The Photoduplication Billing Form

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Charges associated with photoduplication requests can be processed from within Aeon. This section explains the processes involved in the billing process for an Aeon photoduplication or digital image request. The Billing form is found under the Billing tab on the photoduplication Request form. The Photoduplication Billing form is comprised of the Billing ribbon, Billing Information section, Billing Estimate/Details section and a Payments/Credits section.

The Process Ribbon

The Billing form's Process ribbon is divided into sections for Next Step actions on the requests, Routing, and an Invoice section housing icons for processing, printing, emailing and deleting the billing invoice. The Charges and Payments section holds icons for deleting selected charges and payments. The Photoduplication section houses an Undo Photoduplication button that allows you to remove the photoduplication status from a request.

The Billing Information Section

The Billing Information section fields include TitleAdditional TitleAuthorUsernamePagesFor PublicationBalance Remaining, and Page Count.

Currency values in the client and the web will display as set in the Windows User settings (Control Panel | Clock, Language, and Region | Region | Additional Settings) on the local computer.

Editing Page Counts

Before generating the invoice, page counts can be edited in the Page Count field on either the Billing form or under the Detail tab of the Request Form. Changes made to one Page Count field will be duplicated in the other Page Count field, and will reflect in the Billing Details fees, Total Charges and Balance Remaining fields on the Billing form. Once the invoice has been generated, changes to the Page Count fields will not update the Billing Details, Total Charges or Balance Remaining fields. Page count changes would need to be made directly in the Quantity field of the Billing Details section.

The Billing Estimate/Details Section

Charges for a photoduplication request are based on the Service Level, Shipping Options and Format chosen by the user. The billing options and associated fees are configured in the Aeon Customization Manager.

Editing Charges

Changes can be made to existing charges by clicking on the billing fields (Date, Billing Context, Billing Type) and selecting new options or editing the Fee, Quantity or Tax Rate fields. The Total Charges and Balance Remaining fields are automatically updated.

Adding Charges

  1. Click in the row marked Click here to add a new row.
  2. Add the Billing Context and Billing Type information.
  3. Click the Return, Enter or Tab key on your keyboard or click on any header row.
  4. The date and fee fields fill in automatically based on the information added above.
  5. The Total Charges and Balance Remaining fields are automatically updated.

Deleting Charges

  1. Delete charges by selecting one or more rows and clicking Delete Selected Charges on the Billing ribbon.
  2. You can also choose one or more rows, right-click and click the Deleted Selected Charges popup.
  3. Select Yes when prompted to confirm your deletion in the Remove Charges popup window.
  4. The Total Charges and Balance Remaining fields are updated automatically.

The Payments/Credits Section

Payments from the researcher are applied to the account in the Payments/Credits section. Requests do not need to be at the Awaiting Order Approval or Awaiting Order Billing statuses in order to apply for the payment. Payment can be applied at any time to any non-cancelled transactions with an outstanding balance. Refunds that you have made to researchers are also recorded in this section.

Adding Payments

  1. Click in the row marked Click here to add a new row.
  2. Add the Date, Payment Method, Payment Reference and Amount information.
    1. Today's date will automatically default in the date field.
    2. The Payment Method field can only be filled with drop-down options. You cannot type in this field.
    3. Payment Reference and Amount Information are filled by typing into the fields.
  3. The Date field will populate automatically if left blank.
  4. Click the Return, Enter or Tab key on your keyboard or click on any on any header row.
  5. The Total Charges and Balance Remaining fields are automatically updated.
  6. Click the Save icon or the Update Invoice button to save additions to payment information.

Editing Payments

Changes can be made to existing payments by clicking on the Date, Payment Method, and Payment Reference fields and selecting new options or editing the Amount field.

  1. The Total Payments and Balance Remaining fields are automatically updated when you click Return or Enter on your keyboard or click the Update Invoice button in the billing ribbon.
  2. Click the Save icon or the Update Invoice button to save changes to payment information.

Adding Credit Card Payments

Users can pay for their photoduplication requests using a credit card via the web interface.

Deleting Payments

Delete payments by selecting one or more rows and clicking Delete Selected Payments on the Billing ribbon.

  1. Select Yes when prompted to confirm your deletion in the Remove Payments popup window.
  2. The Total Payments and Balance Remaining fields are updated automatically.

The Payment Method field will automatically populate with entries that have been previously typed in the field for all requests. For example, if check has been typed in the Payment Method field, it will continue to auto-populate the field each time you begin to type check. Entries are not case-sensitive. You can also enter values in the CustomDropDown table to be displayed automatically on each client Billing form.

Refunding Payments

If you have refunded a payment to a researcher who has, for example, cancelled a photoduplication request, you can record the refund in the Payments/Credits section of the Billing form.

  1. Record the method used to transfer the payment (cash, credit card, etc) in the Payment Method field and record the Payment Reference as Refund.
  2. Enter the amount refunded in the Amount field as a negative number.
  3. Click the Return, Enter or Tab key on your keyboard or click on any header row.
  4. The Total Payments and Balance Remaining fields will adjust in relation to the amount refunded.

Printing The Invoice Statement

After you have generated an invoice you can print a copy of it by clicking The Print Invoice button on the Billing ribbon to print a statement of the invoice. Billing and payment information displays on the printed invoice.

Deleting the Invoice

  1. After you have generated an invoice you can delete the invoice by clicking the Delete Invoice button on the Billing ribbon.
  2. A confirmation popup warns that Deleting an invoice will clear all existing billing charges and payments. Are you sure you want to proceed?
  3. Click Yes to delete the invoice and generate a new invoice.

Additional columns can be added to the grid by right-clicking on a header to open the customization form and selecting Column Chooser to open a list of additional fields not shown by default.

You can view and invoice a researcher's remaining balance and print a statement showing total changes, payments and amounts due on all unpaid invoices from the Payments tab on the User Information Form.

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