011B with a G in period 3 for the billing record. If you delete the billing record and remove the G from the billing period in the F15011B table, the recurring billing record is eligible to be updated. Note: This method is recommended only for billing records that have never been posted. If a billing record has been posted, the system updates the billing period in table F15011B with X instead of G; removing the G does not unlock the record because it was billed for a previous period. Be careful when using this option. You can inadvertently update the wrong records and generate duplicate billings. Access to the P150111 program should be granted only to those users with a thorough understanding of the billing process.
Run the Billings Batch Deletion program (R15806) to delete some or all of the billing records in the batch.	This program deletes the unposted billing records from the appropriate tables and removes the G from the billing period in the F15011B table. The system unlocks the recurring billing record only when all of the periods in the F15011B table are blank.

Method

Description

Suspend the billing line and enter a new billing line.

Enter Y or I in the SC field on the Recurring Billing Revisions form to suspend the billing line from generating future billing records, and then add another line with the correct information. If the original line has not been posted, you can use the Manual Billing Revisions program (P1511) to delete it, or you can generate a manual billing record for the difference.

Note: The system does not generate catch-up billings for the difference between the two billing lines. For example, if the billing line is set up to bill 1000 monthly and you suspend it and add another billing line for 1100, when you generate recurring billings the system does not automatically adjust for the 100 difference for previous periods. The system considers each billing record separately.

(Release 9.2 Update) If you are suspending a line that has an effect on lease liability, the amortization schedules for the associated asset will not be updated. If you want to update the lease liability calculation when you suspend a billing line, use the change lease terms feature. See Changing Lease Terms After Schedule Creation for additional information.

Update the Billings Generation Control table (F15011B).

Delete the billing records in the P1511 program, use the Billing Control Information program (P150111) and the billing ID to locate the appropriate billing control record and to remove the G from the appropriate billing periods in the Billings Generation Control table (F15011B), and then change the recurring billing information for that line.

For example, if you set up a recurring billing record that starts March 01, 2007, and ends December 31, 2008, and you generate the billing record for March (period 03), the system updates table F15011B with a G in period 3 for the billing record. If you delete the billing record and remove the G from the billing period in the F15011B table, the recurring billing record is eligible to be updated.

Note: This method is recommended only for billing records that have never been posted. If a billing record has been posted, the system updates the billing period in table F15011B with X instead of G; removing the G does not unlock the record because it was billed for a previous period.

Be careful when using this option. You can inadvertently update the wrong records and generate duplicate billings. Access to the P150111 program should be granted only to those users with a thorough understanding of the billing process.

Run the Billings Batch Deletion program (R15806) to delete some or all of the billing records in the batch.

This program deletes the unposted billing records from the appropriate tables and removes the G from the billing period in the F15011B table. The system unlocks the recurring billing record only when all of the periods in the F15011B table are blank.

Effect of Straight-line Rent on Changes to Recurring Billing Information

When you generate straight-line rent adjustments, the system creates records in the Straight-line Rent Lease Control table (F1513B), which prevents you from generating straight-line adjustments multiple times. However, if you change recurring billing information that affects straight-line calculations (such as the starting and ending dates for the rent bill codes or the rent amounts), you must recalculate the straight-line adjustments. To do this, you must update the Generation Control field to Y on the affected records and rerun the Straight-line Rent Generation program (R15130).

To assist you in this process, you can set the Straight-line Rent Generation Control processing option in the Recurring Billings program (P1502) to determine whether the system automatically updates the field, whether the system never updates the field, or whether the system prompts you with a window that enables the user to determine whether to update the field. If you set the processing option so that the system does not update the field, or you choose not to update the field when prompted, you must manually update the GENC field to Y using the Straight-line Rent Revisions program (P1513) before you can regenerate straight-line adjustments. If you do not run the Straight-line Rent programs, you must manually calculate the adjustment and enter a journal entry.