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Configuring & Executing Normal Billing Run

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What does this section cover?

What is Normal Billing Run ?

Normal Billing Run  runs are used to

Creating, Editing & Deleting Validations & Restrictions

 

ActionValidationsRestrictionsAdditional Information
General   
Create   
Edit   
Delete   

Normal Billing Run  attributes 

Name

Description

NumberAn auto generated number which uniquely identified each normal billing run
TypeDefines if the normal billing run was performed on a batch or individual mode. The supported values are BATCH and INDIVIDUAL
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 & Rating: The billing run was executed up to this step
  • Invoicing: The billing run was executed up to this step
  • Assembling & 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 that normal 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 normal billing run definitions, although it be modified by users

Transaction date*Defines the date that will be used as the financial transaction date. The Default value is set based on normal billing definitions, although it can be modified by users
Invoice due date proximity settings*

Defines how the due date of the generated invoices should be set. This setting is applicable only if the active accounts receivable definitions allows a proximity range. The specified period should be within the specified range (seeAccounts Receivable FS). The settings consist of the following

  • Sign: Minus or Plus
  • 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 sign and the value are validated against the proximity range definition which is again specified in the due date rules

Scheduling settings*Defines if the normal billing run is recurring or one time. In the case of recurring normal billing runs, the recurrence is inherited from the normal billing run definitions (and is visible to the user)
Conditions
Consider billing term schemesThe billing term schemes that should be considered by the normal billing run process. Only billable entities having billing terms of those schemes will be billed. Only billing term schemes classified as normal can be included in this list.
Consider billing frequenciesThe billing frequencies that should be considered by the normal billing run process. Only billable entities having billing terms with these frequencies will be billed. Only billing frequencies which are supported by the active billing term definition can by included in this list
Consider accounts receivable classifications

The accounts receivable classification that should be considered by the normal billing run process. Only billable entities owned by accounts receivable having one of those classifications will be billed. 

Consider payment preferences

The accounts receivable payment preferences that should be considered by the normal billing run process. Only billable entities owned by accounts receivable having one of those payment preferences will be billed.

Consider presentment preferences

The accounts receivable presentment preferences that should be considered by the normal billing run process. Only billable entities owned by accounts receivable having one of those presentment preferences will be billed.

Filters
Accounts receivableA list of accounts receivable that are used as filters. If specified then only the those accounts receivable 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

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

  1. Navigate to BILLING > BILLING > PERFORM NORMAL BILLING RUNS
     
  2. Either search for an existing one or from the Top Menu click on NEW

  3. MAIN INFORMATION


    1.  

  4. CRITERIA

  5. SCHEDULING SETTINGS

    1. Select from the available options according to what you would like to achieve
      1. RUN NOW: Will be executed once, now 
      2. RUN ON SPECIFIC DATE/TIME: Will be executed once, at the date defined
      3. RUN REPEATEDLY: Will be executed, starting and ending at a defined date/time and will be repeated every X UOT where UOT can be from seconds to Years
      4. ADVANCED SCHEDULING: Will be executed, starting and ending at a defined date with powerful repetition options from daily to yearly

    2. Run Now

      SCHEDULING SETTINGS - RUN NOW
       

    3. Run On Specific Date / Time

      1. Start Process
        1. Click on the calendar select the date and time the run should start being executed. 
          DATE AND TIME SELECTION
        2. Once selected click on "DONE"
          RUN ON SPECIFIC DATE TIME

    4. Run Repeatedly

      1. Start Process - On a Specific Date
        1. Click on the calendar select the date and time the run should start being executed. 
        2. Once selected click on "DONE"
      2. OR Start process - After a period of time
        1. Provide how long after current date/time the process should begin
          START PROCESS - AFTER A PERIOD OF TIME 
      3. Repeat Process
        1. EVERY: Type a number (INTEGER)
        2. UOT: Select between
          1. Seconds
          2. Minutes
          3. Hours
          4. Days
          5. Weeks
          6. Months
          7. Years
            REPEAT - UOT
      4. End Process
        1. Select between
          1. Never End
          2. On a specific date (define the date)
          3. After a period of time (define period of time)
            END PROCESS 

    5. Advance Scheduling

      1. Start Process
        1. Click on the calendar select the date and time the run should start being executed. 
        2. Once selected click on "DONE"
          ADVANCED SCHEDULING 
      2. Repeat Process
        1. Select between
          1. Daily : Define every how many days 
          2. Weekly: Select specific days of the week 
          3. Monthly:Define every how many months or on a specific day of the month
          4. Yearly: Define a specific date/month or a specific day of a month, such as the 1st Sunday of every January
            ADVANCED SCHEDULING - REPEAT PROCESS
      3. End Process
        1. Select between
          1. Never End
          2. On a specific date (define the date)
            ADVANCED - END PROCESS 
     

  6. LOG INFORMATION

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  7. From the Top Menu click on Save

Executing a Normal Billing Run

  1. Navigate to the definition
  2. Search for the definition you would like to execute
  3. Click on the number of the definition to go to the data entry page
  4. Confirm that SCHEDULING SETTINGS are correctly configured
  5. From the Actions Menu click on ACTIONS > "SUBMIT"
    RUNS - SUBMIT
  6. The job will be submitted to the scheduler and will become available under PROCESS RUNS
    1. Once completed the Life Cycle State will be changed from Draft to Completed
    2. If the Run fails then the Life Cycle State will be updated to Failed
      PROCESS RUN
    3. Check Process Successfully and Processed with Errors for a closer look of individual results 

 

Modifying a Normal Billing Run

 

When you edit a definition that already has completed or scheduled runs then the system will automatically update the Version of the definition, by increasing its number by 1. Essentially, the system will create a new definition and will carry over all the information and configuration, apart from the Version number.

Accessing a definition with multiple versions, you will always see the latest version, while you have the option to View configuration and Runs of Previous versions by using th "VIEW PREVIOUS VERSIONS" link found in the Main Information tab

  1.  Click on the VIEW PREVIOUS VERSIONS link
    VERSIONING 
  2. Search from the modal for the version you would like to see
  3. Select the version
    1. The system will now show the configuration and the process runs of the version you have selected.
  4. To go back to the current version click on the CURRENT VERSION link under Main Information
    CURRENT VERSION 

 

Deleting a Normal Billing Run

Deleting a scheduled job of the specific Run

If you have scheduled (submitted) a Run by mistake or you want to change the definition before execution, you have the option to delete the current job that was sent to the scheduler, given that it has not been executed yet. i.e., Life Cycle State is still Draft.

In order to delete the job follow the steps below:

  1. Navigate to the definition, for which you have scheduled a job
  2. Click on the number of the definition to move in the data entry page
  3. Go to Process Runs tab
  4. Find the job and check the left box next to the Run
  5. Click on "DELETE"


  6. A modal will open with the job information
  7. Click on "DELETE"
  8. Click "OK" on the confirmation message
  9. Close the modal
    The job will be removed from the Process Runs 

Changing the Life Cycle State of a Normal Billing Run  definition

Definitions Life Cycle State can be changed between Effective and Not Effective by following the steps below 

  1. Go to the data entry page of the definition'
  2. If the definition's Life Cycle State is set to "Effective"
    1. From the Actions Menu click ACTIONS > SET AS NOT EFFECTIVE
  3. If the definition's Life Cycle State is set to "Not Effective"
    1. From the Actions Menu click ACTIONS > SET AS EFFECTIVE
      RUN DEFINITIONS - LIFE CYCLE STATE ACTIONS 

 

Reading Normal Billing Run  Logs

The following information regarding the Process Runs is available:

  1. Number: An auto generated number that uniquely identifies each process run.
  2. Version: The version of the process run's related process run definition.
  3. Life Cycle State: The life cycle state of the process run which can be pending, in progress or completed.
  4. Start Date: The date that the process run started.
  5. End Date: The date that the process run ended.
  6. Process Successfully: Drill down including the entities processed successfully. 

  7. Processed With Errors: Drill down including the entities that were not successfully processed.

Visit /wiki/spaces/WIP/pages/10010220 Normal Billing Run for business examples related to Normal Billing Run


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