Generate Late Charges

1. From the Home screen, do one of the following:

   • Click Procedures on the navigation panel.
   • Click Areas > Procedures on the menubar.
   • Click the down arrow next to Home on the options bar and select Procedures.

From any other area of the program, do one of the following:

1. • Click the down arrow to the right of the Home options bar button and select Procedures.
   • Click Home > Procedures on the menubar.
2. Click Accounting on the navigation panel or Areas > Accounting on the menubar.
3. Click Generate Late Charges on the navigation panel.
4. Specify whether you want to generate late charges per Transaction or per Account.
   
   If you generate late charges per account, the system will generate them only for unapplied credits that match the criteria selected. If you generate late charges per transaction, running the Unapplied Cash Credit Report and then applying credits to debits as necessary is recommended. 
5. Set the Criteria for the late charges:
   • Accounts
     1. Select the desired Type of account.
     2. Click the appropriate radio button:
        • All: Generate late charges for all accounts of the selected type.
        • Range: Generate late charges for accounts within a specified range.
        • • Enter a beginning and end range in the fields provided
        • Selected: Generate late charges for specific accounts.
        • 1. Enter an account lookup code or click the lookup button.
             1. Choose Lookup Code or Account Name in the filter. The second filter selection defaults and cannot be changed.
             2. Enter at least one character in the field and click Find or press [Enter].
                Note: Click the Include Inactive link label to include inactive accounts in the search.
             3. Click to highlight the desired account and click Finish or press [Enter].
          2. Click Add to add the account to the Selected list.
          3. Repeat steps i and ii for each account that you wish to add.
          4. To remove an account from the Selected list, click to highlight the account in the list and then click Delete .
   • Structure
     1. Click the appropriate radio button:
        • All: Generate late charges for all structures.
        • Selected: Choose an Agency, Branch, Department, and Profit Center and click Add. Repeat for each structure you wish to include.
          
          Note: To remove a structure, click to highlight it in the list and then click Delete .
   • Account Balance (available if you are generating late charges by account)
     1. Enter the appropriate number in the Balance over ___ day(s) old field.
     2. Enter the Balance amount over.
   • Transaction Balance (available if you are generating late charges by transaction)
     1. Enter the appropriate number in the Balance over ___ day(s) old field.
     2. Enter the Balance amount over.
   • Transaction Class Code

     a. Select the appropriate radio button:

     • All: Generate late charges for all transaction class codes. If you choose All, optionally select the Exclude late charge transactions checkbox.
       
       Note: All is the only selection available when you generate late charges by account.
     • Selected: Choose a transaction code and click Add. Repeat for each transaction code you wish to add.
       
       Note: To remove a transaction code from the list, click to highlight it and then click Delete .
   • Chargeable Items

     a. Select the checkboxes as needed:

     • Include items with an existing late charge; except those charged within the past ___ day(s): Enter the number of days.
     • Include open binder bill items
6. Select the late charge transaction Code. If you have only one late charge code, it defaults in the field.
7. The Description defaults but can be changed. This is the description that displays on the invoice to explain the charge.
8. Make a selection in the Type dropdown menu:
   • $ Flat Fee: Enter the fee Amount.
   • % Percentage of Balance: Enter the Percent and the Minimum amount.
     
     Note: If the percentage amount of a late fee is less than the Minimum amount, the Minimum amount is charged to the account.
9. Select the Effective and A/R due date. The current system date defaults in these fields.
10. The current Accounting month defaults but can be changed.
11. The Generate invoice checkbox is selected by default. Deselect this checkbox if you wish to add late charges to other transactions on an invoice or if you plan to generate invoices later.
    1. Make an Invoice grouping selection.
    2. Optionally add an Invoice message, or click the Select Message link, click to highlight the appropriate Available Message in the pop-up window, and click Finish or press [Enter].

Note: If you do not have security rights to generate invoices, this checkbox is disabled.

12. Click Actions > Generate Late Charges on the options bar or menubar.
13. The Process Late Charges pop-up window displays. The list is sortable by column, and you can change the columns that display if necessary. 
14. Deselect the checkbox for any transaction or account for which you do not wish to generate a late charge.
    
    Note: Click the Deselect All link to deselect all of the checkboxes.
15. Click Finish to generate the late charges.
    
    Click Cancel to close the window without generating late charges.