Understanding the fleet billing process

Through the fleet management system, fleet customers are billed for their use of pool, loaner, and assignment vehicles. Fleet customers are also billed for other motor pool vehicle costs such as maintenance labor and parts, non-maintenance related activities, fuel, insurance, and vehicle ticket exceptions.

The fleet billing process is the means by which the fleet management module generates bills for fleet customers. The process occurs automatically and is determined by the Process Start Date and Process Start Time on the Billing Schedules page of the Fleet Configuration form. Fleet billing periods are determined by the Period End Date for each billing schedule on the Billing Schedules page of the Fleet Configuration form, and fleet bills are generated according to this date. See Setting Up Billing Schedules for Fleet Configuration in Chapter 7 Fleet Management Configuration of the System Administrator’s Guide.

If for some reason the bills are not generated automatically, you can start the billing process manually by clicking Run Billing Process on the Parameters page of the Fleet Configuration form. See Creating Parameters for Fleet Configuration Chapter 7 Fleet Management Configuration of the System Administrator’s Guide.

If periods associated with Period End Dates that are before the most recent Period End Date remain unbilled when you manually initiate the billing process, the system generates bills for the earliest unbilled period, and then generates bills for the next earliest unbilled period until all unbilled periods (which are past due) have been processed.

You can also choose to view the current charges for a fleet customer by clicking Current Charges on the Billing History page of the Fleet Customers form. The system will calculate and display all charges up to the current system date. Viewing the current charges provides an idea of the amount of charges for the period to date. See Viewing Billing Histories for Fleet Customers Chapter 7 Fleet Management Configuration of the System Administrator’s Guide.

Finally, you can regenerate the last bill for a specific fleet customer by clicking Regenerate Bill on the Fleet Bills form. The system displays the fleet bills associated with the last fleet billing period. Use the regeneration process to correct a billing mistake and regenerate the bill instead of entering a billing adjustment. The changes are reflected on the subsequent bill. See Modifying Fleet Bills.