What does this section covers?

Find out how to create a new 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 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 is responsible to:

• Identify the service usage 
• Rate the used services
• Debit the related 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 amount will be consumed by the subscription services, based on their existing usage and billing term schemes. 

No bills or financial transactions are generated by the prepaid billing run and unlike Normal Billing Runs, Prepaid billing run is only applicable on Subscriptions.

In order for 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.

Creating a Prepaid Billing Run 

Read on to find out how you can create and Execute a Billing Run.

1. Login using your username and password
2. From the Navigation Menu, located at the left side of the screen go to Billing > Billing Run Management > Prepaid Billing Run
   The Prepaid Billing Run summary screen is displayed
3. From the Top Menu click on New
   The Detail page for Prepaid Billing Run is displayed
   For a description of the fields go to Viewing a Billing Run
4. Go to the Main Information Section
   1. Life cycle state:The default state will be set to Draft and will be Read Only
      1. Draft: The billing run was not executed yet
   2.  Bill as of date: Define the date that Prepaid Billing run should be performed as. 
      The bill as of date takes a default value based on the bill as of day setting specified in Prepaid Billing run definitions. This may be updated.
   3. Transaction date:Define the date that will be used as the financial transaction date. 
      The Default value is set based on Prepaid Billing definitions, although it can be modified by users
   4. Scheduling settings:
      1. Recurring: Check the box if the Prepaid Billing run is to be executed recurringly.  
         In the case of recurring Prepaid Billing runs, the recurrence settings are inherited from the Prepaid Billing run definitions
         Screenshot
         
5. Go to Consider Billing Term Schemes Section
   1. Place a check in the boxes of the Billing Term Schemes that you would like to include
      Leave blank to include all 
      Screenshot
6. Go to Consider Accounts Receivable Classifications Section
   1. Place a check in the boxes of the Accounts Receivable Classifications that you would like to include
      Leave blank to include all 
      Screenshot
7. Go to Filters Section
   
   1. Click on Add and select between
      1. Subscription
      2. Account receivable
      3. Owned by Group
      A Search Modal window will appear
   2. Search for the records that you would like to add
   3. Select the records by placing a check in the box located on the left hand side of the Item Number
      Screenshot
      
   4. Click on Select located on the Right hand side window
      The records selected will be added
      Screenshot
8. Once completed, from the Top Menu click on Save

Executing a 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

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. 

1. Login using your username and password
2. From the Navigation Menu, located at the left side of the screen go to Billing > Billing Run Management > Prepaid Billing Run
   The Prepaid Billing Run summary screen is displayed
3. Search for the Billing Run you would like to:
   1. Execute for the first time
   2. Continue execution to proceed to the next stages 
      For a description of the fields go to Viewing a  Prepaid Billing Run
4. Click on the Billing Run Number
   The detail page of the billing run is displayed 
   screenshot
5. From the Top Menu click on Actions > Execute
   screenshot
6. Scheduled Normal Billing Run Form Modal will open
   screenshot
7. For Immediate Execution
   1. Put a check in the "Execute Now" Box
      screenshot
8. For scheduled Execution (i.e. schedule the Billing Run to be executed at some point in the future"
   1. Make sure that there is no check in the "Execute Now" Box
   2. Click on the Date link next to the Scheduled Date box
      A calendar will open
      screenshsot
   3. Select Date and Time and click on Ok
      The selected date and time will be added to the Scheduled Date text box
      screenshsot
9. Click on  Save on the top right of the window
   The Billing Run will either be directly executed or executed at the time of scheduling.