Administration
& User Training
RJmetis Ltd
Southbank House
Black Prince Road
London
SE1 7SJ
0845 3031000
Contents
The Setup Wizard ............................................................................................ 5
Legal Entities ..................................................................................................... 5
Client Classification ........................................................................................ 7
Managing sites.................................................................................................. 8
Entering your Employees ............................................................................. 9
Deleting Employees ........................................................................................ 9
Modifying employee access rights .......................................................... 10
Clients ................................................................................................................ 11
Call Logger and other Imported Information..................................... 11
Client Financial data ..................................................................................... 12
Payment Types ............................................................................................... 13
Client Discount Plan ..................................................................................... 13
Product Groups............................................................................................... 14
How to enter Product Group Types ........................................................ 14
Using Formula in the Description field .................................................. 14
Items .................................................................................................................. 15
Entering Items ................................................................................................ 15
Marking up Item costs................................................................................. 15
Discontinued items ....................................................................................... 15
Location ............................................................................................................. 15
Client Discounts ............................................................................................. 16
Special Offers .................................................................................................. 16
2
Volume Discounts.......................................................................................... 17
Point of Sale .................................................................................................... 18
Instant Invoice ............................................................................................... 19
Charge Sheets ................................................................................................ 20
Entering charge sheets by client ............................................................. 20
Batch Charge Sheets ................................................................................... 21
To add a new Batch Charge Sheet ......................................................... 22
Entering Batch Sheet information .......................................................... 22
Sort ..................................................................................................................... 23
Print a Batch Charge Sheet Report ........................................................ 24
Completed Batches ....................................................................................... 24
Approving Batches ........................................................................................ 24
Recurring Orders ........................................................................................... 25
To add a new order ...................................................................................... 25
Recurring Office Orders .............................................................................. 26
Check-in Wizard ............................................................................................. 27
Check-out Wizard .......................................................................................... 30
Creating an Instant Invoice ...................................................................... 33
How to use the Instant Invoice data entry form .............................. 33
To add a new Instant Invoice ................................................................... 33
To add new Invoice Lines........................................................................... 33
Create Credit Note ........................................................................................ 35
To create a new Credit Note ..................................................................... 35
To add new Credit Lines ............................................................................. 35
3
End of Month Transfer – Month End Invoicing .................................. 37
Running the End of Month Transfer ....................................................... 37
Printing the invoices ..................................................................................... 38
Optional text on Invoices ........................................................................... 39
Adding orders to transferred invoices ................................................... 39
Review Printed Invoices.............................................................................. 40
Marking an Invoice as Paid........................................................................ 40
End of Month Transfer Wizard.................................................................. 40
Final Invoice Settings .................................................................................. 40
Printing the Invoices .................................................................................... 41
The Sales Ledger ........................................................................................... 42
Reports .............................................................................................................. 48
To access the Preferences form .............................................................. 49
Invoice Settings ............................................................................................. 49
Reservations .................................................................................................... 50
Multiple Bookings .......................................................................................... 57
Cancellations ................................................................................................... 59
Handling Deposits ......................................................................................... 61
What do if I have a Problem? .............................................. 63
4
RJmetis CentreCharge V.4
The Setup Wizard
The first screen a user is presented with is “Getting Started with
CentreCharge”.
Seven options are presented allowing the user to easily enter all data for
all clients and products.
Legal Entities
Legal Entities allows you to issue invoices from multiple legal entities
within your enterprise.
5
Clicking on “create a new legal entity” will present the user with the
following screens
6
Once all relevant data has been entered for the Legal Entity clicking the
forward arrow will take the user to “Manage Client Classifications”.
As with the whole of this wizard, clicking on “edit” will allow the user to
edit the information and “remove” will remove the entry.
Client Classification
Clients may be classified into various different groups if required. e.g. UK
Office clients, European clients and US clients. Clicking on “Create New
Classification” will present the user with this screen.
7
Managing sites
This version of CentreCharge is capable of managing billing for multiple
sites simultaneously.
To add, remove or edit a site, click on the relevant link in section 3 and
you will be presented with the following screen.
The fields to be entered are largely self-explanatory. The Invoice Prefix
refers to an optional prefix that can be applied to all invoices sent from
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this site i.e. A site in Birmingham can generate invoices with BIR as a
prefix e.g. WIN100234.
Entering your Employees
An employee tracking
that has been entered
be prompted to enter
initials) as well as any
system exists to allow a company to track all data
by employees with access to CentreCharge. You will
a unique ID and password for each employee (e.g.
optional information.
A User Access Level must be designated to the employee. This will
determine access to the various features in CentreCharge. The different
levels are:



INPUT – batch sheet entry only
MID – as above + review printed/unprinted invoices, create instant
invoices and credit notes, print reports, add and delete clients
ADMIN – complete functionality
Deleting Employees
An employee can only be deleted from the database if there are no related
records in the CentreCharge tables. i.e. if an employee has entered data
and marked it with their ID then they cannot be deleted.
9
Modifying employee access rights
Whilst the ability to determine which access level an employee has, it is
also useful to modify exactly what a user level has access to.
Clicking on User Access Levels as shown above then selecting a level and
clicking on Edit will bring up the following screen.
The above screen allows an administrator to select what parts of
CentreCharge a user has access to. Clicking on the + next to each section
will display a tree. Clicking in the tick-box of each section will select or
deselect it as needed.
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RJmetis CentreCharge V.4
Clients
This section holds all the information on clients – the detail of which is
entirely optional.
To enter or edit a client, click on the relevant link and you will be
presented with the following screen.
The site and classification for the client must be entered as must the
name.
Call Logger and other Imported Information.
If clients are to be billed for telephony and the call logger is compatible
with CentreCharge (Oak and Elephant) then the data can be imported into
CentreCharge and entered automatically on to a batch sheet. In order for
this to be possible the call logger account code must be entered into
CentreCharge .
11
Client Financial data
Payment Type
Select the payment type appropriate to the client. This information can be
picked up and placed at the bottom of the client invoice if required.
Payment Terms
Select the payment term appropriate to the client. This information can be
picked up and placed at the bottom of the client invoice if required.
Start Date
This is the date the client took on a service.
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End Date
This is the date the client terminated a service. Entering an end date will
automatically classify the client as an Old Client.
Last Invoice
This will automatically pick up the date of the last invoice issued.
VAT Exempt
Clients that are marked as VAT exempt will not have the VAT added to the
total cost on the invoice.
Select whether the Invoice is to be printed or e-mailed and enter the relevant
financial information (such as Bank details if appropriate).
Payment Types
When a new client is entered, the appropriate payment type must be
indicated. This is so that when an invoice is created for a specified client it
will indicate the payment type. The invoice text field is used to specify a
line of text that is printed on each invoice for clients using this method of
payment.
Client Discount Plan
CentreCharge can apply selected discounts to a client. To enter a new
discount, select the Item and click in the From field. Select the start date
for the discount and for the to date.
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Product Groups
An Item ID classifies all items that are to be billed. All items that are
related are then grouped together by a single Group ID.
For example, several conference rooms, each with their own item ID, will
fall into single group called ‘Conference rooms’ with a unique Group ID.
How to enter Product Group Types
In the wizard, click on “Create a new Product Group” and the following
screen will appear.
Ticking the ‘Show Detail’ box will mean that all reports and invoices for
that product group will be itemised. (For example, clients may want to
know the breakdown of costings for each courier billed – the product
group called ‘Courier’ will always be itemised.
Using Formula in the Description field
The use of formulae gives you the flexibility of invoicing clients in arrears
for the current month charges and also for services to be provided one
month or two months in advance. CentreCharge will do this for you
automatically.
Use the following formulae to do this:
<MY> 2001 An invoice with an item group with this formula will show the
current month and year next to it.
<NY> 2001 An invoice with an item group with this formula will show the
next month and year next to it.
<MY+2> 2001
An invoice with an item group with this formula will
show that it is for two months in advance.
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Items
N.B. Note that an item cannot be billed for unless it exists in the Master
Files.
Entering Items
Click on ‘Items’ to open the ‘Item Details’ dialog screen. Click on Create
new Item and you’ll be presented with the following screen.
Enter the Item and then use the drop down list in the field to search for
the appropriate Product Group to which it belongs
If some items are to be invoiced free of charge and you would like this to
appear on the invoice then tick ‘Allow zero price items on Charge Sheets’.
Marking up Item costs
Specific items may be marked up by a set percentage or cost. Use the
drop down list next to ‘Mark Up’ to determine the mark up type and enter
in the amount. This will always be automatically applied to that item.
Discontinued items
Any item that is no longer billed for may not be deleted as CentreCharge
tables will contain related records. If the delete button is selected then a
message will appear informing you that the item cannot be deleted.
Location
On the next tab, select the location(s) at which this product will be
available. If only one location is available in the system then that location
will be automatically selected.
15
Client Discounts
CentreCharge can apply selected discounts to a client. To enter a new
discount, select the Client and click in the From field. Select the start
date for the discount and for the to date. Enter the amount of discount
(using wither the % or the £ symbols). To enter another product click on
the star below and follow the same instructions.
Special Offers
CentreCharge can apply selected special offers to a client. To enter a new
special offer, select the start and to dates for the offer. Enter the time
range and the frequency. Enter the amount of discount (using wither the
% or the £ symbols).
16
Volume Discounts
CentreCharge can apply volume discounts for clients. For example,
should, during the month, a client purchase 6 or more meeting rooms, a
discount of 25% will be applied on the invoice.
Follow the instructions detailed above to enter a volume discount and
enter the volume required.
17
RJmetis CentreCharge V.4
Point of Sale
There are several different ways of entering purchase information into
CentreCharge but the most convenient and by far the easiest way is to
use the Point of Sale.
Clicking here will bring up the following screen.
Within this screen, the user can select the company, employee, Product
Group and product requires. Double clicking on the item chosen will
produce a number pad so the user can select quantity and alter the price.
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Instant Invoice
Should a client require an Instant Invoice, select the products and click
Instant Invoice.
A preview of the Invoice is displayed and you have the opportunity to email or delete the invoice, edit the invoice text and insert personalised
phrases or hide the shading. When happy with the invoice, click Print and
print as normal for your operating system.
19
RJmetis CentreCharge V.4
Charge Sheets
Charge sheet entry is another method used by CentreCharge™ to enter
service information against clients. This information can be entered either
by client or by item. The service information is gathered over the month
period and is then passed through the End of Month transfer when client
invoices will be produced.
Entering charge sheets by client
To add a new Chargeable Item
Click on the ‘new charge sheet’ button
Item
The Item ID for the first chargeable item must now be selected. To select
an Item ID, click on the drop down arrow next to the field and select from
the displayed list.
Reference date
The Reference Date is generally the date on which the product or service
was supplied but defaults to today’s date.
Quantity
Next enter the quantity used, for example, ‘20’, coffee for twenty people,
or ‘1’, the hire of the conference room.
Reference text
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The cursor is now in the ‘Reference Text’ field. This field is used to store
any additional information relating to this chargeable item.
VAT rate
The VAT rate defaults to the VAT rate of this item as specified in the item
Master File but can be changed if necessary.
Mark up
This will remain hidden unless the item in question has been defined with
a mark up in the Item Master file.
Cost price and charge price
The cost and charge prices for this item are automatically displayed (this
information is picked up from the Item Master file) but can be amended
for this chargeable item if necessary. To change the cost or charge prices
click into the relevant field and re-type.
Batch Charge Sheets
The Batch Charge Sheets data entry form provides you with an easier way
of entering a large volume of charges. Each batch will contain charges for
items within a specific Product Group.
Like the charge sheet entry method, this information is then transferred at
the end of the month to enable client invoices to be produced.
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To add a new Batch Charge Sheet
To create a new Batch Charge sheet for the first time, select Batch Sheets
and New Batch from the Orders menu. A Batch Details Dialogue box will
appear.
Batch Details Dialogue Box
Having selected the ‘Enter’ option, the Batch Details dialogue box appears.
Product group
You are first asked to enter the Product Group for this batch. Select this
from the dropdown list.
Site
Select the site that the batch is referring to.
Batch total
This field provides a control feature for batches where the exact total is
known. For example, when entering a batch of telephone charges,
entering the total sum from the call logger will prevent you making any
entry errors.
Entering Batch Sheet information
Date
Enter the relevant date.
Client
Select the relevant client ID from the drop down list.
Item
Select the relevant item ID from the drop down list.
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Reference text
This is free text field that will appear on the invoice against the service
provided.
Quantity
Enter in the quantity of the item/service supplied to the business centre
client.
Cost/price
If the cost and price of the item/service were defined in the configuration
of the product, then the system will automatically update these fields. It is
possible to overwrite these fields if required.
Total
The system will update this field automatically. If items have mark up
values configured, then the system will also calculate these.
Sort
A charge sheet can be sorted into any of the relevant fields by clicking on
“Group By” and dragging the relevant field to the blue bar that appears.
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Print a Batch Charge Sheet Report
To print a report detailing this batch, click on the ‘print’ button.
A dialogue box appears asking you to specify the sort order of the batch.
Click into the field next to the sort order you require.
Group totals can be displayed below each group of entries on the report if
required. For example, you may wish to print the batch in client order,
displaying an individual sub total under each group (click the ‘show Group
Totals’ check box and then click ‘OK’). The report will be generated and
displayed in the Print Preview format. To print the report, click ‘Print’.
Completed Batches
When a batch has been entered and the user is happy that the batch
entries are correct, the batch must be marked as Completed.
To
complete a batch, ensure that the relevant batch is displayed on the Batch
sheet data entry form and select the ‘Complete’ check box. The batch has
now been passed for approval.
Approving Batches
Once the batches have been entered, they then have to be approved
before being transferred to invoices using the ‘end of month’ routine.
Approving batches can only be done at the administrator level.
This approval process acts as a second check to ensure that all of the data
entered is correct. Batches must be approved before they can be passed
for invoicing.
24
RJmetis CentreCharge V.4
Recurring Orders
Some business centre clients may be invoiced on a regular basis for the
same item or collection of items. “Recurring orders” can be set up and
these are transferred to the invoice program on a scheduled basis, often
monthly.
To add a new order
First Recurring Order
Select the client from the drop down arrow next to the ‘Client ID’ field.
Click on the relevant client and their name will appear in the ‘Client’ field.
Subsequent Recurring Orders
Click on ‘*. Select the client for whom this order is for by clicking on the
drop down arrow next to the ‘Client ID’ field. Click on the relevant client
and their name will appear in the ‘Client’ field.
Schedule
The schedule indicates the period of the recurring order.
Transfer Dates
These dates are updated by the system. When you create a new order,
the ‘Next’ field will be filled with the date of the next calendar month.
Item ID
Use the drop down list to select the relevant Item for the recurring order.
Reference date
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The reference date is automatically displayed as the current date. This
date can be over written at any time.
Quantity
Enter in the quantity of the item in this field.
Reference Text
This field is used for any additional information you wish to be displayed
on the invoice.
VAT rate
The VAT rate defaults to the VAT rate of this item as specified in the Items
Master File but can be changed if necessary.
Cost price and charge price
The cost and charge prices for this item are automatically displayed (this
information is picked up from the Item Master File) but can be amended if
necessary. To change the cost or charge price, click into the relevant field
and re-type.
Recurring Office Orders
Some business centre clients may be invoiced on a regular basis for
accommodation hire e.g. 2 offices per month. “Office Orders” can be set
up and these are transferred to the invoice program on a scheduled basis.
This feature cuts out all repetitive data entry and allows you to
concentrate on day-to-day service entry.
26
RJmetis CentreCharge V.4
Check-in Wizard
The check-in Wizard is the simplest way of entering new clients into
the database.
To access it, click on the Check-In Button at the top of the screen.
This is the first
screen you will see.
If you are checking in
a new Client, enter
the site and
classification and then
click next.
If you are entering an
Existing client (i.e. a
client has taken on
another room) select
the client here.
Select whether the client will need an initial invoice detailing only a
part month (i.e. charges only for the remainder of the current
month – then billed with the other clients) or part + one month (i.e.
27
an invoice covering the remainder of this month and all of next
month before joining the other clients the month after.
Click next when ready.
Enter all customer details
here such as Client name,
invoicing address and contact
numbers etc.
Ensure you have selected the
correct Move-In date.
(note: This MUST be the
day the client will start to
be billed for services)
Enter all recurring office
orders such as Room Rental
etc here. Ensure the details
in the Reference field are
correct i.e.
(<MY>, <MY-1>) for the
correct month and year etc.
Enter all other recurring
charges in exactly the same
way as detailed above.
Click next when ready to
continue.
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This screen shows what will
go on the customers’ initial
invoice (if printed). If part
+1 month has been selected,
then each item will appear
twice but one of the items
will be a lower price to reflect
the part month.
click on the box
If you need to add items to
the invoice, (such as deposit)
click on the * and enter the
item. Similarly, if you want
to edit any of the details, just
and change it.
Click next to continue
Enter all financial
data for the customer
here, such as their
Sage Account Id and
Department code (if
appropriate), their
bank account details
and how much their
deposit or retainer is.
Also enter the
payment method and
terms in the Standard
and Rental fields.
Enter details in the
Standard field only if
you only do one bill
run per month.
Select how the invoice is to be produced, either by e-mail or by post
(or both) and select whether the customer will need an Itemised
Bill.
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In this final screen, ensure the transfer dates are correct for the
Recurring and Recurring Office orders, select “Print Initial Invoice” if
the customer would like to walk away with an invoice or leave it
unchecked if the invoice is to go out with the normal bill run.
If you need to enter any special offers or discounts, check “Edit
Advanced Details”.
Click Finish to enter the information, display and the customer
record so discounts can be applied and to generate the initial
invoice.
Check-out Wizard
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The check-out Wizard is the simplest way of removing clients from
the database.
To access it, click on the Check-out Button at the top of the screen.
This is the first screen you
will see.
To check out a Client, enter the
site and select client, select the
check-out date.
Select how your office orders are produced – either In arrears or in
Advance and click next
Click next when ready.
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Select which orders you which to cease, either by checking each
item or by clicking on “Untick All” and “Tick All”
Click Next to continue
This screen will detail your
final invoice. Make any
changes necessary, such as
altering prices and adding
extra items and click next
to continue.
The final screen you are presented with asks if you would like to
print a final invoice. If you print one at this point, the charges will
not be printed at the next bill run. If you uncheck this, the invoice
will be generated with the other clients at the end of the month.
32
RJmetis CentreCharge V.4
Creating an Instant Invoice
Some services provided to business centre clients may need to be
invoiced at the time of entry instead of waiting for the End of Month
transfer program.
How to use the Instant Invoice data entry form
The Instant Invoice form displays the details of an individual instant
invoice. These details include client ID, client name, net total, VAT total,
gross total, invoice text and individual order lines.
To add a new Instant Invoice
Select the relevant client from the drop down list next to the Client ID
field and their name will appear in the client field.
To add new Invoice Lines
33
The Invoice Lines data entry form will appear and the cursor is positioned
in the Employee ID field.
Item
The first Item for this invoice line must now be selected
Date
This defaults to the current date, but can be overwritten.
Quantity
Enter the quantity.
Cost price and charge price
The cost price for the item will automatically appear if defined in the item
Setup, but can be overwritten. If no costs are specified, the cursor will
move to the ‘Price’ box for you to manually enter a value.
Reference Text
The cursor is now in the ‘Reference Text’ field. This field is used to store
any additional information relating to this line that you wish to appear on
the invoice.
34
RJmetis CentreCharge V.4
Create Credit Note
To create a new Credit Note
Click on ‘New credit note’.
Select the client for whom this credit note is for by clicking on the drop
down arrow next to the ‘Client ID’ field. Click on the relevant client and
their name will appear in the client field.
To add new Credit Lines
Click on ‘Lines’. The Credit Lines data entry form will appear and the
cursor is positioned in the Employee ID field.
Item
The first Item ID to be credited must now be selected. To select an Item
ID, click on the drop down arrow next to the field and select from the
displayed list.
Reference date
The cursor is now positioned in the ‘Reference Date’ field. The reference
date is generally the date on which the credit note was raised and defaults
to today’s date, but it can be amended to display any date. Either enter a
new date or press Tab to move to the next field.
35
Quantity
Enter the quantity to be credited, for example “20” coffee for twenty
people, or “1” for the hire of one conference room. Press Tab to move to
the next field.
Cost Price and Charge Price
The cost price for the item will automatically appear if defined in the item
Setup, but can be overwritten. If no costs are specified, the cursor will
move to the ‘Price’ box for you to manually enter a value.
Reference Text
The cursor is now in the ‘Reference Text’ field. This field is used to store
any additional information relating to this credit item for example “Credit
for coffee” or “credit for hire of room for quarterly board meeting”.
36
RJmetis CentreCharge V.4
End of Month Transfer – Month End Invoicing
At the end of each month, recurring orders, charge sheets, and batch
charge sheets are passed to the invoicing program where the actual
invoices are generated and printed.
Running the End of Month Transfer
The End of Month transfer option can be found under the Invoices option
on the Main menu. Click on Invoices then Transfer Invoice.
Select the charge sheets to transfer or select End of month transfer to
transfer all outstanding invoices.
If you are sure the invoices are correct, click yes.
Select the relevant client(s) and click Start Transfer.
37
Printing the invoices
To print an invoice click on Unprinted Invoices from the Invoices Menu.
Once the End of Month Transfer Program has collated and transferred all
the information entered via the Charge Sheets, Batch Sheets or within
Recurring Orders, you are ready to print your invoices.
You will be presented with a list of unprinted invoices for your approval.
Double click on an invoice to preview it or click Edit to amend the items
within it.
You will be presented with a pre-formatted invoice.
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Optional text on Invoices
Use the Preferences table to select from five optional text lines that can be
added to the bottom of the invoice. Tick the appropriate checkboxes to
select the required settings.
Text 1/Text 2 – these are free text fields. This is a global setting.
Client Payment Type – this text will be taken specifically from the
‘Payment Type’ field on each client form.
Client Payment Terms – this text will be picked up specifically from the
‘Payment Terms’ field on each client form.
Invoice Text – this text will be picked up from the ‘Invoice Text’ field on
each individual invoice.
At this point, you have the option of using two different methods to print
your monthly invoices. The first instructs the system to print all the
monthly invoices, select ‘Yes’. The second allows you to defer printing of
either some or all the invoices to a later time.
Adding orders to transferred invoices
Once the end of month transfer program has been executed, all
information will have been transferred into invoices
To access the Add Orders to Invoices feature, select ‘Invoices’ from the
Toolbar, select ‘Add Orders to Invoices’, and chose the relevant option
from the drop down list –
A dialogue box will appear. To add the new charge sheet, select ‘Yes’.
39
Review Printed Invoices
This feature allows you to produce copy invoices and in exceptional
circumstances to reset an invoice to ‘unprinted’ or ‘unbooked’ status. This
can only be done at Administrator level.
To enter this feature, select ‘Invoices’ from the main toolbar and click on
Review Printed Invoices.
Marking an Invoice as Paid
Once invoices have been sent out to clients it is important to keep a
record of payments received and those that are outstanding. To do this
simply find the appropriate invoice in the ‘Printed’ status and tick the
‘Paid?’ box on the form.
End of Month Transfer Wizard
If you choose to use the end of month transfer wizard to create
your invoices, you are taken through the individual above steps in
order. You can choose the relevant charge types for that particular
invoice run and save the wizard accordingly e.g. month end or mid
month.
Final Invoice Settings
By working your way across the line above the invoice preview final
details can be added to the invoice. These settings will relate to all
invoices that are printed together but will need to be reset if an
invoice is printed individually.
Invoice text – two free text boxes for final messages e.g. don’t
forget our offices will be closed between Christmas and New Year or
Special Offer on PowerPoint presentations for next month only.
Invoice shading – if this is relevant for your invoice layout you can
remove it by clicking on this button – useful if you have to fax an invoice
to a client
Rent Invoices – if you click on this button, the payment type or term
information displayed on the invoice will change to that set up for Rent
invoices. This information is set up on the Financial Tab on the client
record.
Show Detail – if a client always asks for more detail than your standard
invoice layout provides, simply click on this button and every individual
line item will be displayed on the invoice.
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Invoice Date – set up the invoice date that you want for this invoice.
When you click on ‘Print’ or ‘Print all invoices’ the system will ask you to
confirm that this is the required date.
Printing the Invoices
There are three different ways of printing the invoices



Print Invoice – this will print the invoice you have displayed on the
screen
Print All Invoices – this will print all the invoices you have selected
Automatic invoice production – this will print all the invoices you have
selected and in addition e-mail any invoices to the address setup on
the Financial Tab of the client record.
41
RJmetis CentreCharge V.4
The Sales Ledger
The Sales Ledger section in CentreCharge allows the user to track
debtors easily without having to refer to an external package such
as SAGE.
To access it click on Sales Ledger
The displayed screen will give you an overview of your client base
and the current balance together with the clients’ Credit Limit.
Select a client and click on View Activity.
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This will display a history of and invoices generated for this client
and will detail which ones have been paid, how much has been paid
for each invoice, how much is remaining and what the credit limit is.
Here, you can search all the records and display them, by date and
transaction. You can also choose to display only outstanding items
by checking this box.
Clicking Edit Client will pop up the Client properties box
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Clicking New Payment will pop up a dialogue box allowing you to
register a payment against a specific invoice.
Select the date of the payment, the reference (if applicable) the
Payment Type and the amount paid.
Below it will display a list of possible invoices against which you can
offset some or all of the payment. Either enter in an amount in the
Amount field or select Pay in Full to register an invoice as paid.
Clicking here will fill in the amount automatically based on what is
in the O/S field.
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Clicking New Journal on the overview screen will allow you to track
changes in the balance of a client when an invoice or payment has
not been sent/received.
As described above for the Payments, select the date of the change,
the reference (if applicable) the Journal Type (i.e. Credit if crediting
an amount or Debit if debiting an amount) the nominal code,
against which the change needs to be posted and the amount.
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Clicking Open Item will open the specific Printed Invoice
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Back at the main screen, clicking Aged will load up a summary of
the Aged Debtors.
Here, you can search and display a list of any clients between two
specific dates and display an overview of their balance, Future
balance, What they owe at the moment and what they owe, 30, 60,
90 and 120 days in the future.
Click here to print this list out.
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RJmetis CentreCharge V.4
Reports
There are many different ways of reporting on the information you that
has been entered into CentreCharge.
These can all be found by clicking on Reports at the top of the screen.
System Preferences
The systems Preferences are used to define options available to the
business centre in the operation of the CentreCharge™ product. The main
purpose of the Preferences, are to define the information that is presented
on the client invoices. The Preferences also allow you to set general
defaults and export settings.
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To access the Preferences form
Click on the File menu at the top of the screen using the mouse, from the
drop down list select ‘Preferences’.
Invoice Settings
The Invoice settings Option is used to define the invoices, which will be
produced, and the information it will display. The user can edit these
invoices.
The tab is made up of three areas, ‘Select Invoice type’, ‘Invoice Header’
and ‘Select Invoice Text’.
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RJmetis CentreCharge V.4
Reservations
The Reservations module is the simplest way of booking and
charging meeting rooms for clients.
To access it, click on the Reservations button at the top of the
screen.
In order to use the module properly, you need to make sure
that the following settings have been changed.
Make sure that there
is a product group
labelled
“Meeting
Rooms” or something
similar and ensure
that the “Show items
in
this
group
in
reservations” Box is
ticked.
Note that an addition tab has appeared (see later in guide)
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Clicking on the “Reservations
Discounts” tab will allow you to
give selected clients (or all
clients) a discount by hours
between set dates, this could
be used to give a client a
certain number of free meeting
rooms per month etc.
For each room ensure it
belongs to the “Meeting
Rooms” product group that
we have just set up. When
this is correct, click on the
“Reservations” tab at the top.
Here you can set your
internal and external rates
that you charge your clients.
Clicking on “Advanced Rates”
will allow you to set hourly,
half-day and full day rates
and set the parameters for
those sessions.
You can also enter the
time it takes to clear that
room (to make sure you
don’t book meetings back to
back and also enter the
maximum number of people
the room can cater for.
Select here the style of
room and any items that
are automatically associated
with the room (i.e. ADSL)
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On the “Location” tab,
ensure that the site that the
room is located at is
selected (even if you have
just one site, this still needs
to be selected).
You will also need to select which items will be available to the
client when the book a room. This is done by product group.
Double click on the product group required and place a tick in the
“Show this group in items” box.
Also select whether the
group is a facility or a
catering item.
Click OK. You are now ready to use Reservations and start booking
rooms for clients.
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Now that all of the above is complete, click on the Reservations tab
at the top of the screen, which will open up the Reservations
module.
To book a room, “click and drag” the room and the time you require
Clicking “Go to today” will display the room booking overview for
today.
Or select the date, start time and length of meeting; this will narrow
down the number of rooms available. You can also search by style,
area and number of people the room can accommodate.
Once you have selected a time-span, the Point of Sale is
automatically generated and will ask you to select the company, a
contact within that company and then any other products the client
requires.
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Click on “Notes” to
enter additional
information about
the booking.
When ready, click on “Provisional Reservation” or “Confirm
Reservation” to enter the information into the database. An e-mail
will be generated confirming the booking to the client.
To cancel a booking, right-click on it in the overview screen and you
will be presented with a list of options, such as Cancel and Notes.
When entering specific items
in the till, double clicking on
the item as it appears on the
right of the screen will pop up
this box. Here a user can
select quantity, change the
price and also select the time
that the customer would like
to the item to be delivered
(for instance, Buffet Lunch at
12:00). To alter the time,
select the dropdown box as
indicated and select the
correct time. Re-confirm the
price by clicking “Price”,
entering the figure and
clicking
“Enter”.
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To get a daily report of what client has booked rooms, and, more
importantly, what items have been ordered and when they should
be delivered, click on Report, Reservations Reports, and Reservation
Detail Report.
Select whether you want to group
clients by Legal Entity, Classification or
Site; or select “Client” to select an
individual client.
Select the date field to display only
today and click “Preview”.
The report is
generated and
displays all the
relevant details
for the room
bookings. The
time that each
item is to be
delivered is
shown next to the
item quantity.
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Select here, the client and if appropriate the employee that has
requested the room.
Enter any items that the customer has
requested and click on either ‘Provisional Reservation’ or ‘Confirm
Reservation’. An e-mail will be generated and sent to the relevant
person in charge of the room booking. All details will be entered
into the main CentreCharge database.
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Multiple Bookings
The multiple bookings screen (accessed by clicking the following
button) allows a client to book numerous different rooms without
the user having to book each room individually.
To enter a new Multiple Reservation, select the client and the
contact (if applicable)
Now select the Room, the date and the time required. If the room
is available “Available” is shown. If the room is not available, select
another time.
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To make another booking, click on the * below the booking and
enter as above.
Next select each booking in turn and select which items are
required, the quantity and the cost. Also select the time the item is
requires. Note, shortly another column will be available called “Day
Delegate” which will fill in the details as entered in the Day Delegate
section.
Click OK and the details will be entered on the system.
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Cancellations
The cancellations screen allows a user to charge a customer a set
rate for the cancellation of a room depending on the proximity of
the booking.
Select Product Group and select the Meeting Rooms group.
Select the Reservation Discounts and Cancellations tab.
Here you can select the client classification (allowing different
cancellation rates for different classifications of client), the number
of days that the fee applies to (Note, this is in the 24 hour clock
applies from the time of booking) and the percentage of the fee.
EXAMPLE:
An Ad-hoc client, cancelling a meeting within 2 days (Meeting was
booked at 4pm on Wednesday so fee applies any time after 4pm on
MONDAY) will be charge 50% of the total room fee. – Note, facilities
and catering items are not subject to Cancellation fees at present.
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Clicking Delete on any booking will generate this dialogue box
Clicking Yes will produce an instant invoice.
You can either click Print to produce and instant invoice or click Ok
to save the invoice for later printing.
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RJmetis CentreCharge V.4
Handling Deposits
When handling deposits in CentreCharge, it is important to ensure
that the following are already set up.
1. There should be a Product Group called “Deposits” or
“Retainers” (or something similar) and should be set up as
detailed below.
The “Show detail”
button should be
ticked to ensure all
deposits are
itemised on the
clients’ invoice
2. There should be an Item called “Deposit” or “Retainer” (or
something similar) and should be set up as detailed below.
Set Product Group
to “Deposits”
The VAT rate
should be set to
“Non-taxable”
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Ensure the “Deposit Item” box is ticked
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What do if I have a Problem?
E-mail Support
If you have a question about available support for your Metis
product or about a Metis contract that you currently hold, simply
mail us at: [email protected]
Telephone Support
If you can't find what you're looking for online, for help and advice
about your support options call the RJmetis Support Team on
0845 3031000
Or via our website at www.rjmetis.com - see below for
instructions.
RJmetis Limited Support System
To log a new ticket click on “Manage Support Tickets” from the on the website.
Click on the drop down menu and select Create New Ticket then click go.
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Enter a brief description of the problem here.
Select the type of problem and the product you are enquiring about and enter a
detailed description of the problem.
Click Submit and you will be presented with a ticket number.
You will be e-mailed a link from which you will be able to monitor and update the
ticket you have logged.
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RJmetis Training
Evaluation
Please rate the overall quality of the training received
(1=Poor 5=Excellent)
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Was anything overemphasised?
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of using Storm?
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If No, what else would help to prepare you?
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