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Back to Bills Main Page

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Learn how you can configure and execute to configure Bill Sending Run Definitions that will dictate overallbehaviorof Bill Sending Runs Run

What does this section cover?

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Table of Contents

Table of Contents
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What are Bill Sending Runs

Navigating to Bill Sending Run Definitions

Info

BILLING > BILLING > PERFORM BILL SENDING RUNS

WhatareBill Sending Run Definitions?

Bill Sending Run Definitions are used to determine the business rules that will be used applied in order to identify bills Bills that should be sent through Email, SMS or an external system. 

Bill Sending runs are used to log the execution of bill sending run definitions, that were performed in order to identify the bills that should be send, create a communication and a communication queue entry, and if an external system is not specified, then process those communications, by sending them through email or SMS.

Bill sending runs can be performed only within an effective bill sending run definition. When executing a Bill Sending Run Definition the bills that should be sent are identified based on the following criteria

  • The related accounts receivable is active
  • The related accounts receivable includes an active presentment preference having a type equal to the type specified in the presentment preferences conditions
  • The bill meets the definition criteria

A new bill sending run is created each time a recurring Bill Sending Run Definition is submitted. Whenever a run has been submitted, the bill sending run is added to the scheduler to be executed based on the specified run definition scheduling.

Creating, Editing & Deleting

to customers directly by the System.

Run Definitions, must be submitted once created and will be executed once or on a recurring basis, based on the defined Scheduling Settings. Once a Definition is executed, a Process Run is logged and once the Run is completed, the information is available in the Process Runs tab.
The user has the option to delete the specific run as long as it is not yet executed (still in a 'Draft' state).
For a Definition to be submitted it needs to have an 'Effective' Life Cycle State. The Life Cycle State can be changed between 'Effective' and 'Not Effective' using the dedicated action.

  • Navigate to Bill Sending Run Definitions and explore existing records via the Summary page. 

  • Click on the link (name or number) of the record of your interest to access the Data Entry page and see more detail, or submit the Definition. 

  • Use the Actions Menu to create a NEW Definition or modify (EDIT) an existing one

  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Definition. 

Check the Validations & Restrictions Table below for a list of available Actions when working with Bill Sending Runs, including each Action's related validations and restrictions. View the Attributes Table for a comprehensive description of the Bill Sending Run fields.

BILL SENDING RUN DEFINITIONImage Added

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validations
Validations & Restrictions

Not Applicable
  • Mandatory Fields are specified
    • You cannot add the same segment in Included and Excluded segments criteria
    ActionValidationsRestrictionsAdditional InformationEdit
    Create
    • Mandatory Fields must be defined
    • Name and Alternative Code must be unique
    • You cannot add the same segment in Included and Excluded segments criteria
    • NotApplicable
    • Not Applicable
    Edit
    • Mandatory Fields must be defined
    • Name and Alternative Code must beunique
    • Not Applicable
    • If there is at least one scheduled bill sending run using that definitionRun using the same Definition, then a new bill sending run definition Run Definition instance is created having .  The new Definition will have the same values and Unified Code as the previous first one, the same unified code, an increased augmented version number , and all the modified information.
    		Save
    Delete
    • Not Applicable
    • Bill Sending Run Definitions cannot be deleted
    • Not Applicable
    • Not Applicable
    Delete
    • Not Applicable
    • You cannot delete a Bill Sending Run definition
    • Not Applicable

    Bill Sending Run attributes 

    Description

    Name

    		Submit

    When executing a Bill Sending Run Definition the Bills that should be sent are identified based on the following criteria:

    • The related Accounts Receivable is 'Active'
    • The related Accounts Receivable includes an 'Active' Presentment Preference having a Type equal to that specified in the Presentment Preferences conditions
    • The Bill meets the Definition criteria
    • NotApplicable
    • Not Applicable

     

    Anchor
    attributes
    attributes
    Attributes

    An * indicates a field is mandatory 

    Unified codeInput Settings: It defines the settings Billing Run Criteria: It defines the criteria Billing Run Selection type presentment preference accounts receivable supported types All CustomIncluded in SegmentNot Included in Segment

    Name

    Description

    Main Information

    Name*

    		The name of the definitionDefinition
    Alternative codeCode*The alternative code of the definitionDefinition
    DescriptionA description of the definitionDefinition
    Life cycle stateCycle StateThe life cycle state of the definition. The supported values are effective and not effectiveDefinition which can be 'Effective' or 'Not effective'
    Unified CodeAn auto-generated code which is used to group the various instances of each Bill Sending Run Definition
    VersionAn auto-generated number which is used to specify the version of each Bill Sending Run Definition. New Bill Sending Run Definition versions are If the version is already in use by a Run, a new Run Definition Version is created each time they are edited, if they are already been used by any bill sending runsthe Definition is edited.

    "VIEW PREVIOUS VERSIONS" link allows you to search and view any previous versions of the Definition

    Scheduled DateA Read-only field which is available once a Run is scheduled and designates the latest date that the Run is scheduled to be executed or has been executed

    Logging Method

    Status
    colourBlue
    titleAvailable from CRM.COM R12.0.0

    Defines the method to be used for logging process run's results. Two options are available:

    • Log Processed Successfully and Processed with Errors: If selected, both entities successfully processed and failed ones will be logged in the Process Run Log.
    • Log Only Processed with Errors: If selected then only entities which failed to be processed will be logged in the Process Run Log.

    Input Settings

    Defines the Settings that will be used in order to create the

    communications that will be used

    Communications to send

    the bills

    Bills

    Communication Settings
    Communication Media*

    The media that will be used to communicate the billsBills. The following media is are supported:

    • Email: Applicable only if the presentment preference type Criteria>Presentment Preference Type is set to Email or one of the customs'Custom' Types
    • SMS: Applicable only if the presentment preference type Criteria>Presentment Preference Type is set to SMS or one of the customs'Custom' Types
    • Device: Applicable only if the presentment preference type is not set Criteria>Presentment Preference Type is not set to Email or SMS
    Communication templateTemplate*The communication template Template that will be used to create the communication Communication for each billBill. The available communication templates Communication Templates are effective and filtered based on the media specified above. The media are equal to one of the following:
  • Email
    • SMS
  • Device

    • Communication Queue External System*

    Used to determine the which external system that will actually send the communicationCommunication.

    Mandatory on Conditions: Mandatory if the communication template Communication Template is set to device 'Device' and optional for any other types of communication templates

    Criteria

    Communication Templates

    Note

    Status
    colourYellow
    titleAvailable from CRM.COM R11.0.0
    As fromR11.0.0 the queue external System is not available to be defined. It is only set by the System if one is specified on the selected Communication Template. 

    Criteria

    Bills

    Defines the Criteria that will be used to retrieve the

    bills that will

    Bills to be sent

    Bills filter methodFilter Method*

    It determines Determines which bills Bills will be retrieved, based on if they were already sent, rejected during sending or not processed at all. The following options are supportedavailable:

    • Process only failed and not sent: If selected then the process will retrieve only bills Only Failed and Not Sent: Chose to retrieve only Bills which were already processed but they were rejected (i.e. the communication queue is was rejected) or not processed yet
    • Process only failed: If selected then the process will Only Failed: Chose to retrieve only bills Bills which were already processed but they were rejected (i.e. the communication queue is was rejected)
    • Process only not sent: If selected then the process will Only Not Sent: Chose to retrieve only bills which were not processed yetBills which have yet to be processed
    Billing Run Filter Method*

    It determines Determines the method that will be used to filter the billsBills. The supported available options are the following:

    • Bills included Included in the latest normal billing runLatest Normal Billing Run
    • Bills includes in specific billing runs
    • Included in Specific Billing Runs

    Included Billing Runs *

     

    A set of normal billing runs Normal Billing Runs that will be considered in order to retrieve the bills that will Bills to be sent.

    Mandatory on Conditions: Mandatory only if the "'Bills included in specific billing runs" Included in Specific Billing Runs' option is selected as a Billing Run Filter Method

    Presentment Preference Criteria

    : It defines the settings

    Defines the Settings that will be used in order to retrieve the

    accounts receivable

    Accounts Receivable that will be processed

    Type*

    The

    Type of

    Presentment Preference that will be used to retrieve the

    Accounts Receivable. The

    available Types are:

    • Post
    • Email
    • SMS
    • F2F
    • Other
    • Custom (Types)

    Status
    colourYellow
    titleDeprecated from CRM.COM-R11.0.0 onwards

    Segment Criteria:

    Determines the

    criteria that are

    Criteria used to identify the

    bills that will

    Bills to be sent. At least one

    segment will

    Segment must be specified

    , in

    from one of

    the two options

    two sections (Included and Excluded)

    Note

    Only Bill-related Segments will be loaded in the drop down lists.

     

    Included Segments

    A list of segments Segments which are used to filter the bills that will Bills to be sent.

    Excluded Segments

    A list of segments Segments which are used to exclude bills.

    Configuring a Bill Sending Run tailored to your company's needs

  • Navigate to BILLING APPLICATION > BILLING > PERFORM BILL SENDING RUNS
  • Either search for an existing one or from the Top Menu click on NEW
    BILL SENDING RUN DEFINITIONImage Removed

  • MAIN INFORMATION

    1. Provide the related information

      1. Name
      2. Alternative Code
      3. Description

  • INPUT SETTINGS

    1. Define the required values
      1. Email: Select from the drop down list
      2. Communication Template: Quick Search or use modal search to find the communication template to be used
      3. Communication Queue External System: Quick Search  or use modal search  to find the communication template to be used

  • CRITERIA

    1. Presentment Preferences:
      1. Click on ADD  and select the preferences you would like to include from the dropdown
    2. Bills:
      1. Bills Filter Method: Select from the drop down the option that will filter the bills you would like to send
      2. Billing Run Filter Method: Select from the drop down list the option that will filter from which Billing Runs the Bills will be retrieved
        1. Included Billing Runs: If you have selected a specific option then 
          1. Click on ADD and search for the desired billing Runs
            BILLS CRITERIAImage Removed 
    3. Segments
      1. For both Included and excluded segments the process is the same
      2. Click on ADD

      3. Select from the drop down list the segments that will be used as conditions

        Note

        Only BILL related segments will be loaded in the drop down lists.

        BILL SENDING RUNS - SEGMENTSImage Removed

    • SCHEDULING SETTINGS

    Include PageScheduler Task - GlobalScheduler Task - Global 
  • From the Top Menu click on SAVE

    • LOG INFORMATION

    Include PageLog Information - GlobalLog Information - Global

    Executing a Bill Sending Run

    Include PageExecuting Runs - GlobalExecuting Runs - Global

    Modifying a Bill Sending Run

    Include PageVersioningVersioning

    Deleting a scheduled Bill Sending Run

    Include PageDeleting a run- GlobalDeleting a run- Global

    Changing the Life Cycle State of a Bill Sending Run Definition

    Include PageChange Life Cycle State of a Run definition - GlobalChange Life Cycle State of a Run definition - Global NoteVisit

    Bills

    Process Runs
    Process RunsDisplays the Runs that were executed for this Definition. Each Run includes the Bills that were processed. In case of an error, the error code and description are displayed
    Scheduling Settings
    Determines when the Definition will be executed after being submitted
    Settings*Method - The following options are available:
    • Run Now
    • Run on Specific Date / Time
    • Run Repeatedly
    • Advanced Scheduling

    Check out Scheduler Task - Global to find out how you can configure them

    Log Information
    Log DetailsThe standard set of Log Details information available in all entities  
    Note

    View Understanding Bills for business examples related to Bill Sending Runs

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