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Back to Prepaid Billing Main Page

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

What does this section cover?

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 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 Prepaid Billing Runs.

Prepaid billing run is a billing mechanism which is used in cases where The Prepaid Billing Run is a mechanism in which customers pay in advance and then they can start using the services that they subscribed to, by deducting the used amount from the paid amount, using the wallets module.Prepaid billing run is usually performed on a daily basis and 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 Service usage 
  • Rate the used servicesServices
  • Debit the related wallets Wallets based on that usage

Optionally the prepaid billing run can:

  • Stop subscription services which are left with no wallet credit
  • Start services which were stopped and are now having enough wallet credit
    • Estimate the date that the wallet

    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 servicesSubscription Services, based on their existing usage and billing term schemesBilling Term Schemes. 
    Note

    No

    bills

    Bills or

    financial transactions

    Financial Transactions are generated by the

    prepaid billing run and unlike 

    Prepaid Billing Run. Unlike Normal Billing Runs,

     Prepaid billing run is

     which can be used to bill both Jobs and Subscriptions, Prepaid Billing Runs are only applicable on Subscriptions.

    Visit Interpreting

    View Understanding Prepaid Billing Run Execution Steps for a

    complete

    thorough description of all the processes available

    processes

    within Prepaid Billing Runs.

    In order for Once the Billing Run to be created, a  Prepaid Billing Run Definition needs to be set up in the system. Once the definition is set up, a new Prepaid Billing Run can be created and executed.

    AnchorcreatecreateCreating a Prepaid Billing Run Creating, Editing & Deleting

    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.

    Anchor
    validations
    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

    Anchor
    attributes
    attributes
    Prepaid Billing Run

     attributes 

    Attributes 

    Executing a
    Bill as of dateIt determines if the stop service step It determines if the start service step It determines if the wallet consumption estimation step

    Name

    Description

    Main Information
    NumberAn auto-generated number which uniquely identifies each prepaid billing run
    TypeDefines if the prepaid 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 prepaid billing runPrepaid 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
    • 'Completed': All billing run 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 were created
    • 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*

    Defines the date that prepaid 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 prepaid billing run definitions
    • Bill As Of Day setting, specified in Prepaid Billing Run Definitions, although it can be modified by users.
    • 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

    or not

    . It is automatically set

    on

    when creating the

    prepaid billing run

    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

    the active prepaid billing run definitions

    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

    or not

    . It is automatically set

    on

    when creating the

    prepaid billing run

    Prepaid Billing Run, based on the processing settings specified on the

    active prepaid billing run definitions.

    '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

    or not

    . It is automatically set

    on

    when creating the

    prepaid billing run

    Prepaid Billing Run, based on the processing settings specified on the

    active prepaid billing run definitions.
    CRITERIA
    Consider billing term schemes*The billing term schemes

    '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

    Prepaid Billing Run process. Only the billable entities

    having billing terms of those schemes

    whose Billing Terms are included in the Billing Term Schemes will be billed. Only

    billing term schemes

    Billing Term Schemes classified as

    prepaid

    'Prepaid' can be included in this list.

    Consider accounts receivable classificationsAccounts Receivable Classifications*

    The accounts receivable classification Accounts Receivable Classification that should be considered by the prepaid 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. 

    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 prepaid 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 prepaid 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 prepaid billing run processPrepaid Billing Run process.
    Scheduling Settings
    Scheduling Settings*Defines if the prepaid billing run is recurring or one time.

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

    • Status
      colourRed
      titleApplicable up to R9
      - In the case of
    recurring prepaid billing runs
    • a recurring Prepaid Billing Run, the recurrence is inherited from the
    prepaid billing run definitions
    • Prepaid Billing Run Definitions (and is visible to the user)

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

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

    4. Enable Stop Service Step by Default: Check the box if you would like to enable. (Related configuration can be found at Configuring Prepaid Billing Run Definitions
    5. Enable Start Service Step by Default:  Check the box if you would like to enable and configure accordingly in Configuring Prepaid Billing Run Definitions

    6. Enable Wallet Consumption Estimation Step: Select an option from the drop down list. 

      Info

      Skip estimation of wallets for faster execution

  • 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. 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

  • 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 accounts receivable that should be included 
    3. SUBSCRIPTIONS
      1. Click on ADD and use the search modal to select the subscriptions 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 

    • LOG INFORMATION

    Include PageLog Information - GlobalLog Information - Global
  • From the Top Menu click on SAVE
    • .
    • 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.


     
    Anchor
    execute
    execute
    Executing Prepaid 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 Understanding Prepaid Billing 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 PREPAID BILLING RUNS
  • Search for the Billing Run you would like to execute and click on the number to go to the data entry page

    • must be executed.

    1. From the Actions Menu click on on ACTIONS > EXECUTE
      EXECUTE PREPAID BILLINGImage Removed 
    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  when completed
      3. Click SAVE

    Reading Prepaid Billing Run Results

    1. Navigate to BILLING > BILLING > PERFORM PREPAID 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 Wallet Transactions: Provides the total number of wallet transactions generated from the current execution of the billing run
      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
        PREPAID BILLING RUN 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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