The Blind Side: The New Billing Module Do Not Let The Billing Module Blind Side You Presented By: Cara Arnett, Michelle Clark, & Melissa Pigg

Overview Converting from Old to New – Preparing to convert – The conversion process – Where Are They Now? Utilizing the billing module on a daily basis – Creating a Template – Simple 3 step process – Adding a Template to a new client – Setting up a discount on a recurring item – Adding an unassigned billing item – Setting up a new billing item – Setting up tiered billing – Examples of Different Count Calculations Billing for ACA usage – You can thank me later – Setting up a new Totals Category – Setting up a new Count Calculation Category – Creating a new Count Calculation – I said you could thank me later, it’s later… Questions

Converting From Old To New: Preparing To Convert Ondemand and Replicated offices will need support’s assistance in converting their billing module. Self-Hosted offices have the capability of processing their conversion in-house on their own. The following steps must occur before the conversion can be completed: 1.It is best to convert on a light payroll processing day, either at the beginning of the day or at end of business. 2.Verify that you are on the latest version of Execupay. If you are not, update to the latest version. 3.Exit all users from the Execupay system. 4.Prevent payroll client access and terminate existing connections for PlatinumPay, PlatinumPay HR, and PlatinumPay Xpress users. 5.Review any reminders that populate in the conversion tool.

Converting From Old To New: The Conversion Process The conversion tool is normally housed in C:\Program Files (x86)\Execupay\Payroll Suite (Latest Version)\NewBillingConver ter.exe To covert your billing module, login into the conversion tool like you would log into Execupay.

1.Once you have followed the steps on preparing to convert and you have successfully logged in, select the “Upgrade” button. 2.Two Prompts will populate, the 1 st asking “are you absolutely sure you wish to upgrade to the new billing model” and the 2 nd stating “last chance, have you completed all steps & wish to proceed,” select OK through both prompts. 3.After the conversion is complete, another prompt will populate stating “Congratulations, system has been upgraded.” Select OK through that as well and then exit out of the conversion tool. Converting From Old To New: The Conversion Process

Converting From Old To New: Where are They Now? Once you have converted to the new billing module, you will notice certain items that pertained to billing are no longer housed in their normal places. Those items will now be located in the Client and Global Billing Centers. For Example, in Edit Company>ACH/New Hire Tab, the invoice statement settings are no longer populating here. Those settings are now found in Client Billing Center>Settings.

Utilizing The Billing Module On A Daily Basis: Creating A Template Templates can be utilized for efficient client invoicing. – (i.e.: $25.00 Base, $2.50 per check, W2 Processing $35.00, W2 Per employee $3.50). You can easily add a template to every client with the click of a button. Templates can ALSO be utilized for the variation of client invoicing. – (i.e.: Tier Pricing Package per active employee, “Simple Package” or “HR Package”). Setting up a Template is a simple 3 Step Process. 1.Create a Template 2.Add Billing Items to your Template 3.Modifying your billing items

A setup Wizard walks you through the Template Process. With the help of this Wizard, you can create templates based on specific general scripts (for calculations) or adjust them to suit your volume or needs. 1.In the Global Billing Center, click on “Templates.” 2.Select the “New” icon. Utilizing The Billing Module On A Daily Basis: Creating A Template – Step 1

Utilizing The Billing Module On A Daily Basis: Creating A Template – Step 1 Continued 3.Click on “Create a template.” 4.Name the template, select the category, and add any notes (at your discretion).

Utilizing The Billing Module On A Daily Basis: Creating A Template – Step 2 1.To add items to your template, locate and select the billing items. 2.Click “Finish.”

Utilizing The Billing Module On A Daily Basis: Creating A Template – Step 3 Modifying your individual items is an important step. This allows you to select or confirm the Count Calculation, Price Table, and Recurrence of the billing item within your template.

Utilizing The Billing Module On A Daily Basis: Creating A Template – Step 3 Continued To modify the Count Calculation, use the drop-down to select the count calculation that best fits the billing item. To modify the Pricing, use the drop-down to select the price table. OR Select the “Price Override,” which allows you to place a base amount to override or a per count rate (depending on the item). To modify the Recurrence Pattern, select the recurrence that best fits the billing item.

Utilizing The Billing Module On A Daily Basis: Adding A Template To A New Client Once you have your template(s) created, you will do the following to add a template to a client’s setup: 1.In the Client Billing Center, select the desired company at the top left hand corner. 2.Once you have located the company, click on the “Recurring Items” button. 3.Next select “New.” 4.Then choose “Add a template.”

Utilizing The Billing Module On A Daily Basis: Adding A Template To A New Client Continued 5.If the client is needing divisional billing setup, select the division from the drop-down. If the client only utilizes division 0, the system will default to that option. 6.All of the templates that have been previously created will populate on the left side under the “Select a template(s)” area. Check the template(s) you want to add to the client. 7.All recurring items that are attached to the template will populate on the right side under the “Selected item(s) to add” area. This area will allow you to uncheck any recurring items the client will not be utilizing. 8.Once you chose the template(s), select “Finish.”

Utilizing The Billing Module On A Daily Basis: Adding A Template To A New Client Continued Once the template has been successfully added, the system will then populate all of the recurring items assigned to the client in the “Recurring Items” area.

Utilizing The Billing Module On A Daily Basis: Setting Up A Discount On A Recurring Item There is difference between applying a discount to a client’s recurring item vs. applying the discount to a global recurring item. If you set the discount up globally, it will then affect your entire client base. Therefore, if you need the discount to be on a case-by-case basis, you would setup the discount on the client’s recurring item rather than globally (i.e.: Paperless discount of 5% off per check charge, discount monthly for base processing but has an expiration date, etc.). 1.Locate the company you are wanting to apply the recurring discount. 2.Once you have selected the company, you will click on “Recurring Items.” 3.Then double-click on the individual billing item that you are wanting to apply the recurring discount.

Utilizing The Billing Module On A Daily Basis: Setting Up A Discount On A Recurring Item Continued 4.Once in the recurring item, select the “Discount” tab. 5.Type in the start date for the recurring discount to take place. 6.Type in the end date for the recurring discount to cease. 7.Select the dropdown to apply the specific type (flat or percentage) for the discount terms. 8.Type in the amount of the recurring discount. 9.Once you have finished filling in all required information on the discount tab, find the “Actions” tab on the toolbar and click on “Save” or “Save & Exit” if you are finished applying discounts.

Utilizing The Billing Module On A Daily Basis: Adding An Unassigned Billing Item A unassigned billing item would be used for an item that is considered a one-time fee to be added onto the next generated invoice (i.e. Direct Deposit Rejection, Correction, NSF Item, Additional Payroll Charges, etc.). 1.Type the company number you are wanting to add a manual billing item to. 2.Click on “Add Unassigned Item.” 3.From the drop-down, select the billing item you are wanting to add to attach to the next invoice to be generated. Keep in mind that the division is important to identify (if the client is being billed based on the division). 4.Once complete, select “Finish.”

Utilizing The Billing Module On A Daily Basis: Adding An Unassigned Billing Item Continued Once the unassigned item as been added to the company, you can edit the price, description, and add information that can provide detail to your client’s invoice regarding this particular charge if needed. 1.Right click on the unassigned item and select edit. 2.Once you have completed all of the information (at your discretion) then click on “Save & Exit.” 3.After you save, the unassigned item will show as pending until the next payroll is ran or monthly invoice is generated.

Utilizing The Billing Module On A Daily Basis: Setting Up A New Billing Item The purpose of adding or adjusting billing items would be to create variation in billing through the Global Billing Center. 1.In the Global Billing Center, select the “Items” button. 2.Then click “New.”

Utilizing The Billing Module On A Daily Basis: Setting Up A New Billing Item Continued 3.Enter in a description in the appropriate field. 4.Select a “Totals Category.” 5.Select where the item needs to populate in the “Invoice Section.” 6.Assign a “Count Calculation.” 7.In the “Pricing Details,” create a price table. 8.Once the pricing details is complete, assign it in the “Default Price Table.” 9.When all required items have been added, select “Save.”

Utilizing The Billing Module On A Daily Basis: Setting Up A New Billing Item Continued Use the following steps to create a Price Table: 1.In the Pricing Details section, click where it says “Click Here To Add A New Row.” 2.When the table populates, add a description. 3.In the Price Table Details, click where it says “Click Here To Add A New Row.” 4.Depending on the item, enter in a base amount or a per count rate.

Utilizing The Billing Module On A Daily Basis: Setting Up Tiered Billing To create a tiered billing, you will follow the same steps as before. However, there are additional items that need to be added to the Price Table Details (i.e.: 1 employee $5.00 per payroll, 2 active employees $10.00 per payroll, 3- 5 active $20.00 per payroll, etc.). Use the following steps to create a Price Table for Tiered Billing: 1.In the Pricing Details, click where it says “Click Here To Add A New Row.” 2.When the table populates, add a description. 3.Under the Price Table Details tab, click where it says “Click Here To Add A New Row.” 4.The first “Item Count” needs to state 1. 5.Depending on the item, enter in a base amount or a per count rate. 6.Repeat the last 3 steps for each tier you need to create. However, the “Item Count” will change based on the number of tiers you need to create.

Utilizing The Billing Module On A Daily Basis: Examples Of Different Count Calculations Count of All Active Employees (Current Month / Previous Month) – Counts all active employees with a hire date (for current month & prior) Count of All Employees (Active Only) – Counts all active employees within a company at time of running a payroll Count of All Payroll Entries (Employee Only / Vendor Only / EE & Vendor Only) – Counts all entry activity within a payroll (Employee only) Count of All Payroll ACH Transactions (Employee Only / Vendor Only) – Counts all ACH Activity within a payroll (Pre-note & Active for Employee Only) Year Has 1099 Employee Activity (Previous Year / Current Year) – Counts all Employees with wages from previous or current year Year Has W2 Employee Activity (Previous Year/ Current Year) – Counts all Employees with wages from previous or current year

Utilizing The Billing Module On A Daily Basis: Additional Features of the Billing Module Item Frequency – – You now have the capability of adjusting the item frequency (when billed Quarterly) to assign a particular month within that period to bill. Recurrence of Billing Item – – You now have the capability of assigning a recurring item to a particular calendar id (processing date).

Billing For ACA Usage: You Can Thank Me Later The ACA is now a reality for a lot of clients. Tracking hours, managing employee statuses, and creating 1094-C/1095-C forms are upon us. Because of this, the billing module allows you to create recurring items and count calculations to bill for the 1095-C forms like you would a W2 or even a monthly fee for using the monitor. You will need to complete the following in order to create new ACA billing items: 1.Create a new “Totals Category.” 2.Create a new “Count Calculation Category.” 3.Create new “Count Calculations.”

Billing For ACA Usage: Setting Up A New Totals Category 1.In the Global Billing Center, select the “Utilities” button. 2.On the left side, under the Global Billing Lists, double-click on “Totals Categories.” 3.Select “New” on the tool bar. 4.Type in the “Category Option” description. 5.Once the description has been entered, click “Save.”

Billing For ACA Usage: Setting Up A New Count Calculation Category 1.In the Global Billing Center, select the “Utilities” button. 2.On the left side, under the Global Billing Lists, double-click on “Count Calculation Categories.” 3.Select “New” on the tool bar. 4.Type in the “Category Option” description. 5.Once the description has been entered, click “Save.”

Billing For ACA Usage: Creating Count Calculations 1.In the Global Billing Center, select the “Utilities” button. 2.On the left side, under the Global Billing Lists, double-click on “Count Calculations.” 3.Select “New” on the tool bar.

Billing For ACA Usage: Creating Count Calculations Continued 4.Type in the desired name of the count calculations in the “Display Name” area. The display name should contain enough data that your employee’s would be able to understand what the calculations are driven by. In our example, we are going to name the calculation “Count of All ACA 1095-C (Previous Year).” 5.Select a “Category” from the drop-down list. 6.Input notes regarding the calculation in the “Notes” area. This area allows you to describe what the calculations are suppose to do. 7.In “SQL” area, type in the count calculation script. In this example, the script will state “select dbo.UDF_GetACA1095CFormCount([ParamCoNu m], [ParamPreviousYear]) as itemcount.” 8.Once the script has been entered, click “Save.” 9.At bottom on the screen, there is an option to test the script. You will need to enter in the parameters to test the script.

Billing For ACA Usage: Creating Count Calculations Continued 10.Type in the name of the count calculation in the “Display Name” area. The display name should contain enough data that your employee’s would be able to understand what the calculation is driven by. In our example we are going to name the calculation “Count of All ACA 1095-C (Current Year).” 11.Select a “Category” from the drop-down list. 12.Input notes regarding the calculation in the “Notes” area. This area allows you to describe what the calculations is suppose to do. 13.In “SQL” area, type in the count calculation script. In this example, the script will state “select dbo.UDF_GetACA1095CFormCount([ParamCo Num], [ParamCurrentYear]) as itemcount.” 14.Once the script has been entered, click “Save.” 15.At bottom on the screen, there is an option to test the script. You will need to enter in the parameters to test the script.

Billing For ACA Usage: I Said You Can Thank Me Later, It’s Later… Once you setup the “Count Calculation Category” and the “Count Calculations,” you can follow the steps shown earlier to create new ACA billing items in the Global Billing Center.

Questions? : The New Billing Module