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Back to Prepaid Billing Main Page

Excerpt
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Learn how you can to configure and execute Normal Billing Run Run

What does this section cover?

Prepaid Billing Runs

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Table of Contents

Table of Contents
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Navigating to Prepaid Billing Runs

Info
BILLING > BILLING > PERFORM PREPAID BILLING RUNS

What is

Normal

Prepaid Billing Run ?

In CRM.COM Software the way to bill the customers in a batch mode is done via Billing Runs referred to as Normal Billing Runs or Prepaid Billing Runs

Normal billing run is a billing mechanism which is used in cases where customers start using the services that were subscribed to or delivered to them, and by the end of their billing frequency period they are charged for those services. Normal billing run is usually performed on a monthly basis and is responsible to identify the billable services, rate them, invoice them per subscription or job, assemble each customer’s bill which includes all of those invoices and post them. Normal customers receive a bill which covers all the invoices related with their subscriptions or jobs, which is then sent to them in order to make their due payments. Normal billing run process is performed in various steps, as described in Understanding Normal Billing Run Execution. 
In order for the Billing Run to be created  then a  Normal Billing Run Definition needs to be set up in the system. Once the definition is set up, once a new Normal Billing Run is created certain values will either be set by default as provided by the Normal Billing Run Definition or will be validated against it.

Creating, Editing & Deleting

The Prepaid Billing Run is a mechanism in which customers pay in advance for the Services they buy or are subscribed to. The Prepaid Billing Run debits the customer's Wallet.

The Prepaid Billing Run is usually performed on a daily basis and is responsible to:

  • Identify the Service usage 
  • Rate the used Services
  • Debit the related Wallets based on that usage

Additional optional actions:

  • Status
    colourRed
    titleApplicable up to R9
     - Stop Subscription Services whose Wallet credit has run out
  • Status
    colourRed
    titleApplicable up to R9
     - Re-Start Services which were stopped due to insufficient Wallet credit which has now been restored
  • Estimate the date on which the Wallet amount will be consumed by the Subscription Services, based on existing usage and Billing Term Schemes. 
Note

No Bills or Financial Transactions are generated by the Prepaid Billing Run. Unlike Normal Billing Runs, which can be used to bill both Jobs and Subscriptions, Prepaid Billing Runs are only applicable on Subscriptions. View Understanding Prepaid Billing Run Execution Steps for a thorough description of all the processes available within Prepaid Billing Runs.

Once the Billing Run is created it must be submitted to be executed, either once or on a recurring basis, based on the defined Scheduling Settings. Once a Run is executed, Results will be logged in the respective tab.

The user has the option to delete the specific run as long as it is not yet executed (still in a 'Draft' state).

  • Navigate to Normal Billing Runs and explore existing entries via the Summary page. 

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

  • Use the Actions Menu to create a NEW Run, or modify (EDIT) a Draft Billing Run.

  • 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 Prepaid Billing Runs, including each Action's related validations and restrictions. View the Attributes Table for a comprehensive description of the Normal Billing Runs fields.

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validations
Validations & Restrictions

ActionValidationsRestrictions
Create 
  • Not Applicable
  • Active Billing Run definition exists in the system
Edit
  • All mandatory fields have been defined
  • Life Cycle State = is set to 'DRAFT'
Delete
  • All mandatory fields have been defined
  • Billing Runs cannot be deleted
Normal

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attributes
attributes
Prepaid Billing Run

 attributes 

Attributes 

Bill as of dateThe billing term schemes that should be considered by the normal billing run process. Only billable entities having billing terms of those schemes will be billed. Only billing term schemes classified as normal

Name

Description

Main Information
NumberAn auto-generated number which uniquely identified each normal billing run
TypeDefines if the normal billing run was performed on a batch or individual mode. The supported values are BATCH and INDIVIDUAL
Life cycle stateThe life cycle state  of the normal billing runidentifies each Prepaid Billing Run
Life Cycle State

The Life Cycle State of the Prepaid Billing Run. The supported states are the following:

  • 'Draft': The billing run Billing Run was not executed yet
  • 'Identification & and Rating': The billing run Billing Run was executed up to this step
  • Invoicing: The billing run was executed up to this step
  • Assembling & Posting: The billing run was executed up to this step
  • Formatting: The billing run was executed up to this step
  • Completed: All billing run 'Completed': All Billing Run steps were executed successfully
  • 'Failed': The billing run Billing Run was not executed and no bills Bills were created
  • 'Completed with errorsErrors': the billing run Billing Run was executed , with minor errors and bills Bills were created
Scheduled DateThis is a Read-only field which is available once a Run is scheduled. The date provided shows the latest date that the Run is scheduled to be executed on.
Bill As Of Date*Consider billing term schemes

Defines the date that normal billing run should be performed as. The bill as of date from where Prepaid Billing Run should start.

Subscriptions with Services whose 'Rated up to' date is equal or before the 'Bill as Of Date' are taken into account

  • Status
    colourRed
    titleApplicable up to R9
    - The Bill As Of Date takes a default value based on the
bill as of day setting specified in normal billing run definitions
  • Bill As Of Day setting, specified in Prepaid Billing Run Definitions, although it can be modified by users
Transaction date*Defines the date that will be used as the financial transaction date. The Default value is set based on normal billing definitions, although it can be modified by users
Invoice due date proximity settings*

Defines how the due date of the generated invoices should be set. This setting is applicable only if the active accounts receivable definitions allows a proximity range. The specified period should be within the specified range as defined in the Accounts receivable Definition The settings consist of the following

  • Sign: - or +
  • Value: The actual value that will be added on the due date, which is calculated based on the active accounts receivable definitions due date rules

The sign and the value are validated against the proximity range definition which is again specified in the due date rules

Scheduling settings*Defines if the normal billing run is recurring or one time. In the case of recurring normal billing runs, the recurrence is inherited from the normal billing run definitions (and is visible to the user)
Conditions
  • .
  • Status
    colourGreen
    titleAvailable from CRM.COM R10.0.0
    - The Bill As Of Date is set equal to the date the Prepaid Billing Run is performed.
Enable Stop Service Step
Status
colourRed
titleApplicable up to R9
 

Determines whether or not the Stop Service Step should be performed. It is automatically set when creating the Prepaid Billing Run, based on the processing settings specified on the 'Active' Prepaid Billing Run Definitions.

Note

Status
colourGreen
titleAvailable from CRM.COM R10.0.0
The Prepaid Billing Run no longer applies Stop Service Actions. Check Deactivate Prepaid Subscription Run Definitions  for more information on how to deactivate Services with not enough funds in their Wallets to cover the Service charge.

Enable Start Service Step
Status
colourRed
titleApplicable up to R9
 

Determines whether or not the Start Service Step should be performed. It is automatically set when creating the Prepaid Billing Run, based on the processing settings specified on the 'Active' Prepaid Billing Run Definitions.

Note

Status
colourGreen
titleAvailable from CRM.COM R10.0.0
Prepaid Billing Run no longer applies Start Services Actions

Enable Wallet Consumption Estimation Step

 

Determines whether or not the Wallet Consumption Estimation Step should be performed. It is automatically set when creating the Prepaid Billing Run, based on the processing settings specified on the 'Active' Prepaid Billing Run Definitions.

Tip

Skip estimation of Wallets for faster execution.

Criteria
Billing Term Schemes*

The Billing Term Schemes that should be considered by the Prepaid Billing Run process. Only the billable entities whose Billing Terms are included in the Billing Term Schemes will be billed. Only Billing Term Schemes classified as 'Prepaid' can be included in this list.

Consider billing frequenciesAccounts Receivable Classifications*

The

billing frequencies

Accounts Receivable Classification that should be considered by the

normal billing run process. Only billable entities having billing terms with these frequencies will be billed. Only billing frequencies which are supported by the active billing term definition can by included in this list		Consider accounts receivable classifications

The accounts receivable classification that should be considered by the normal billing run Normal Billing Run process. Only billable entities owned by accounts receivable Accounts Receivables having one of those classifications the included Accounts Receivable Classifications will be billed. 

Consider payment preferences

The accounts receivable payment preferences that should be considered by the normal billing run process. Only billable entities owned by accounts receivable having one of those payment preferences will be billed.

Consider presentment preferences

The accounts receivable presentment preferences that should be considered by the normal billing run process. Only billable entities owned by accounts receivable having one of those presentment preferences will be billed.

Filters
Accounts receivableReceivableA list of accounts receivable that are used as Accounts Receivablethatareusedas filters. If specified, then only the those accounts receivable Accounts will be billed by the normal billing run processPrepaid Billing Run process.
SubscriptionsA list of subscriptions Subscriptions that are used as filters. If specified, then only those subscriptions Subscriptions will be billed by the normal billing run processJobsA list of jobs that are used as filters. If specified then only those jobs will be billed by the normal billing run processPrepaid Billing Run process.
GroupsA list of Groups that are used as filters. If specified, then only the accounts receivable Accounts Receivable owned by the specified Groups will be billed by the normal billing run process

Configuring a Normal Billing Run  tailored to your company's needs

  • Navigate to BILLING > BILLING > PERFORM NORMAL BILLING RUNS
  • Either search for an existing one or from the Top Menu click on NEW
    NORMAL BILLING RUNImage Removed

  • MAIN INFORMATION

    1. Bill as of date: Click on the calendar and select a date

    2. Life Cycle State: This is read only and will be automatically set by the system

    3. Scheduled Date: This is read only and will be automatically set by the system 
       

  • CRITERIA

    1. Billing Term Schemes
      1. Click on ADD and use the search modal to select the Billing term schemes to be included
        OR
      2. Click on ADD ALL BILLING TERM SCHEMES 
    2. Billing Frequencies
      1. Click on ADD and select from the drop down list the Billing Frequencies to be included
        OR
      2. Click on ADD ALL BILLING FREQUENCIES
    3. Classifications
      1. Click on ADD and use the search modal to select the account Classifications to be included
        OR
      2. Click on ADD ALL CLASSIFICATIONS
    4. Payment Preferences
      1. Click on ADD and use the search modal to select the Payment Preferences to be included
        OR
      2. Click on ADD ALL PAYMENT PREFERENCES 
    5. Presentment Preferences
      1. Click on ADD and use the search modal to select the Presentment Preferences to be included
        OR
      2. Click on ADD ALL PRESENTMENT PREFERENCES 

  • FILTERS

    1. Groups
      1. Click on ADD and use the search modal to select the groups whose subscriptions should be included (Owned by Group)
    2. Accounts receivable
      1. Click on ADD and use the search modal to select the groups whose subscriptions should be included 
    3. Subscriptions
      1. Click on ADD and use the search modal to select the subscriptions that should be included
    4. Jobs
      1. Click on ADD and use the search modal to select the jobs that should be included

  • SCHEDULING SETTINGS 

    1. Recurring: Check the box if the Billing Run should be recurring
    2. Recurrence Settings: The default values as defined in the Billing Run Definition are loaded. 
      1. Provide a different number and select UOT 

  • FINANCIAL TRANSACTION SETTINGS

    1. Financial Transaction Posting Date: Click on the calendar and select a date
    2. Invoice Due Date Proximity: Select between  + / - and provide an integer value for the proximity date

  • From the Top Menu click on SAVE

    • LOG INFORMATION

    Include PageWIP:Log Information - GlobalWIP:Log Information - Global

    Executing a Normal Billing Run

    Once a Billing Run is created it will then need to be executed in order to actually bill the subscribers.Users will have the option to execute a Billing Run up to any of the 4 stages that are available. Visit /wiki/spaces/V4Manual/pages/9833562 for a detailed description of all the Billing Run stages available.

    If the Billing Run is not in the final State, i.e. Formatting, then the the user will be allowed to continue with the execution of the Billing  to any of the follow up steps. 

     

  • Navigate to BILLING > BILLING > PERFORM NORMAL BILLING RUNS
  • Search for the Billing Run you would like to execute and click on the number to go to the data entry page
    EXECUTING NORMAL BILLING RUNImage Removed

    Up to Rating State

  • From the Actions Menu click on Actions > Execute Up to Identification & Rating
  • In the Execute Normal Billing Run Modal 
    1. Execute Now: Check the box to execute the Billing Run directly
    2. Scheduled Date: Click on the calendar to select a date and time to start the execution. Click DONE when completed
    3. Click SAVE

    Up to Invoicing

  • From the Actions Menu click on Actions > Execute Up to Invoicing
  • In the Execute Normal Billing Run Modal 
    1. Execute Now: Check the box to execute the Billing Run directly
    2. Scheduled Date: Click on the calendar to select a date and time to start the execution. Click DONE when completed
    3. Click SAVE
       

    Up to Assembling & Posting

  • From the Actions Menu click on Actions > Execute Up to Assembling & Posting
  • In the Execute Normal Billing Run Modal 
    1. Execute Now: Check the box to execute the Billing Run directly
    2. Scheduled Date: Click on the calendar to select a date and time to start the execution. Click DONE when completed
    3. Click SAVE

    Up to Formatting

  • From the Actions Menu click on Actions > Execute Up to Formatting
    • In the Execute Normal
    Prepaid Billing Run process.
    Scheduling Settings
    Scheduling Settings*

    Determines whether the Prepaid Billing Run takes place once or is recurring.

    • Status
      colourRed
      titleApplicable up to R9
      - In the case of a recurring Prepaid Billing Run, the recurrence is inherited from the Prepaid Billing Run Definitions (and is visible to the user).
    • Status
      colourGreen
      titleAvailable from CRM.COM R10.0.0
      - In the case of a recurring Prepaid Billing Runs, the recurrence is set to 1 day.

    Results

    The section is available once the Billing Run is executed

    Results
    1. Number of Generated Wallet Transactions: Provides the total number of Wallet Transactions generated from the current execution of the Billing Run
    2. Start Date: The Start Date of the Billing Run
    3. End Date: The End Date of the Billing Run
    4. Results Per Step: The steps taken for the specific Billing Run, the Financial Transactions created and the entities included.

    Exceptions

    The section is available once the Billing Run is executed

    Exceptions
    1. Accounts Receivable: The accounts which were not billed because of an error.
    2. Code: The code of the error that caused failure in billing the account.
    Log Information
    Log InformationThe standard set of Log Details information available in all entities.


     
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    Executing Prepaid Billing Run

    Once a Billing Run is created, it must be executed.

    1. From the Actions Menu click on ACTIONS > EXECUTE
    2. In the Execute Prepaid Billing Run Modal 
      1. Execute Now: Check the box to execute the Billing Run directly
      2. Scheduled Date: Click on the calendar to select a date and time to start the execution. Click DONE when completed
      3. Click SAVE

    Reading Normal Billing Run  Results

    1. Navigate to BILLING > BILLING > PERFORM NORMAL BILLING RUNS
    2. Search for an existing Billing Run and click on the number to go to the Data entry page

    3. RESULTS

      1. Number of Generated Bills: Provides the total number of bills generated
      2. Start Date: Provides the Start Date of the Billing Run
      3. End Date: Provides the End Date of the Billing Run
      4. Results per Step: Provides all the steps taken for the specific Billing Run and gives analytically the Financial Transactions created and the entities included
        RESULTSImage Removed 

    4. EXCEPTIONS

      1. Accounts Receivable: Provides the accounts which were not billed due to some error
      2. Code: The code of the error that caused failure in billing the account 
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