Title: Using Special Billing Codes
Submitted by: Rapattoni Software Support
Issue: How can I group related charge codes on statements and invoices?

Grouping Dues Charge Codes

Your association distinguishes local, state and national dues with separate Charge Codes. In addition, Special Billing Codes should be used to identify these charges and make it possible to display them properly on statements/invoices.

Open the Charge Code Information Form for your local dues charge code. In the Special Billing Code field enter "10," which is the standard code for the local dues type (see established standards below).

NOTE: Special billing codes are not predefined in the database, therefore you cannot Zoom to select a code, instead simply type the code into the field while in Modify mode.

Repeat this process for all dues charge codes, using the standards below:

The established standards for Special Billing Codes are:

  • 10 - Local Dues
  • 20 - State Dues
  • 30 - National Dues
  • 40 - RPAC/Contributions

Creating Statements

The Dues Summary statement displays separate columns for local, state and national dues. This statement uses special billing codes to determine which charge code amounts to display in each column.

NOTE: The Dues Summary Statement only separates dues levels for charge codes linked to a "Dues" Invoice Type.

Grouping Non-Dues Charge Codes

You can also use special billing codes to combine other types of charge codes on statements/invoices. The combined amount of all charge codes on a single invoice that have the same special billing code will group together as one line item.

NOTE: The combined line item will display the charge description of the last charge code that is listed on the invoice. Charge codes display on invoices in alphabetical order, according to code.

From the Charge Code Information Form, enter the code you've established into the Special Billing Code field for each charge code you want to combine. Be sure to use a unique code that is not used to group other charge codes (for example, 90).

Before you generate statements/invoices, make sure the Combine Charge Codes checkbox is selected in the Statement/Invoice Setup Form. See example below:

TIP: Remember that the description for each combined charge code does not display on the statement/invoice. It is recommended that you include any necessary details in the statement/invoice Message Area.