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Setting up a Billing Plan (#BLPLNSU01)

Last updated:   Applies to:   In industries:   Of versions:   Special contents:
20120216 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.1 (and higher)   Video

How do I setup a Billing Plan?

  1. Select Maintenance, then Billing Plans.
  2. The list of existing billing plans will appear. Double-click on an existing billing plan to open it or click Add Billing Plan to create a new one.
  3. The Billing plan window will appear (as shown below). Enter the required data, as outlined below... Adding a new billing plan
    • Enter a 3-character Billing Plan code into the Plan code field. Note: You can fit up to 8 characters into this field, but since the field must be prefixed with the business's 5-letter site code, you will only be able to enter 3 of your own characters into this box. Note: You don't have to use 3 characters if you don't want to - but the maximum is 3.
    • Description is where you enter a human-friendly name for the billing plan. For example: '6 Monthly' or 'Buy 11, get 1 free'.
    • Web description is the human-friendly name for the billing plan. The field’s only purpose is for exporting to some of our web service API's (more on this: #OLSAPI01).
    • Sort order is used to specify the sorting order of the billing plan. Set this to any number other than 0. Note: The billing plan with the lowest Sort order number is the one that StorMan will automatically use as the default.
    • Periods to pay in advance lets you set the number of periods which need to be paid for in advance, for this plan. For example: If setting up a '6 Monthly' plan, you would enter '6' into this field. If setting up a 'Buy 11, get 1 free' plan, you would enter '11' into this field. Note: You can also add half-periods into this field (if you select 'Months' in the section below) - for example, '5.5'.
    • The Period entered above is in section allows you to select whether the number you entered into the Periods to pay in advance field above is in weeks, or months.
    • Penalty on early move-out allows you to specify a penalty (as a percentage) that will be charged if a Customer on this plan moves out earlier than the duration of the plan. In other words, this is the amount of rental credit on move-out to be charged back as a penalty.
    • When plan ends, revert to allows you to select the Billing Plan you wish to revert to, when this one finishes for a Customer. If you do not wish for this Billing Plan to revert to another one when it finishes for a Customer, leave this field blank.
    • Default Notice Plan number lets you enter a Notice Plan number that you want all clients on this Billing Plan to default to. For example: If you want all Customers on your 6-monthly plan be forced onto Notice Plan 2, then enter a '2' into this field. More on setting up notice plans: #NTCPLNSTP01 or more on setting up notices: #NTCSTP01.
    • Periods where no refund due lets you set the number of periods where no refund is provided if a Customer on this plan moves out early. The term 'Periods' relates to the 'weeks' or 'months' setting with regards to the 5th bullet point in this list.
    • Provide a refund if within allows you to provide a refund for a certain number of days if the Customer moves out before they were last billed for this billing plan. If this number is more than 0, then a refund will only be calculated if the Move Out date is less than the Last Bill date, plus the entered number of days.
    • Show the billing plan description on invoice will show the billing plan's name on the invoice when it is billed (refer to the 2nd bullet point in this list).
    • Bill rent for each Berth separately (aka Bill rent for each item separately, Bill rent for each Unit separately, Bill rent for each Vault separately), when checked, will bill rent for each Berth / Unit / Vault separately (when a Customer has more than one Berth / Unit / Vault on an Agreement). When left off, rental billings for multiple Berths / Units / Vaults (on one Agreement) will appear together in the one transaction line-item.
    • Set Billing Plan Inactive for Kiosks, when checked, will hide this billing plan from kiosk users, if you use an Insomniac Self Storage kiosk at your business. When checked, this prevents kiosk users from choosing this plan when they use the kiosk to rent a Berth / Unit / Vault.
    • Activating Set Billing Plan Inactive for Site, will not allow this plan to be chosen for new Agreements (or changed to for existing Agreements). Any Agreement currently on the billing plan will remain so until changed.
    • Include in Notices Reference will include the current billing plan in a special table that can be "referenced" (more on using this particular reference: #NTCRFCM01) in a Notice for an Agreement. By enabling this option on multiple billing plans, you can effectively display a "table of pricing options" for your various billing plans to your Customers, so that they can choose the plan that best suits their needs.
    • Enable Casual Daily Based billing will, when checked, allow the billing plan to be used for this type of billing. More on this: #BLPLNCDR01.
    • The Incentive Information section to the top-right of the screen allows you to set an incentive amount (optional). You can set a Percentage-based incentive (e.g. 5% off) and/or (you can combine these) a Fixed-value discount amount (e.g. $20). Alternatively, you can setup the Billing Plan to Only bill a fixed amount (e.g. $50), with an option to Charge this amount again every period (refer to Period, above). Furthermore, you could also provide a time-based incentive by offering a number of free periods (e.g. 2 periods); a time-based incentive can be combined with any of the other incentives.Note: You can add half periods into this field - for example, '0.5' if you wish to give half a month free. Use the Enable periodic billing option to set which of your periods will be the free one. For example: If you are offering to give Customers a free month when they stay 12 months, you can use this field to set which of the 12 months is the free one.
    • The Incentive Options section lets you select whether the incentive is applicable only on move-in, or to any Customer that goes onto this plan. Other options include whether or not the incentive should be removed on early move-out (and if so, the number of periods), and whether the incentive should be shown on the Customer's invoice as a discount. If you select this option, you will also need to set the Analysis Code to assign the discount to - usually 'RF' for Rental Fee (more on analysis codes: #ANLWAC01) and then a description that will appear on the Customer's invoice for the discount - usually something like 'Rental Discount' is fine.
  4. Click OK, then Done. You may now wish to assign your new billing plan to a Customer (more on assigning a billing plan to a Customer: #BLPLNASN01).

 

Video:

On Monday March 25th, 2013 we held a free StorMan PowerSession webcast on the topic of creating a $1 billing plan. You can download / view the webcast recording below...

Also, on Friday November 21st, 2008 we held a free StorMan PowerSession webcast on the topic of creating a complex billing plan system. You can download / view the webcast recording below...

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