Billing Module Windows
Über Wizard
Adding new radios from scratch could be a daunting task. Not with the Genesis Trio Über Wizard! Über means "super" in German. It is kind of like a wizard of wizards. Über will take you through every single step that is necessary to provision and begin billing new radios on a system.
Tree View
This is a Windows Explorer type of view to display all fleets, radios, personalities, talkgroups, etc. for each customer account. Clicking on a radio, brings up the Radio View screen.
Customer Accounts
The Customer Accounts Screen is available from the Left Menu or the File -> Setup menu. Trio's sophisticated architecture provides a comprehensive billing and management solution that is cost-effective alternative to extravagantly expensive CM&B software.
Memo View
Memos can be written to track conversations with clients.
Web Aware
Clicking on the Radio model shown in a picture on the screen links the website that is specified in the URL box. This URL can be set to Motorola's web page with all the latest information for the particular model or another user-defined website.
Personality Billing
Adding radios and ersonalities is a snap with Genesis Trio. Clear, simple screens guide the user through the steps. When CSRs (customer service representatives) help the end user, the screens give clear information about the radio unit.
Change Tracking
Every screen shows information about who first entered a record, when it was entered, who last edited the record and when it was edited.
Search Screen
Search criteria returns all matching records. Column can be sorted by clicking on the column heading.
Billing Module
Billing is our main module around which all others are connected. Billing contains all of the AR, invoicing, and customer support and management features.
- Core Company Information
- Customer Care Features
- Basic Commissioning Module
- Basic Inventory Module
- Invoice Generation
- Basic Invoicing Module
- Reporting Module
- Background Processing of Airtime Files
- Fixed Fee Calculation
- Interface to Client Master Accounting System
- Trio Snapshot
Core Company Information
- Trio stores and utilizes a great deal of information regarding your company in order to more efficiently and effectively bill and manage your customers and radio systems
- Company IVE (Input-View-Edit)
- Multi-company aware. Multiple companies can be accessed from one installation of Trio. Additional database and hardware requirements apply along with additional licensing fees
- Stores Company Name, Address, Phone, Email, Shipping Info, Customer Care contacts, Billing Options, etc. per company
- Define and open/close accounting periods (monthly, quarterly, or yearly) manually or automatically
- Assign General Ledger accounts as required by Trio
- Set up aging periods
- Create and manage Company Subsidiaries
- Vendor/Dealer IVE screen
- Create and manage multiple dealers, vendors, repair shops, etc.
- Stores Name, Address, Phone, Email, etc. per dealer
- Salesperson IVE screen
- Create and manage multiple salespeople for use with basic commissioning features and reporting
- Store Name, Address, Phone, Email, etc. per salesperson
- Churn Codes IVE screen
- Allows the setup of churn reasons. (codes to define why radios/units are activated or deactivated)
- Geo Codes IVE screen
- Allows the setup of geo codes to define specific geographical regions such as counties. This is useful for generating reports based on such regions
- SIC Codes IVE screen
- Standard Industrial Classification codes for categorizing customers' type of business
- Trio comes with a standard list of codes, but the SIC IVE provides an easy way to minimize the list to fit your needs
- Languages IVE screen
- Setup available languages that can be assigned to a Trio customer
- Invoices can be generated using an invoice layout specific to each language
- Billing Frequency/Cycles IVE screen
- Set up Billing Frequencies and cycles for use with the Invoicing run
- Vendor Types IVE screen
- Customer Types IVE screen
- Chart of Accounts screen
- Set up basic Chart of Accounts for use throughout Trio
- Store Account Number, Name, Asset Type, Balance Type, Child Accounts, etc.
- View Balances and History of each account
- Create Asset, Liability, Expense, Income, Equity, and Cost of Goods Sold accounts
- Tax Entity IVE screen
- Create and manage individual tax entities, such as state, local, federal sales tax entities
- Specify Tax Percent or Amount, Tax Type, General Ledger account for each entity
- Tax Groups IVE screen
- In conjunction with the Tax Entity IVE, allows the user to set up groups of taxes for use in specific cities or geographical areas that have different sales tax amounts
- Charges IVE screen
- Create and manage customer level recurring or one-time charges that can be billed to customers
- Exchange Rates
- Used by Trio's multi-currency capabilities to create exchange rate information
- Discounts IVE screen
- Create and manage discounts that can be applied to customers on a recurring basis
- Line-item discounts which discount specific line items of invoices
- Bottom-line discounts which discount the entire invoice
- Exclude specific line-items from a bottom-line discount
- Discounts are taken as a percentage off
- Various options available for determining the lifetime of the discounts (End Date, number of invoices, single invoice, etc.
- Set up a secondary customer to be billed for any amounts discounted
- Service Request / Trouble Ticketing IVE screen
- Track a service request for a radio or system through 3 stages. (Create, Repair, Close)
- Capable of storing any pertinent information and comments regarding the request, along with easy viewing of requests at any stage
- Custom Letter Wizard
- Similar to Microsoft Word's Mail Merge feature, create batches of Microsoft Word documents using Trio customer and other data
- By defining a Microsoft Word document with macros, Trio can create a batch of documents for a group of customers
Customer Care Features
- Access to all Customer information from one screen
- Customer information IVE screen
- Automatically generate new Customer IDs based on existing Customer IDs.
- Customer Contact List: A quick reference to all Customers and their contact information
- Memo IVE
- Create memos pertaining to each customer
- Easily view any and all memos via the MemoView sidebar
- Automatically creates reminder in Microsoft Outlook for each memo
- Simple Customer search by Name, Customer ID, City, State, System Type, Phone Number, etc.
- Store basic contact information such as Customer Name, Phone, Fax, Email
- Store multiple billing and shipping addresses per customer and set default address for each
- Assign and manage various billing options per customer. Such as Invoice Detail and Language, Billing Frequency, Next Bill Date, etc.
- Assign and manage other customer information such as Tax ID, P.O.# and End Date, Tax Group, Tax Exempt Status, Dealer, Salesperson, SIC Code, etc.
- Set Customers as Parent customers and assign other Trio customers as their children
- View and manage recurring charges assigned to the customer
- View and manage discounts assigned to the customer
- Easily access Payments, Orders, Credit Memo, and Debit Memo IVE screens listing only the current customer's documents
- Generate Welcome and Contract End letters
- Manage recurring and one-time invoice comments
- Disable/Enable Customer to stop/start their billing
- Transactions IVE screen
- Lists all transactions posted to a customer's account and displays the account's total balance
- Includes Invoices, Payments, Credit Memos, Debit Memos, and Beginning Balances
- Easily access and view any listed document with one click from the Transactions screen
- Financials IVE screen
- View high-level overview of customer's financial statistics
- Shows Average Days to Pay and Financial Aging figures
- Shows Year to Date, Last Year, and Lifetime figures of Sales, Invoices, Payments, and Credits
- Create and manage Beginning Invoice amounts for the importing of customers who have previously been billed outside of Trio
- Integrated with Trio's TreeView sidebar to easily access any radios/units assigned to customer
- Pop-up Calendar
- Quick access to calculator
- Integrated Help System
- Email a customer from the Customer IVE screen. (Requires internet access and an email client to be installed on Trio workstation.)
- Customer Contract Management.
- Adjustable Contract Length.
- Customer VIP and Status
Basic Commissioning Module
- Vendor/Dealer IVE screen
- Create and manage multiple dealers, vendors, repair shops, etc.
- Stores Name, Address, Phone, Email, etc. per dealer
- Salesperson IVE screen
- Create and manage multiple salespeople for use with basic commissioning features and reporting
- Store Name, Address, Phone, Email, etc. per salesperson
- Create and define Incentive Bonuses for specific types of sales
- Create commissions and groups of commissions for sales of specific item types (radios, templates, etc)
- Assign fixed or percentage commission amounts
- Assign basic criteria for assigning commissions
- Inventory items can be defined as commissionable or not
Basic Inventory Module
- Inventory IVE
- Store basic information on inventoried items including picture of item
- Assign default price for when item is sold/rented
- Track basic statistics on each item model
- Quantity on hand, on order, etc.
- View inflow/outflow for each month
- Standard, average, and last cost
- Standard, average, and last price
- Inventory value at standard, average, and last cost
- View list of documents (invoices, etc.) which include model
- Inventory Items IVE
- Store information about each individual inventory item such as Serial Number, Cost, Price, Notes, Origin information, Usage Information, Custom data
Invoice Generation
- Invoice customers on a monthly, quarterly, semi-annual, or annual basis per customer
- Create one-time (Point of Sale) invoices for non-recurring charges
- Specify language preference for each customer and print their invoice in that language every billing cycle
- Choose detail or summary invoices, depending on each customer's preference
- Modify our document templates to suit your company's specific needs
- Delete fully paid invoices (automatically, after 1 year, 6 months, etc.; manually).
- Set up Invoicing periods
- Set individual dates for each billing frequency
- Up to 4 monthly invoice cycles permitted
- Up to 4 quarterly invoice cycles permitted
- Up to 6 semi-annual invoice cycles permitted
- Up to 12 annual invoice cycles permitted
- Maintain Invoicing options
- Prorate new charges
- Reverse prorate deactivations, disabled billing
- Preview invoices
- Post-view invoices for reprinting
- Edit pending invoices
- Print batches of invoices
Basic Invoicing Module
- On Invoicing days, a message can be sent asking permission to begin an invoicing run.
- Utilizes SAP Crystal Reports as the basis for its reports to create professional invoices complete with logos, comments, etc. (print, email, fax)
- First page is summary with tear-off payment voucher
- Secondary pages are detail, selectable by customer, down to individual radio level
- Meets Latin American invoicing requirements
- Basic Accounts Receivable (AR) system
- Quotes IVE
- Create quotes for potential customers and refer to them when filling order
- Orders IVE
- Add line items for any inventory items, radio templates, radio services, etc.
- Debit Memos IVE
- Trio Uber Wizard
- A wizard to guide you through the order invoicing process
- It follows a logical pattern in order to make sure all information is entered and in the order to have successfully provisioned units, every time
- Basic Payment Entry system
- Basic AR Aging reporting
- Records created with General Ledger detail for all charges.
Reporting Module
- Includes more than two dozen standard reports accessing and displaying data from all portions of the application
- Ranging from simple listings of customer information, to detailed airtime reports, they provide quick and simple access to professional reports
- Each report has a custom list of parameters from which to narrow and select the data to be displayed in the report
- In addition to core Trio reports, each radio system type comes with a number of reports specifically made for that type
- Utilizes SAP Crystal Reports as the basis for its reports
- Report results may be exported as PDF, Excel, HTML, and other formats
- Custom reports are easily created
Background Processing of Airtime Files
- Allows near-real time airtime analysis and billing
- Integrates with Genesis GenGET software to process and bill group, private, and interconnect airtime use. (Requires SMARTZONE or Dimetra Trio system modules.)
- Integrates with Genesis GenWatch3 software to process and bill group, private, and interconnect airtime use. (Requires SMARTZONE or Dimetra Trio system modules.)
- Applies new charges against Customer pre-pay.
Fixed Fee Calculation
- Allows automatic prorating of normal monthly fees for initial contract start (can be turned on or off, according to your company preference)
- Fixed fees are assessed to a unit in advance for the entire billing period (week, month, quarter, etc.)
- Master Customers can be created as a cosigner for Child Customers. Master Customers can have separate billing addresses from Child Customers and receive a summary invoice of all Children's balances
- Bill Account level Fees that are one-time or monthly recurring charges
- Can be used for billing set up fees, charging for Customer web access, anything that applies to the entire account
- Bill for Batteries, Accessories, etc.
Interface to Client Master Accounting System
- For an additional cost, Trio can be interfaced with a Master Accounting System supplier or VAR. We can work with the supplier or VAR to create an interface from the Trio GL to the Master Accounting Software
- Trio uses an open and available GL. The file definition is available for interface with client supplied Master Accounting Software. There is no extra cost for supplying this information.
Trio Snapshot
- Trio Snapshot shows high level overview of revenue and other basic statistics of the company being managed in Trio
- ARPU (Average Revenue Per Unit)
- TARPU (Telephone Average Revenue Per Unit).
- PARPU (Private Conversation ARPU)
- DARPU (Dispatch ARPU)
- RARPU (Rental ARPU)
- Current number of Active Customers
- Current number of Active Radios
- Number of Radios activated this month
- Number of Radios deactivated this month
- Options to setup how ARPU is calculated