Version 3.0

(Version numbers may be skipped due to internal updates as we are continuously working to improve the application.)

Features

  • Late Fee Payment Collection from New transaction and customer portal (cc/echeck)
  • Mobile Payment App (P.O.S.) – Unassigned Customer
  • RMR Progress Bar and Notifications
  • RMR Audit Report (RMR tracking history)
  • RMR Rate Increase Utility and Historical Tracking
  • RMR Invoice Batch History
  • RMR Discounts now available
  • Custom Grid Layouts can now be saved globally for other users to use and share.
  • Enhanced website security and password strength increased (Initial login will require password reset with enhanced security)
  • Terms and Conditions Acceptance (Initial login will require acceptance of Terms & Conditions)
  • An Image can now be added to a Part
  • Accounts Payable
  • General Ledger
  • Check Printing
  • Invoice, Credit, Payment History and Upload
  • Login Branding Preferences – Ability to hide AlarmBiller Branding
  • Call List/Contact List Grid Column changes
  • Aging Report – Ability to group by invoice type

View Printable Version Here

3 THINGS TO DO FOR RELEASE v.3.0

Login

Enhanced Website Security and Password Strength

Initial login after Release 3.0 will require a password.

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Passwords will need to have one of each: lowercase letter, upper case letter, character and number.

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Terms and Conditions Acceptance

Initial login for this release and all subsequent release will require acceptance of Terms & Conditions.

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Read the Terms and Conditions. At the bottom there is both a checkbox and an ‘I Agree’ button that you will need to select.

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General Ledger

Overview

Customers do not have to utilize the new General Ledger, it is not a requirement. The QuickBooks export will not be unchanged. Keep in mind that the QuickBooks export works only with Accounts Receivable. If you use Accounts Payable and General Ledger in AlarmBiller you will not need QuickBooks

Account Setup

There are certain GL Accounts that need to be set up. To set these accounts up go to Setup – Accounting – GL Accounts. Select Chart of Accounts on the right.

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If you want to create a complete Chart of Accounts you may; however, you do not have to. There are a few accounts that AlarmBiller automatically creates such as Accounts Receivable and Bank Account. The ability to import an Excel file with the chart of accounts does not exist.

Bank Account

Multiple bank accounts are now supported in AlarmBiller. To add a bank account go to Setup – Accounting – Bank Accounts. Select Add Bank Account.

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Fill in the fields, including the GL Account. Once the GL Account is linked it cannot be changed.

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When you view an account you can see the balance. The register tab will show all the transactions and the ability to drill down into them. Accounts may be reconciled and checks can be printed.

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Why is the Bank Account important?

Go to Payments tab and select Deposits. When you select Add Deposit select the account that you want the deposit to go into.

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To set the default deposit account go to Setup – Company – Preferences.

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Items & Parts

Once you set up your GL accounts then you need to link your Items and Parts to the proper GL Account.

Go into Setup – Items & Parts. If you have that GL number set up it will automatically add that GL number to the Chart of Accounts. If it does not exist, AlarmBiller will create a generic value for you. You can go into the GL table and modify if you want.

Parts

When you Edit an Item or Part the GL Account is a drop down, not a free text field. With the General Ledger you can have multiple Item or Part Codes going to the same GL Account. For your RMR and Sales reports the Items will be distinct.

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Items

There are now two types of items.

1. Invoice Items – items sell to your customers that appear on invoices.

2. Vendor Purchase Items – items that you buy from your vendors on bills and purchase orders. Accounting Services, Supplies, Utilities, etc … Parts are set up through the parts table and are used for purchasing and selling, they are not Vendor Purchase Items.

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RMR

New RMR Tab

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Complete listing of your Active RMR.

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Click on any Customer and it will go into the Customer. Or click on the RMR Item and it will drill down directly into the RMR Item.

RMR Invoice Generation History

Provides a history of every time you run your recurring revenue.

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Click on the arrow to the left of the Batch to view the history.

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Each batch will show the Invoices that were created and the corresponding recurring services. The history begins on 4/23/2016 no prior information will be shown.

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RMR Rate Change History

Provides a history of every global rate change that is done. Rate changes to an individual customer will show up in the tracking for the customer, but will not appear in the RMR Rate Change History.

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Note: If you do not want everyone to have the ability to do a Global Rate Change make sure that your User Level Security is set up properly. Go to Setup – Company – Users and select the Permissions tab. The default setting is set with the Global Rate Change feature turned off for everyone except Administrators.

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To begin a Global Rate change select New Rate Change.

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Using the displayed create a selection of all the RMR that you want to have rate increases for.

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Filters may be applied to specify criteria in each of the fields.

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The default increase is a dollar amount. To do a percentage increase select the checkbox next to Percentage.

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Select the Reason Code from the drop down list.

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Select the customers that you want the increase to apply to.

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Select All is also an option.

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The next step is to select the Preview Rate Change for Selected RMRs.

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Next you will see a grid showing the Old RMR and the New RMR along with the Change in Dollars.

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Should you need to change something select Back To RMR Selection and Rate Change Amount. Click on Export to Excel if you want to review in Excel. Select Apply Rate Change if everything looks good a dialog box will appear asking you to confirm.

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This action cannot be undone. If reversing is necessary you can do reverse the rate change individually or you can create a Global Rate Change using a negative amount.

Your Rate Change will now show in the Global Rate Change History.

Other

Custom Grid Layouts

In the Customer and RMR tabs the layout may be customized by selecting Available Columns – Columns and then selecting the fields for inclusion in the view.

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After the selections for the view have been made you select Custom Grid Layouts on the right hand side.

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The following dialog box will appear.

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Global Layout

Enter the Name of your layout. The Show Global Layouts box is checked making the layout available to every User. The Global Layout may be modified or deleted by any User.

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Personal Layout

To make the layout visible only to the User who created it uncheck the Show Global Layouts box unchecked. Then select Save My Layout.

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The layout is saved and is available the next time you go into the RMR tab. Select Custom Grid Layouts and the drop down box.

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Export to Excel

The layout and information may be exported to Excel.

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Late Fee Payment

When you record a payment for a customer who is late over the phone or they are logging into the customer portal the Late Fee now shows on the payment screen. If you do not want to charge the customer the Late Fee the amount may be changed to $0.00 or any other amount.

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The same feature shows up on the Customer Portal if the customer has a Late Fee that is owed. They can choose to pay the full Late Fee amount, partial or none at all.

Adding Image to a Part

Go to Setup – Items & Parts – Parts. Select the Edit icon on the Part you would like add a picture to.

Select Select files … and upload the part image. Smaller images are recommended.

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The Part image will now show with the part information.

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Suppress AlarmBiller Logo

There is now the ability to hide AlarmBiller logo on your Customer Portal Page. Select Setup – Company – Preferences and check the Hide Logo checkbox in the Customer Portal Preferences area.

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When you reach the login in screen the AlarmBiller logo will no longer show.

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Invoice, Credit, Payment History and Upload

There is now an uploaded for past invoices and payments. The information is brought in as a flat file with total amounts. There is no ability to drill down. Please email support for details.