Aeroware Version 4.2

A Web-Based Application

Billing Module

Overview

Document Contents

This document contains the current design specifications for the Billing Module, an optional application to the Customer, Property and Lease Module of Aeroware Version 4.0.

Application Architecture

Aeroware 4.0 was developed using Microsoft Visual InterDev. It is an Internet or Intranet based software application, and can be accessed using Microsoft Internet Explorer (IE) 4.0 or greater. The Web Server is Microsoft IIS in the Internet hosted environment and Microsoft Personal Web Server in an Intranet environment. The standard database is Microsoft Access 97 but database options include Oracle and SQL 7.

Billing Module Specifications

Aeroware 4.0 Login

Fields

• User Name
• Password

Functionality

• Validation of user name and password against the database

Application Menu

Fields

• Billing Administration
• Find Invoices
• Find Payments
• Apply Payments
• Generate Invoices
• Reports

Functionality

• Links the user to the sub-routines of the Billing module

Billing Administration

Fields

• User-defined penalty rate for delinquent payments
• User-defined/local tax rate for taxable items
• User-defined delinquency date from date of invoice
• Airport Name/Address/Contact Information
• Message 1 for invoice form
• Message 2 for invoice form

Note: Each Message Box can be changed at any time

Functionality

• Defines business rules for invoicing
• Formats invoice for each billing cycle

Commission Default Table for Standard Commission Schedule

Fields

• Five graduated user-defined thresholds for commission calculation
• User-defined commission rates for each category

Functionality

• Sets the revenue thresholds for each commission rate
• Can be overridden for deviation from standard for each tenant

Find Invoice

Fields

• Customer Database Pop-up to select customer
• Airport/Department Pull-Down to select Airport/Department, if desired
• Pull-Down for Invoice Period
• Pull—Down for Invoice Status
1. New
2. Open
3. Closed/Paid

Functionality

• Allows user to find all types of current and paid invoices by customer and/or airport or department.
• If customer is not selected, displays all invoices for the period for all customers
• FIND button generates on-screen list of invoices meeting search criteria
• Clicking on any listed invoice will display invoice detail
• REPORT button generates appropriate report based on search criteria

Find Payment

Fields

• Customer Database Pop-up to select customer
• Pull-Down Menu to select Invoice Period
• Payment number

Functionality

• Allows user to find payments and payment history by customer, invoice period or payment number
• If customer is not selected, displays all invoices for the period for all customers
• REPORT button to generate appropriate report

Apply Payment

Fields

• Customer Pull-Down Menu to select customer
• Payment Date

· Current date is default

· Current date can be over-written

· Payment Amount

· Payment type pull-down

· Check (Default)

· Cash

· Credit Card

· Electronic Payment

· Money Order

· Payment Number (Optional Field)

· Notes Box for Text/Comments (Optional Field)

Functionality

• Applies various types of payments to specific customer account
• Links to customer a invoice detail to apply payment to specific line items
• APPLY button displays all line items of customer invoice for crediting payment to specific line items

Apply Payment Screen

Fields

· Payment amount automatically displayed

· Payment date automatically displayed

· Amount of account automatically displayed

· Total amount on account available to apply automatically displayed

· Unapplied amount (any credit balance) automatically displayed

· Displays for all open invoices and line items the invoice date, due date, invoice number,

lease type, lease number, amount of invoice, and amount currently open

· Payment apply window for entering and allocating total payment to line items

· Link button to Commission Table

· Link button to invoice detail

Functionality

· Enables user to enter payments and apply them to specific line items of open customer

invoices

· Displays customer account information, including credit balances

Commission Table

Fields

· Gross Revenue each month on calendar year basis

· Year to date Gross Revenue by month

· Commission Rate Percentage due Airport by month

· Commission Amount due Airport by month

· Year to Date Commissions paid to Airport

Functionality

· Enables user to confirm and apply commission payments on commission leases

· Tracks by month and cumulative year to date totals commissions due Airport

Generate Invoices

Fields

• Invoice Period Pull-Down to select Billing Period
• Invoice Date

· First Day on the month is default

· Can be Over-Written

• Due Date

· Default is defined in Billing Administration

· Can be Over-Written

Functionality

• Instructs system to create new invoices
• CREATE button takes user to on-screen list of all new invoices
• User then uses GENERATE button to create all new invoices or only selected new invoices from the displayed list. Selected invoices will then be transported to the NEW INVOICE file

Add Item to Customer Account/New Invoices

New invoices are those invoices which have been created but not yet printed and sent to the open invoice file. Selecting NEW from the INVOICE TYPE pull down men on the FIND INVOICE file displays all new invoices not yet printed. Clicking on a new invoice displays the detail relating to the invoice.

New Invoice Fields

Fields

· Automatically displays customer and invoice number

· Displays lease number, invoice date, invoice amount, total open amount as of current

date, amount past due from prior invoices and due date

· Displays day, date and user who created the invoice

· Displays day, date and user who modified the invoice

· Displays day, date and user who printed the invoice and sent it to the OPEN file

· Displays detail of line items comprising selected invoice, including invoice status,

invoice type, description, quantity, price, invoice amount and open amount

Functionality

· Allows user to display and modify new invoice detail

· ADD ITEM link to create new line items to specific invoice

Add Item Fields

· Displays NEW item as default

· Description field pull down menu for commissions, commissions plus MAG, landing fees,

MAG, Rent or Other. User can select pull down item or enter any description.

· Quantity field

· Price per item field

· Raw amount field

· Adjusted amount field

· Taxable amount field

· Calculate Tax button if item is taxable, using default local tax rate in Billing Administration

· Total Invoice Amount automatically displayed

· Notes box for text/comments

Functionality

· Allows user to add new items to invoices prior to printing

· Displays new line item detail for selected customer in New Invoice File

Printing Invoices

· From the FIND INVOICES file, select NEW from Invoice Type

· A list of all new invoices is displayed

· For each invoice, the invoice number, status, lease type, lease number, customer, property and amount of invoice is displayed.

· The user can use the Select All button to print all invoices or use the check box

for selected invoices which need to be printed and sent to the open invoice file.

Functionality

· Prints all or selected customer invoices

· Sends new invoices to the open invoice file

Reports

General

All Billing Reports can be printed and/or exported to a folder for future reference or linked via a flat file export to a general ledger accounting system.

Reports can be selected from various Billing files using the REPORT button, accessed off the Report icon on the Billing Main Menu screen or off the Report Icon on the Aeroware toolbar.

From the Report Menu, select the report you wish to generate.

Delinquency Report

• Start Date (Optional)
• End Date (Optional)
• Select all Customers (Default)
• Select only certain customers

Format

• Delinquent customers listed alphabetically
• Customer contact information displayed

· Contact name

· Contact telephone number

· Contact e-mail address

• Accounts displayed by 1-30, 31-60, 61-90 and over 90 days past due
• Displays open invoices sub-totaled by category
• Displays Report type and date of report

Billing Summary

Fields

• Start Date
• End Date
• Select all Customers (Default)
• Select only certain customers

Functionality

• Displays by customer for the selected billing period amount invoiced and amount paid to date of report
• Sorts information by customer and lease type with subtotals for each lease type
• Totals amounts billed and paid for all customers to date of report
• Displays Report type and date of report

Billing Detail

Fields

• Start Date
• End Date
• Select all Customers (Default)

• Select only certain customers

Functionality

• Displays by customer for the selected billing period line items
• Displays detail relating to invoice date, due date, past due, lease type and property for each customer invoice, total invoice amount and open amount
• Displays subtotals and grand totals for each customer and all customers as of the report date
• Displays Report type and date of report

Open Invoices

Fields

• Start Date
• End Date
• Select all Customers (Default)
• Select only certain customers

Functionality

• Displays all open/unpaid invoices as of report date by customer
• Displays detail by customer of invoice number, invoice date, due date, invoice amount, open amount, past due amount, lease type, lease number and property
• Displays grand totals of invoice amounts and open amounts
• Displays Report type and date of report

Payment History

Fields

• Start Date
• End Date
• Select all Customers (Default)
• Select only certain customers

Functionality

· Displays payment history by customer for selected period

· Displays payment date, payment amount, amount applied to account, payment type, posting date and individual keying payment detail

· Displays subtotals by customer all payments and amounts applied for the period

· Displays grand totals for all payments posted and amounts applied for the period

· Displays Report type and date of report