Ad-Hoc Billing is a new feature that is in PARKS DIRECT that will assist with our more complex events/reservations. This feature will help manage the payment process more efficiently.
Once logged into PARKS DIRECT, on the main screen under Menu
select Global Sales
Using your best practice to generate a customer account input this information on the Global Sales Lookup screen (HH#, phone, email, last name, etc.). Be sure that the account is highlighted, hit Select button
When you enter the household through Global Sales the contract will automatically link to the household.
On the Global Sale screen click the arrow to the right locate Contracts tab
Select Add
This will generate the Contract Update screen, on the Core Information screen under Contract Code input name of event. Copy and paste this name into the Short Description and Long Description boxes.
Document Information select Contract Letter
If you want to limit the amount of records displayed under the Installment Billing Template. You can pre-select your options under Under Installment Billing Options. Once under Installment Billing Template you'll see your pre-selected options listed.
All area in red must be completed with information.
You will be on the Letter Management screen. This will display all contacts, make your selection and hit the Select button.
Information box will appear, asking you to Set Contract? select Yes
You'll be directed to Global Sales, you can proceed to make the reservation with your best practices.
You must do this process for every facility reservation on every household.
You'll still be in the customer account under contacts. While under the account be mindful of the edits/changes you're making this will effect the contact.
Proceed to the SuperGrid to make your reservation. For assistance on how to make a reservation use the article on Creating a Rental With the SuperGrid.
On the SuperGrid screen select your facility of choice, and item you wish to reserve, select the Begin Date, End Date, Pattern Option, Begin Time, End Time, and Weekdays
Select Add To Cart
Under the Questions section type in the purpose for the reservation under Reservation Purpose. Billing Option select the your billing option, select any additional Fees
Select, Continue
This new feature is best used when you have a reservation/facility that is scheduled months in advance.
Starting in Global Sales under Contracts Tab, on the Contract Update screen, on the Core Information screen under Contract Code input name of event. Copy and paste this name into the Short Description and Long Description boxes.
Under the Billing Information deselect Automatically Create Billing? ; under Installment Billing Template make your billing selection, Document Information select Contract Letter
By unchecking the Automatic Create Billing? is saying that you want to go through the Ad-Hoc billing cycle to create everything manually.
List of contacts will be displayed highlight your selection, then Select
All area in red must be completed with information.
Confirm the Core Information, select Save
Information screen, select Yes
Proceed to make the reservation with your best practices. On the SuperGrid screen select your facility of choice, and item you wish to reserve, select the Begin Date, End Date, Pattern Option (if Recurring), Begin Time, End Time, and Head Count;
Select Add Cart
Under the Questions, fill in the Reservation Purpose, select your item under Fees
Select Continue
You'll see your items in the Shopping Cart, select Payment
You'll get a pop-up widow that's identical to create bill from cart, a list of all the fees for the items selected.
If the security deposit is due at the time of contract, uncheck the box for the security deposit. This will bill all other items, security deposit will be paid in full.
Select Continue To Scheduling
On the Create Installment Billing screen, this screen is used to customize your billing schedules. Select Add New Billing Record
This section is different depending on how you would like for you payments to be set up. You can select flat or percentage. On this screen you can select when to bill for the reservation weekly, monthly, bi-monthly, etc. Select Add
For this example percentage of 50% was used, select Save once you added all your information
This will take you back to Global Sales. If a payment is due you'll be on the Payment screen.