Managing Normal Billing Runs

Owned by Persia Xenopoulou (Deactivated)
Last updated: Jan 11, 2017 by Georgia Kountouri
6 min read

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Navigating to Normal Billing Runs

BILLING > BILLING > PERFORM NORMAL BILLING RUNS

What are Normal Billing Runs?

Normal Billing Runs is a mechanism used to bill customers in batch mode, at the end of their Billing Frequency Period, for Services they are subscribed to or were delivered to them.


The Normal Billing Run is usually performed on a monthly basis and is responsible for identifying and rating the Services that must be billed, invoice them per Subscription or Job, assemble each customer’s bill, including all invoice, and post them.  The result of a Normal Billing Run is the creation of a Bill which is sent to the customers to be settled. The Normal Billing Run process is performed in various steps, as described in Understanding Normal Billing.

Once a 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, depending on the step the run reached.
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 Normal Billing Runs, including each Action's related validations and restrictions. View the Attributes Table for a comprehensive description of the Normal Billing Runs fields.

Validations & Restrictions

ActionValidationsRestrictions
Create
  • Mandatory Fields must be defined
Edit
  • Mandatory Fields must be defined
  • Life Cycle State is set to 'Draft'
Delete
  • Not Applicable
  • Billing Runs cannot be deleted

 

Attributes

An * indicates a field is mandatory.

Name

Description

NumberAn auto-generated number which uniquely identifies each Normal Billing Run
Life Cycle State

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

  • 'Draft': The Billing Run was not executed yet
  • 'Identification and Rating': The Billing Run was executed up to this step
  • 'Invoicing': The Billing Run was executed up to this step
  • 'Assembling and Posting': The Billing Run was executed up to this step
  • 'Formatting': The Billing Run was executed up to this step
  • 'Completed': All Billing Run steps were executed successfully
  • 'Failed': The Billing Run was not executed and no Bills were created
  • 'Completed with Errors': the Billing Run was executed with minor errors and Bills were created

Bill As Of Date*

Defines the date from where Normal 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

For recurring Normal Billing Runs the Bill As Of Date takes a default value based on the Bill As Of Day setting specified in Normal Billing Run Definitions.

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.
Criteria
Billing Term SchemesThe Billing Term Schemes that should be considered by the Normal 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 'Normal' can be included in this list.
Billing FrequenciesThe Billing Frequencies that should be considered by the Normal Billing Run process. Only the billable entities with Billing Terms of the included Billing Frequencies will be billed. Only Billing Frequencies which are supported by the 'Active' Billing Term Definition can by included in this list.
Accounts Receivable Classifications

The Accounts Receivable Classification that should be considered by the Normal Billing Run process. Only billable entities owned by Accounts Receivables having one of the included Accounts Receivable Classifications will be billed. 

Payment Preferences

The Accounts Receivable Payment Preferences that should be considered by the Normal Billing Run process. Only billable entities owned by Accounts Receivables includedintheoneofthePayment Preferences will be billed.

Presentment Preferences

The Accounts Receivable Presentment Preferences that should be considered by the Normal Billing Run process. Only billable entities owned by Accounts Receivables included in the Presentment Preferences will be billed.

Filters
Accounts ReceivableA list of Accounts Receivablethatareusedas filters. If specified, then only those Accounts will be billed by the Normal Billing Run process.
SubscriptionsA list of Subscriptions that are used as filters. If specified, then only those Subscriptions will be billed by the Normal Billing Run process.
JobsA list of Jobs that are used as filters. If specified, then only those Jobs will be billed by the Normal Billing Run process.
GroupsA list of Groups that are used as filters. If specified, then only the Accounts Receivable owned by the specified Groups will be billed by the Normal Billing Run process.
Scheduling Settings
Settings*Determines whether the Normal Billing Run takes place once or is recurring. In the case of a recurring Normal Billing Run, the recurrence is Read-only and is inherited from the Normal Billing Run Definitions.
Financial Transaction Settings
Financial Transaction Posting Date*

The date on which the Financial Transaction is set as posted.

The default value is set by the Normal Billing Definitions and can be modified by the user.

Invoice Due Date Proximity*

Defines how the due date of the generated invoices should be set.
The settings consist of the following:

  • A Sign: - or +
  • A 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 defined sign and value must fall within the proximity range defined in the Due Date Rules of the 'Active' /wiki/spaces/WIP/pages/10010232.

The Due Date of the Invoices, calculated based on the Billing Run Invoice Due Date, overwrites the Due Date defined on the Credit Period of the Accounts Receivable

Results
Number of Generated BillsThe total number of Bills generated by the Run.
Start DateThe date on which the Billing Run starts.
End DateThe date on which the Billing Run ends.
Results Per StepA table listing all the steps of the specific Billing Run, the Financial Transactions created and the entities included.
Exceptions
Accounts ReceivableThe accounts which were not billed because of an error.
Code The code of the error that caused the failure in billing the account .
Log Information
Log DetailsThe standard set of Log Details information available in all entities.

Executing a Normal Billing Run

Once a Billing Run is created, it must be executed in order to actually bill the subscribers. Users have the option to execute a Billing Run up to any of the 4 stages available. Refer to /wiki/spaces/WIP/pages/10008766 for a detailed description of all available Billing Run stages.

If the Billing Run is not in its final State (Formatting), the user can continue with the execution of one or more of the next steps in the process. 

  1. Navigate to BILLING > BILLING > PERFORM NORMAL BILLING RUNS.
  2. Search for the Billing Run you would like to execute and click on its Number to go to the Data Entry page.
    EXECUTING NORMAL BILLING RUN

    Up to Rating State

  3. From the Actions Menu click on ACTIONS > EXECUTE UP TO IDENTIFICATION & RATING.
  4. 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

  5. From the Actions Menu click on ACTIONS > EXECUTE UP TO INVOICING.
  6. 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

  7. From the Actions Menu click on ACTIONS > EXECUTE UP TO ASSEMBLING & POSTING.
  8. 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

  9. From the Actions Menu click on Actions > Execute Up to Formatting.
  10. 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.

 

View Understanding Normal Billing for business examples related to Normal Billing Runs

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