New Subscription Billing Feature – Multiple Contract Consolidation

Encore’s Product Developers have been busy adding new features and functionality to our Microsoft Dynamics GP add-ons. Today I’d like to talk about the ‘Multiple Contract Consolidation’ feature that has been added to Subscription Billing, but before I dig into this new feature I’d like to briefly introduce Encore’s Subscription Billing for Dynamics GP if you aren’t already familiar with our solution. Subscription Billing is an extension to GP’s Sales Order Processing module and a solution for companies that have adopted or are growing a subscription based business model and as a result are dealing with increasing and ongoing administrative tasks. Adding Encore’s Subscription Billing to your GP install will virtually eliminate those ongoing manual billing tasks by providing you with a way to setup a Subscription Billing Contract for your customer’s items and/or services, and have the sales transactions created for you based on a billing frequency and billing date assigned to the lines on your customers Subscription Billing Contracts.

Imagine a world where data entry errors are virtually eliminated, billings are never missed! Sounds wonderful, doesn’t it?

If you find yourself struggling with increased administrative and billing tasks since implementing your subscription based business model, take a look at Encore’s solution, you could save yourself countless man-hours each and every month.

Often, but not always, you will be able to add all of your client’s Subscription Billing items (products and/or services) on a single Subscription Billing Contract, since each line can be assigned its own ‘Billing Due Date’ and ‘Billing Frequency’. Sometimes you may have reason or the need to setup a second or even multiple Subscription Billing Contracts for a customer. Prior to adding this new functionality, each Subscription Billing Contract would create its own Sales Transaction, but now by turning on ‘Multiple Contract Consolidation’, you will be able to link contracts together so that a single Sales Transaction is created. Sometimes the Customer ID will be the same for the linked contracts, but at other times the Customer ID’s can and may be different. Once the functionality has been enabled to link contracts together, simply define which customer is the ‘Parent’ – the ‘Parent’ is the customer that will receive the invoice (or quote or order) and the lines will populate not only from the ‘Parent’ Contract but also from the ‘Child’ Contracts.

Let me give you an example of how a company might use this feature. Let’s say a company provides cleaning services to a restaurant chain. With the new Contract Consolidation feature in Subscription Billing, contracts can be setup for each of the restaurant locations with each being defined as a ‘Child’ of the ‘Parent’ (Parent being Corporate in this example). At the time of generating Sales Transactions, the Subscription Billing contracts that are linked together will generate a single sales transaction with the header information coming from the ‘Parent’ (Corporate) contract.

I know that a picture often tells a better/clearer story so I’m including a couple of screenshots to further clarify. (I’m only showing the ‘General’ tab in my accompanying screenshots as this is contract header information and where you will create/define contract relationships.)

Start by enabling the feature in the Subscription Billing Setup window:

subscription billing

Now you are ready to create relationships between your Subscription Billing Contracts so that a single Sales Transactions will be created for all line items from all linked contracts that have items and/or services due for billing.

subscription billing

Note:  The ‘Contract Relationship’ field will state ‘Direct’ if you have not created a relationship for the contract.

subscription billing

In this example. Aaron Fitz Electrical has been defined as the ‘Parent’ so the resulting Sales Transaction created from Subscription Billing will populate with the header information for Aaron Fitz Electrical (Parent) and any lines due to be billed from this contract as well as any lines from the ‘Child’ (or multiple ‘Child’) contracts – in this example Adam Park Resort.

It’s that simple!  

If you’d like to learn more about Subscription Billing, the new ‘Multiple Contract Consolidation’ feature or any of the other great add-on products for Microsoft Dynamics GP, feel free to reach out to me directly or give me a call at 204-235-2336 (Direct Line).

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