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Fee Formula Without Automatic Invoicing

Purpose Statement

Fee formulas allow departments to calculate invoice line-item amounts using information associated with a service address without requiring automatic invoicing.

This article explains how to configure a manual fee that uses a formula, add the fee to an invoice, and allow First Due to calculate the fee based on occupancy information associated with the selected service address.

Background Information

A fee formula can be configured in the Invoicing module as a manual fee rather than an automatically generated fee.

When configuring the fee, you select a placeholder representing the occupancy information that should be used in the calculation and then build a formula using mathematical operators.

Available placeholders shown in this workflow include:

  • Building Area Square Feet
  • Number of Common Areas
  • Number of Fire Pumps
  • Number of Units
  • Special Discount
  • Total Billable Area

Formulas can use multiplication (*), division (/), addition (+), subtraction (-), and parentheses. Parentheses can be used to control the order of operations.

Because this workflow does not use automatic invoicing, automation criteria are not required.

Important: The invoice must use a service address containing the occupancy information needed by the formula. The No Service Address Vendor option cannot provide occupancy details for the calculation.

Required Permissions

Users must have appropriate access to the Invoicing module and the functionality needed to manage the fee schedule and invoices.

Specific First Due permission names were not identified in the provided training material. Verify that the user's role provides the necessary Invoicing access before completing this workflow.

Video

Step-by-Step Guide

1. Open the Fee Schedule

  1. Navigate to the Invoicing module.
  2. Select Fee Schedule.
  3. Choose how you want to configure the fee:
    • Create a new fee from scratch.
    • Edit an existing fee.
    • Duplicate an existing fee and then edit the duplicate.

2. Complete the Required Fee Information

Complete the required fields for the fee:

  • Billable Category
  • Type
  • Line Item
  • Unit
  • Fee Type
  • Fee Formula

Enter Line Item Details that clearly describe why and how the fee will be used. Descriptive information can make the fee easier to locate when searching.

Where available, use the + icon to add a new option. Existing options can also be edited or deleted where those controls are available.

3. Configure the Fee for Manual Use

  1. Select the appropriate Billable Category and Type.
  2. Enter a descriptive Line Item and Line Item Details.
  3. For the workflow demonstrated in the video, select Each as the Unit.
  4. Leave the Automate option turned off.
  5. Under Fee Type, select Formula.
  6. If applicable to your department's workflow, enter the Billing Code and General Ledger Code.

4. Build the Fee Formula

  1. Navigate to the Fee Formula area.
  2. Select the placeholder containing the information you want the formula to use.
  3. Available placeholders shown in the workflow include:
    • Building Area Square Feet
    • Number of Common Areas
    • Number of Fire Pumps
    • Number of Units
    • Special Discount
    • Total Billable Area
  4. Add the mathematical operation and value needed for your calculation.

For example, the training workflow uses Building Area multiplied by 0.50.

  1. Build the formula using the supported mathematical operators as needed:
    • * for multiplication
    • / for division
    • + for addition
    • - for subtraction
    • ( ) for controlling the order of operations
  2. Verify the formula before saving.

5. Save the Manual Fee

Because Automate is turned off, automation criteria are not available for this fee.

This is expected when creating a fee intended to be manually added to an invoice.

Select Save to save the fee.

6. Create or Open the Invoice

  1. Navigate to the appropriate invoice in Invoicing.
  2. Select the service address for the invoice.

The fee formula relies on information associated with the service address to perform its calculation.

Important: Do not use No Service Address Vendor for this workflow. Without a service address, the formula cannot retrieve the required occupancy information.

7. Add the Formula Fee Using Add Multiple Line Items

One way to add the fee is through Add Multiple Line Items.

  1. Navigate to the invoice's line items.
  2. Select Add Multiple Line Items.
  3. Search for the fee using its identifying information, such as its billable area or line-item description.
  4. Select the manual formula fee.
  5. Select Apply.

The line item is added to the invoice, and First Due calculates the amount using the configured formula and information associated with the service address.

8. Add the Formula Fee Using Add Line Item

You can also add the fee individually.

  1. Select Add Line Item.
  2. Begin typing the name of the manual fee.
  3. Select the correct fee from the search results.
  4. Review the populated information, including the unit, quantity, price, and amount.
  5. Select the check mark to confirm the line item.

The calculated fee is now added to the invoice.

9. Complete the Invoice

After adding the required fees, process the invoice according to your department's established invoicing procedures and requirements.

Best Practices

  • Use descriptive Line Item names so users can quickly find the correct fee when manually adding line items.
  • Add meaningful Line Item Details explaining the purpose of the fee.
  • Verify that the selected placeholder corresponds to information your department maintains for its occupancies.
  • Confirm the service address contains the information required by the formula before creating the invoice.
  • Double-check mathematical operators and parentheses when creating more complex formulas.
  • Leave Automate turned off when the fee should only be added manually.
  • Use Add Multiple Line Items when adding several applicable fees at once.
  • Use Add Line Item when you know the specific fee you need to add.
  • Follow your department's established procedures when completing and processing the invoice.

Troubleshooting & FAQs

Why don't I see criteria when configuring my fee?

Criteria are associated with automation. When Automate is turned off for a manual formula fee, the automation criteria area is not available.

Why can't I use No Service Address Vendor with this fee formula?

The formula requires occupancy information associated with a service address. A No Service Address Vendor does not provide the occupancy details required for the calculation.

What information can I use in a fee formula?

The placeholders shown in this workflow include Building Area Square Feet, Number of Common Areas, Number of Fire Pumps, Number of Units, Special Discount, and Total Billable Area.

What mathematical operations can I use?

The demonstrated formula options include multiplication, division, addition, subtraction, and parentheses. Parentheses can be used to control the order of operations.

Do I have to use automatic invoicing for a fee formula?

No. A fee can use a formula while remaining manual. Leave Automate turned off and manually add the fee to the appropriate invoice.

How can I find my manual formula fee when creating an invoice?

Use Add Multiple Line Items to search and select the fee, or use Add Line Item and begin typing the fee's name.

Why is it important to use descriptive line-item details?

Clear names and details make fees easier for users to identify and search for when adding them to invoices.