Prorate Tools

Updated: 08/04/2022
Article #: 5


Prorate

Any time a Service starts or stops mid-month, Accu-Trax will provide the chance to prorate.

  • Most of the time, prorating will happen automatically during the billing process. However, sometimes there is reason to follow non-standard prorating practices.
    • For this reason, Accu-Trax includes a Prorate tool to accommodate custom partial rates.
  • Each time a Service starts or stops mid-month, Accu-Trax will show the expected partial rate for that service and ask if the rate should be adjusted manually.
    • If chosen not to manually adjust, no transactions will be posted and the partial rate calculation will occur automatically during the normal billing process.
    • If chosen to manually adjust, the following window will pop up, allowing adjustments to the partial rate.


  • Click and drag the slider bar to choose a percentage of the original rate.
  • Click an empty point on the slider bar to jump by 25%.
  • Type numbers into the box on the right for a specific dollar amount.
  • Edit the transaction date and description as desired.
  • Click 'Post Transaction and Block Autopost' to finish.
Note: Since the transaction has already been posted, this amount will not appear in the 'Upcoming Charges' grid.

Retroactive Prorate Tool

This window occurs when customers pay in advance and then decide to cancel Services before they are rendered. 

  • The window allows users to inspect and adjust the credit amount for unused Services.
  • This window is date-dependent.  It is generated when the 'Current Month' is later than the date Services are set to stop. 
    • For example, if current month is April, then the window will pop-up when prepaid services are stopped in March, or earlier.

Steps:


  1. Locate Current Month: Billing Process > Finalize Month. 
    1. Take note of the Current Month.
  2. Locate an account with an advance assignment Bill Code. 
    1. This is the account that cancels their service and is eligible for a credit due to unused services. 
  3. At the account level, change the Status from an active Status to a stopped Status, and set Current Status Stop Date to a date before the Current Month (from step 1).
  4. Save the change and accept the Stop Date before Current Month.
  5. This process generates Driver Notes to stop the Service, and prompts the customer's proration to apply a credit.
    1. Accept the prompt.
  6. Inspect the Services and verify (or change) the Amount to credit.
    1. Make any desired edits to the Date and/or Description.






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