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Managing Prepaid Billing Runs

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Navigating to Prepaid Billing Runs

BILLING > BILLING > PERFORM PREPAID BILLING RUNS

What is Prepaid Billing Run ?

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:

  • APPLICABLE UP TO R9 - Stop Subscription Services whose Wallet credit has run out
  • APPLICABLE 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. 

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.

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

Prepaid Billing Run Attributes 

Name

Description

Main Information
NumberAn auto-generated number which uniquely identifies 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 was not executed yet
  • 'Identification and Rating': 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
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 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

  • APPLICABLE 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, although it can be modified by users.
  • AVAILABLE 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
APPLICABLE 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.

AVAILABLE 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
APPLICABLE 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.

AVAILABLE 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.

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.

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. 

Filters
Accounts ReceivableA list of Accounts Receivablethatareusedas filters. If specified, then only those Accounts will be billed by the Prepaid Billing Run process.
SubscriptionsA list of Subscriptions that are used as filters. If specified, then only those Subscriptions will be billed by the Prepaid 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 Prepaid Billing Run process.
Scheduling Settings
Scheduling Settings*

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

  • APPLICABLE 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).
  • AVAILABLE 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.


  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

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