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Back to Bills Main Page

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Find out information available in Bills and the process responsible for creating them

What does this section cover?

Learn to work with Bills

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Table of Contents

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Navigating to Bills

Info

BILLING APPLICATION > BILLING > MANAGE BILLS

Explaining Bills Fields

Name

Description

NumberAuto

Using Bills

Normal Billing Run is responsible for billing all Billable Entities and will result to the batch creation of Bills, while individual billing of Accounts, Subscriptions and Jobs is also possible through the entity's Data Entry page.

  • Navigate to Bills and explore existing records via the Summary page. 
  • Click on the link (number) of the record of your interest to enter the Data Entry page and see more detail. 
  • Use PRINTOUTS to extract or email information related to Bills to the customer.
  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Bills. 
  • Click on ACTIONS to discover other possibilities available for Bills.

View the Attributes Table below for a comprehensive description of the Bill fields.  Check the Restrictions Table for a list of available Actions when working with Bills including each Action's related restrictions.
BILLSImage Added 

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Restrictions

ActionRestrictions
Create
  • At least one Bill Item must be present in order to create a Bill
  • If so defined in the Normal Billing Run Definition, Bills are only created once a minimum amount threshold is reached
Communicate Bill
  • Not applicable
Set Life Cycle State as Presented
  • Only applicable for the 'Posted' Life Cycle State
Set Life Cycle State as Presented and Confirmed
  • Only applicable for the 'Posted' Life Cycle State
Set Life Cycle State as Presented and Rejected
  • Only applicable for the 'Posted' and 'Presented and Confirmed' Life Cycle States
Quick Pay
  • Not available for bills that have a 'Settled' Status

 

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Attributes

An * indicates a field is mandatory

exceptional bills thresholds, defined in normal billing run definitions, having the following predefined options:
  • Normal
    • Max Credit Amount ReachedPrevious bill unpaid amountStatus status the bill in terms of it is settled or not The supported values are the following:
    • Settled
    • Unsettled
    • Partially Settled
    The type of  billing run that generated the bill The supported values are the following:
    • Normal

    Name

    Description

    Main Information
    NumberAn auto-generated bill number which uniquely identifies the billBill
    Bill ToThe Contact Information the billed account is related to
    Accounts ReceivableThe accounts receivable Accounts Receivable for which the bill was generatedBilling Run NumberThe normal billing run that generated the bill  (if generated by a normal billing run)Bill was generated
    Currency
     
    Status
    colourGreen
    titleAvailable from CRM.COM R10.0.0
    		The default Currency of the Account
    Life Cycle State

    The Bill Life Cycle State which can take one of the following values:

    • Posted
    • Presented
    • Presented And Confirmed
    • Presented And Rejected
    Status

    The field is calculated dynamically and can take one of the following values:

    • Settled: The whole amount has been paid
    • Unsettled: No money has been paid for the Bill owed amount
    • Partially Settled: Some money has been paid for the Bill owed amount

    Classification

    Set based the

    'Maximum Credit Limit' and 'Maximum credit limit amount' defined in Normal Billing Run Definitions, which shows whether a Bill has exceeded its accepted Credit Limit or went below the accepted credit amoutn.

    One of the following values will be set on the Bill, when created:

    • Normal: The Bill amount was neither too high (reaching the Maximum Credit Limit Amount) nor too low (reaching the Maximum amount in Credit)
    • Max Credit Amount Reached: The Bill has reached the maximum credit amount which is set in the Normal Billing Run, Assembly Settings
    • Max Credit Limit Amount Reached
    Life cycle stateThe bill lifecycle state. Available options are: 0 = Posted, 1 = Presented, 2 = Presented + Confirmed, 3 = Presented + Rejected
    From dateThe date from which the accounts receivable is billed for
    To dateThe date until which the accounts receivable is billed for
    • : the Bill has reached the maximum debit amount
    Note

    Examples of Bills without a Normal Classification

    • Max Credit Amount Reached: If the 'Maximum Amount in Credit' is set to 100, then if the 'Bill Amount to be Paid' is -101, then the Bill will be classified as 'Max Credit Amount Reached
       
    • Max Credit Limit Amount Reached: If the 'Maximum Credit Limit amount' is set to be equal to the Credit Limit of the Accounts Receivable, and the account's Credit Limit is set to 500 (fixed amount), then if the 'Bill Amount to be Paid' is 501 then the bill will be classified as 'Max Credit Limit Amount Reached'


    Type

    The Type of Billing Run that created the Bill

    Billing Run as of Date

    The Date from which the Billing was executed.
    Any un-billed Services or Physical Goods which were billed up to a Date equal or before the As of Date are taken into consideration and billed

    Billing Run Number

    The Normal Billing Run number that generated the Bill

    Note

    Available only if the Bill is generated by the Billing Run

    Bill Summary
    From DateThe date from which the current billing of the Accounts Receivable begins
    To DateThe date on which the current billing of the Accounts Receivable ends
    Due DateThe date by which the Bill must be paid,
    i.e.This is calculated Dynamically based on the Maximum Due Date of Invoices included in the Bill.

    Previous Bill Unpaid Amount

    Status
    colourBlue
    titleAvailable up to CRM.COM R8.0.0 - Deprecated for CRM.COM R9.0.0

    		The total due amount outstanding from previous billsBills

    Balance brought forwardBrought Forward

    Status
    colourRed
    titleAvailable from CRM.COM R9.0.0

    		The account outstanding amount as of the account on the date that the bill Bill is created. This amount excludes the bill does not include the current Bill amount.
    The field replaces "Previous bill Bill unpaid amount" available in CRM.COM R8 R8 
    Amount Credited Between BillsThe total amount of credit amount posted between billsBills
    Amount Debited Between BillsThe total amount of debit amount posted between billsBills
    Total Debited AmountThe sum of Invoice amounts related with the current Bill. The field is calculated dynamically.Type
    Total Credited AmountThe sum of Credit Note amounts related with the current Bill. The field is calculated dynamically.Total amount to be paidThe total amount to be paid
    Total Billed AmountThe total billed amount
    Bill Totals
    Total Amount To Be PaidThe total amount owed by the customer, consisting of the Balance Brought Forward Amount and the Total Billed Amount
    Outstanding AmountThe total outstanding amount of bill, as of a Bill on a specific date, which is the aggregated amount of posted unpaid debits which are not paid and are past their due date.
    This information is calculated dynamically.
    Unsettled AmountThe total unsettled amount of billa Bill, which is the aggregated amount of posted unpaid debits which are not paid regardless of their due date. This  
    This information is calculated dynamically
    Due dateThe due date of bill. The field is calculated dynamically. The maximum due date of related invoices.
    Number of credit notesThe number of credit notes related with bill. The field is calculated dynamically.
    Number of invoicesThe number of invoices related with bill. The field is calculated dynamically.
    Total Billed AmountThe total billed amount
    Total Credited AmountThe sum of credit note amount related with bill. The field is calculated dynamically.
    Total Debited AmountThe sum of invoice amount related with bill. The field is calculated dynamically.

    Explaining Bills Items Fields

    Name

    Description

    BillThe bill on which the bill item is included
    Credit NoteThe credit note transaction that was generated by a billing run and is included in the bill to be sent to the customer.
    InvoiceThe invoice generated by a billing run that will be sent to the customer
    SubscriptionThe subscription which is related with the bill item

    Job

    		The job which is related with the bill item
    Is rounding adjustmentMarks the related financial transaction as a rounding transaction generated by billing run

     

    Creating & Saving, Validations & Restrictions

    Bills cannot be manually created. They are automatically generated from one of the billing processes available. The system will take care of any validations or restrictions such as that Bill Items can either have one Credit Note or One Invoice, and that in order to create a bill at least one Rated Billing Item needs to exist

    ActionValidationsRestrictions
    Create

     Not Applicable

    • At least one Bill Item needs to exist in order to create a Bill
    • Configurations in Normal Billing Run definition
      • If defined, then bills will only be created if the minimum amount threshold is satisfied

     

    Creating a Bill

    Normal Billing Run is responsible for billing all accounts/subscriptions whenever executed in a batch mode. In addition, you have the option to individually bill an account or a subscription.
    Moreover you are also given the option to preview the bill that will be created before executing the actual billing.

    Read on to find how you can perform both of the actions

    Previewing & Billing Individual Subscriptions

    Individual Subscriptions are billed via the Subscription Action Bill Subscriber. Visit Bill Subscriber for a step by step process of how the action can be used.

    Previewing & Billing Individual Accounts Receivable

    Individual Accounts are billed via the action Bill account which is accessible via the Accounts Receivable detail page. Visit Managing Accounts Receivable for a step by step process of how to bill the account.

    Previewing & Billing Individual Jobs

    Individual Jobs are billed via the action Bill Job which is accessible via the Jobs detail page. Visit Managing Jobs for more information on how to bill a Job.
    Bill Items
    Bill Items

    Financial Transactions included in the Bill

    • Product: The debited or credited Service or Physical Good
    • Financial Transaction Type: either Invoice or Credit Note
    • From Date: The date from which the product is invoiced
    • To Date: The date up to which the product is invoiced
    • Price Plan Rate: The rate for the product , applicable for the specific period (i.e. Price Plan Tiered Rate may be applicable for the dates being billed)
    • Discount: Discount applied via the Price Plan
    • Auto-Applied Discounts: Discounts applied via Auto-Applied Additive Discounts
    • Applied Ad Hoc Discounts: Discounts applied via Ad Hoc Additive Discounts
    • Total Amount: The total amount due for the Product, including VAT and discounts.
    Payments
    PaymentsDisplay the Payments that have been made (if any)  towards the Bill or any of its Items
    Communications
    CommunicationsDisplays Communications related to the Bill. If the Bill has been referred in the "Referring To" entities of any Communication, then it will be displayed here.
    Log Information
    Log DetailsThe standard set of Log Details information available in all entities  

    Additional Actions for Bills

    Communicating Bills

    In addition to the Bill Sending Run and the Bill Printout that are used to send the Bill to the customer, a Communication can also be sent with general information on the Bill

    1. Navigate to  MANAGE BILLS
    2. Search for the Bill you would like to communicate to the customer
    3. Click on the Number of the Bill that you would like to access, to go to its Data Entry page
    4. From the Actions Menu click on ACTIONS > COMMUNICATE BILL
      • The Communication Data Entry page opens in a Modal window and the information carried over will be entered in the "Referring To" section
    5. Fill out the rest of the information as described in Managing Communications

    Updating the Life Cycle State

    The Life Cycle State of each Bill is an informative field which describes its physical state and can be used with 3rd party integrations (eg. for printing).  The Life Cycle State is manually updated through dedicated actions in the User Interface or through the Web API to denote whether it has been printed, delivered to the customer etc.

    There are 4 possible states:

    • Posted (Set by Billing Run)
    • Presented 
    • Presented And Confirmed 
    • Presented And Rejected
    1. Navigate to MANAGE BILLS
    2. Search for the Bill you are interested in
    3. Click on the Number of the Bill that you would like to access, to go to its Data Entry page
    4. From the Action Menu click on ACTIONS > 
      1. > SET AS PRESENTED
      2. > SET AS PRESENTED AND CONFIRMED
      3. > SET AS PRESENTED AND REJECTED  
    2. The Life Cycle State of the Bill will be set to the selected state.

    Paying a Bill using Quick Pay

    Quick Pay is a process used to quickly settle the outstanding amount of Bills and Financial Transactions.

    1. Navigate to MANAGE BILLS
    2. Search for the Bill you are interested in
    3. Click on the Number of the record you would like to access, to go to its Data Entry page
    4. From the Action Menu click on ACTIONS > QUICK PAY to open the Quick Pay modal
    5. The Amount is the unsettled amount of the Bill and cannot be modified. The following information can be edited:
      1. Payment Type
      2. Payment Method
      3. Issued On
      4. Category
      5. Received By User
      6. Received by Unit
    7. Click on SAVE

     

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