PRINT COUPON BOOK/CREATE INVOICE

Use this screen to print payment coupons that can be submitted with the check when making a payment. You can also create an initial Accounts Receivable invoice. Use the invoice that is generated in this application to create new invoices each month, which will populate the Edit Manual Bills screen in Costpoint Billing. Using the Clone feature, you can copy these invoices and use them as` the basis for future invoices. You can also establish two separate coupons. The first coupon can include an amount that is different from the monthly billing amount. On the second coupon, you can include as many dependents as you want. 

You must initialize the Employee Dependents/Beneficiaries and Track COBRA Elections screens before you can print coupon books.

Employee

Enter, or use Lookup to select, the employee ID for the employee record for which you are printing the coupon book(s). The employee's name will be displayed when you tab over to the next field. This is a required field.

Dependent SSN

Enter, or use Lookup to select, the dependent's nine-digit social security number for which you are generating the coupon book. Enter the employee's SSN, the employee is the only dependent.

The employee/dependent's name will automatically display when you tab over to the next field. This is a required field.

Hint: The coupon book will include the name and address of the person whose social security number you enter in this field.

Qualifying Event

Enter, or use Lookup to select, the 10-character alphanumeric qualifying event code for which to print. Before you can enter the dependent's social security number, you must have established the qualifying event in the Track COBRA Elections screen. This is a required field.

Sum All Dependents

Select this checkbox to print one coupon book that will include all the dependent's premiums combined in one total. The coupons will be printed for the Dependent SSN entered above.

Create Invoice

Select this checkbox to create an invoice that will reflect the same data as the first coupon that is being generated. The system will insert this invoice into the Edit Manual Bills screen in Costpoint Billing, where it can be used as the basis for generating future invoices using the Clone feature.

Hint: If this checkbox is disabled, you must go to the COBRA Settings screen in Costpoint COBRA Administration and select an A/R Customer Type. Additionally, you must establish a valid customer number with a default account/org in the Maintain Customers screen in Costpoint Accounts Receivable.

No. of Coupons to Print

Enter the total number of coupons to print in this numeric field. Valid entries are "1" to "36." If you entered a default value in the Number of Coupons to Print field in the COBRA Settings screen, that number will display here, but can be overwritten. This is a required field.

First Payment Info

Use the fields in this group box to make changes to the first payment amount and establish the first payment due date.

Payment Amount

The premium amount established in the Track COBRA Elections screen defaults into this numeric field, and reflects either a total for all dependents of the Dependent SSN of this record or the individual premium amount for the Dependent SSN entered above, depending on the status of the Sum All Dependents checkbox. You can overwrite this premium amount for the first coupon. This is a required field.

Hint: Because individuals can take up to 74 days to elect COBRA coverage, the first payment amount may be greater than usual because back amounts are owed.

Payment Due Date

Enter the due date for the first coupon. The date format is "MM/DD/YYYY." This is a required field.

Hint: Starting with the second coupon, due dates will start with the month following the first coupon date and will reflect the Due Day of Month in the COBRA Settings screen.

Invoice Info

Use the fields in this group box to establish the parameters for generating an invoice in the Edit Manual Bills screen in Costpoint Billing. You must have selected the Create Invoice checkbox to enter data into these fields.

Invoice Date

Enter the invoice date for this record. The date format is "MM/DD/YYYY." This is a required field.

Fiscal Year

Select the fiscal year to which the invoice will be posted. This information will be transferred to the header of the invoice in the Edit Manual Bills screen. This is a required field.

Period

Select the period to which the invoice will be posted. This information will be transferred to the header of the invoice in the Edit Manual Bills screen. This is a required field.

Subperiod

Select the subperiod to which this invoice will be posted. This information will be transferred to the header of the invoice in the Edit Manual Bills screen. This is a required field.

Additional Notes

Enter notes of up to 254 characters to display on the bottom of each coupon. This is an optional field.

Print Type

Use this group box to designate what you want to print.

Test Pattern

Select this radio button to print a test pattern of the coupon form on blank paper or blank check stock. This is useful to ensure proper alignment of the coupons. You can print test patterns as many times as necessary to get the coupon books aligned properly. The first few times you print coupon books, you may need to do some experimenting to determine the proper insertion/starting point for the first live coupon. Three coupons will print per page.

Coupons

Select this radio button to print the actual coupons.

Report Status

This non-editable field indicates whether the coupons have been printed in this session. If they have been printed, you can then update the work tables for the coupons and update the invoices in the Edit Manual Bills screen in Costpoint Billing. If you change any of the previously selected criteria after printing the coupons, the field will be set to "Coupons Not Printed," and you will have to print the coupons again before you can update.

Process

When you first enter this screen, this button on the toolbar will be grayed-out. The button will become available after you have printed the coupon books as part of this session. You will receive a message box asking if you really intend to update. If you answer OK, the update process will proceed.

The process updates the Edit Manual Bills screen in Costpoint Billing, if you have the Create Invoice checkbox checked, and saves the coupon information so that it can be used in the Print Payments Report screen in Costpoint COBRA Administration.

Print/Process

You can select this button on the toolbar when you first enter this screen. If you do, you will receive a message asking if you really intend to update. If you answer OK, the coupon books print with the update following immediately.

Hint: You can print coupons on blank check stock.

Table Information

Changes to this screen update the following tables:

Print Coupon Books/Create Invoices - Z_HCRBOOK_WRK1

                                                   Z_HCRBOOK_WRK2

Edit Manual Bills - MANUAL_BILL_EDIT

Maintain Customers - CUST and CUST_DFLT_ACCT

Track COBRA Elections - H_COBRA_ELEC_EVNT

Report Sources

Note: All coupons will start with the number "1" and follow sequentially to the total number to print.

Note: The amount due for the first coupon will be retrieved from this screen and remaining coupons will use the Premium amount in the Track COBRA Elections screen.

Note: The due date for the first coupon will be retrieved from this screen, and the remaining due dates will use the Due Date Day of Month from the COBRA Settings screen.