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Find out information available in Bills and the process responsible for creating them |
Learn to work with Bills |
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Table of Contents
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Navigating to Bills
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BILLING APPLICATION > BILLING > MANAGE BILLS |
Using Bills
Bills are created in batch through the execution of Normal Billing Run or the by billing individual Accounts, Subscriptions and Jobs from 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.
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| Action | Restrictions |
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| Create |
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| Communicate Bill |
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| Set Life Cycle State as Presented |
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| Set Life Cycle State as Presented and Confirmed |
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| Set Life Cycle State as Presented and Rejected |
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| Quick Pay |
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An * indicates a field is mandatory
Name | Description | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Main Information | |||||||||
| Number | AutoAn auto-generated bill number which uniquely identifies the billthe Bill | ||||||||
| Bill To | The Contact Information the billed account is related to | ||||||||
| Accounts Receivable | The accounts receivable Accounts Receivable for which the bill Bill was generated | Billing Run Number | The normal billing run that generated the bill (if generated by a normal billing run) | ||||||
Currency
| The default Currency of the Account | ||||||||
| Life Cycle State | The Bill Life Cycle State which can take one of the following values:
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| Status | The field is calculated dynamically and can take one of the following values:
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Classification | Set based the | exceptional bills thresholds, defined in normal billing run definitions, having the following predefined options:||||||||
| Life cycle state | The bill lifecycle state. Available options are: 0 = Posted, 1 = Presented, 2 = Presented + Confirmed, 3 = Presented + Rejected | ||||||||
| From date | The date from which the accounts receivable is billed for | ||||||||
| To date | The date until which the accounts receivable is billed for | ||||||||
Previous bill unpaid amount
| The total due amount from previous bills | ||||||||
Balance brought forward
| The account outstanding amount as of date that the bill is created. This amount excludes the bill '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 amount.
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Type | The Type of Billing Run that created the Bill | ||||||||
| Billing Run as of Date | The Date from which the Billing was executed. | ||||||||
| Billing Run Number | The Normal Billing Run number that generated the Bill
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| Bill Summary | |||||||||
| From Date | The date from which the current billing of the Accounts Receivable begins | ||||||||
| To Date | The date on which the current billing of the Accounts Receivable ends | ||||||||
| Due Date | The 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. | ||||||||
Balance Brought Forward | The outstanding amount of the account on the date that the Bill is created. This amount does not include the current Bill amount. The field replaces "Previous bill Bill unpaid amount" available in CRM.COM R8 R8 | ||||||||
| Amount Credited Between Bills | The total amount of credit amount posted between billsBills | ||||||||
| Amount Debited Between Bills | The total amount of debit amount posted between billsBills | Status||||||||
| Total Debited Amount | The | statussum of | the bill in terms of it is settled or notInvoice amounts related to the current Bill. The field is calculated dynamically. | The supported values are the following:Type | The type of billing run that generated the bill|||||
| Total Credited Amount | The sum of Credit Note amounts related to the current Bill. The field is calculated dynamically. | The supported values are the following:Total amount to be paid | The total amount to be paid | ||||||
| Total Billed Amount | The total billed amount | ||||||||
| Bill Totals | |||||||||
| Total Amount To Be Paid | The total amount owed by the customer, consisting of the Balance Brought Forward Amount and the Total Billed Amount | ||||||||
| Outstanding Amount | The 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 Amount | The 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 date | The due date of bill. The field is calculated dynamically. The maximum due date of related invoices. | ||||||||
| Number of credit notes | The number of credit notes related with bill. The field is calculated dynamically. | ||||||||
| Number of invoices | The number of invoices related with bill. The field is calculated dynamically. | ||||||||
| Total Billed Amount | The total billed amount | ||||||||
| Total Credited Amount | The sum of credit note amount related with bill. The field is calculated dynamically. | ||||||||
| Total Debited Amount | The sum of invoice amount related with bill. The field is calculated dynamically. | ||||||||
Explaining Bills Items Fields
Name | Description |
|---|---|
| Bill | The bill on which the bill item is included |
| Credit Note | The credit note transaction that was generated by a billing run and is included in the bill to be sent to the customer. |
| Invoice | The invoice generated by a billing run that will be sent to the customer |
| Subscription | The subscription which is related with the bill item |
Job | The job which is related with the bill item |
| Is rounding adjustment | Marks 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
| Action | Validations | Restrictions |
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| Create | Not Applicable |
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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 Billing Jobs for a step by step process of how to bill the job.| Bill Items | |
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| Bill Items | Financial Transactions included in the Bill
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| Payments | |
| Payments | Display the Payments that have been made (if any) towards the Bill or any of its Items |
| Communications | |
| Communications | Displays 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 Details | The 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
- Navigate to MANAGE BILLS
- Search for the Bill you would like to communicate to the customer
- Click on the Number of the Bill that you would like to access, to go to its Data Entry page
- 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
- The Communication Data Entry page opens in a Modal window and the information carried over will be entered in the "Referring To" section
- 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
- Navigate to MANAGE BILLS
- Search for the Bill you are interested in
- Click on the Number of the Bill that you would like to access, to go to its Data Entry page
- From the Action Menu click on ACTIONS >
- > SET AS PRESENTED
- > SET AS PRESENTED AND CONFIRMED
- > SET AS PRESENTED AND REJECTED
- 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.
- Navigate to MANAGE BILLS
- Search for the Bill you are interested in
- Click on the Number of the record you would like to access, to go to its Data Entry page
- From the Action Menu click on ACTIONS > QUICK PAY to open the Quick Pay modal
- The Amount is the unsettled amount of the Bill and cannot be modified. The following information can be edited:
- Payment Type
- Payment Method
- Issued On
- Category
- Received By User
- Received by Unit
- Click on SAVE
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