How to create Pro Rata charges for mid-month quantity adjustments

Datagate Support | April 7, 2022

Read this document for an overview of how to create Pro Rata charges for mid-month quantity adjustments.

If you have any questions, don’t hesitate to contact the Services Team.

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Table of Contents

• Who is this feature for
• How to configure this feature
• Who might choose to use this feature
• How to use this feature
• Result

Who is this feature for

This feature is for resellers that enter and update Products (monthly charges) directly in Datagate.

It is not suitable for anyone that imports monthly charges from a PSA product such as ConnectWise, and Autotask.

How to configure this feature

Datagate will enable this feature for you. Once enabled, it will remain enabled, i.e. you cannot disable it.

Once enabled by Datagate, the history of Product changes will be displayed.

If you want adjustment charges to be created, please navigate to Settings/Portal/Adjustment Transactions and check the box "Adjustment Transactions" as below:

Who might choose to use this feature?

• You want to change a quantity mid-month and have the charge for the change be calculated on a pro rata basis for the rest of the month.
• You make changes to customer's monthly charges (Products) using the Datagate user interface (not via a CSV file or an interface).

How to use this feature

Navigate to Customers/Products.

Click on the product to update.

You will see the display for Recurring charges has changed to show start and end dates as below:

Ensure "Pro Rata" is checked, if not, check the Pro Rata box and save.

Hover your mouse over the recurring charges as usual, then press Adjust.

Choose the date this adjustment will apply, and update the Cost, Sell or Quantity as required.

In this example, we've changed the quantity from 3 to 6, with the change taking effect on April 7.

We have selected to create the Adjustment Transaction.

Press Adjust Charge

A notification will display that the adjustment transaction has been created.

Result

The new quantity is shown on the Recurring Charges.

It is in Bold as an indication that there is some History on this charge.

🚨Note: if the date is in the future, the charge today is shown and today's charge on the Products.

To show the history, click on the arrow:

If you chose to create the adjustment transaction, a one-off transaction is created.

To view, please navigate to Product Transactions tab and choose the billing period (usually this is the Usage period).

The calculation is - monthly charge change / days in the month * days it applies to

In this case, Sell price is $5, change is 3. Month is April which has 30 days. 24 days between 7 April and 30 April.

5 * 3 / 30 * 24 = $12.

When you generate the invoice for April billing period, this charge will appear on it.

🚨Note the From and To dates reflect the Billing period (not the adjustment dates).