Storage and Billing Procedures

The purpose of this tutorial is to teach you how to process the Monthly, Annual, Quarterly and Seasonal charges for storage. Please note due to the many different billing codes, category codes, and locations that you may have, this procedure may need to be customized for your situation.

It is assumed that the Customer, Customer’s Boat, Slip, and Billing Code(s) have been created and have been linked appropriately.

To start the process open DockMaster, Marina Management>Billing Functions>Process Storage Bills
Enter the starting date and ending date of the month for which you are billing.
(These dates should cover the entire month)

Enter billing date
If deferring the income set the deferred date
Enter the due date, or C which will use the defined payments terms code on the customer file.
DockMaster will find all Boats that match the selection criteria and are in a slip to invoice the customer.
There are multiple ways for you to select/restrict the customers you are billing.

Option 1: Leaving all select grids blank will allow the system to select all the customers who have a boat in a slip and have a bill code that matches the billing month.
All Monthly Billing Codes will be Selected and any Annual, Seasonal and or Quarterly with matching billing month.

In the example below, this bill code would be selected in the 11 month.

Option 2: Select Specific Customers by either ID Number(s) or Customer Category Codes

You can define specific customers by entering in their customer ID numbers

Or you can select customers that have a defined category code on the customer file.

The example below will select all customers that have a Dry Cat Code and have a boat that is in a slip and has a billing code that matches the billing month.

Option 3: By specific Billing Codes

By defining a specific billing code(s), the system will select only those boats in a slip that have the specific billing code and match the correct billing months to bill.

You can enter in comments that can be printed on the invoices and be used as the description on the Customers A/R Statement.
Then once you have entered all the information needed to bill, click Process and the system will then generate the charges and present a total number of invoices generated. Click Ok.

To review all charges generated you should run the A/R Charge Edit Listing

Marina Management>Billing Functions>A/R Charges Edit Listing.

If the report is being run on the same day that the charges are billed (Billing Date) you do not have to make any changes to the report specifics.
If the billing date is NOT “today” then you will need to update the date in the specific value tab of the report. See below:

Billing date is “today”

Billing Date is 1/1/2022

Once reviewed, if you need to make any changes to an invoice you can revise using Storage Invoice Maintenance
Marina Management>Billing functions> Storage Invoice Maintenance.
Enter the invoice number or select it from the list by clicking List or pressing F6.
Make the necessary changes then click Save.
You can also delete the entire invoice at this time if you wish not to have it posted.

*If all the invoices are incorrect you can “mass delete” them – See instructions at the bottom of this guide.

After all invoices are reviewed and updated as needed the invoices need to be posted. Posting creates the charge on the customer’s A/R and creates journal transaction.
Marina Management>Billing Functions>Post Charges.

Then enter the billing start and end dates
select customer or leave black for all customers.

If only billing Storage or Meters only select that specific charge area.
Always post in detail*.
Click Post. You will get a total charge posted window click Ok.

Print Storage Invoices to email or mail.
Marina Management> Billing Functions>Print Storage Bills.
Define the date range of invoices you wish to print.
You can narrow down the number of invoices you print by selecting specific customers, or a list of customers, or your location(s).
Define the Invoice Layout you wish to use if different than the standard.
Click Print to open printer dialog box – select printer and print

The storage invoices at this point have been printed and are ready to mail.

Deleting all Un-Posted Invoices

If all the invoices need to be deleted
Marina Management>Billing Functions>Delete Non-Posted Storage Bills.
You may enter a date or leave blank for all dates, select one or more customers or all customers. Then click delete.
NOTE: Only unposted invoices that fall in the date rate you defined will be deleted.

*All invoices should be posted in Detail unless your company policy states not to.

**If at any point you run into any issues, feel free to email [email protected] for assistance.**