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What are Billing Term Subscription Definitions?

A Billing Term represents the agreement between a customer and the company, and defines the rules and conditions that should be applied during the billing. All billing terms, regardless of their related Billing Schemes, will use billing term definitions in order to retrieve general business rules and restrictions.

These business rules will be used in order to validate several processes that will be applied to either the billing term or its related billable entities. For example you can define rules where you will not allow Regret after a number of days, or define cancellation penalties based on a particular service and remaining binding period. According to the Billing Term definition, each Billing term in inheriting from, the respective rules will be applied.

Billing Term Definition Rules include validations and restrictions that will be used across billing terms, regardless of their schemes.

For each rule, one or more exceptions can be specified and for each rule it is allowed to define for which billing term schemes these rules must be applied. If no billing term schemes are defined, then this means that the rule is applied to all billable entities. However, if at least one billing term scheme is specified, then the rule will be applied only on billable entities having that billing term scheme.

Creating, Editing & Deleting Validations & Restrictions

Billing Term Subscription Definition attributes 

Defining your own Billing Term Subscription  Definition tailored to your company's needs

1. Navigate to CONFIGURATION > BILLING APPLICATION > BILLING > SET UP BILLING TERM DEFINITIONS
   
2. Either search for an existing one or from the Top Menu click on NEW
   
   
   

3. MAIN INFORMATION

   1. Provide information for the following fields

      1. Name
      2. Alternative Code
      3. Description
      4. Classification: Select Subscription from the drop down list

4. BILLING TERM RULES

   1. BILLING TERM AMENDMENTS

      1. Click on ADD to add a new rule
         You can add multiple rules 
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Restrict Binding Period Extension: Select between Yes or No from the drop down list
         2. Restrict Binding Period Adjustment: Select between Yes or No from the drop down list
         3. Restrict Binding Period Renewal:  Select between Yes or No from the drop down list
      3. Applicable on Billing Term Schemes:
         1. Click on ADD and select the schemes that the rules should be applied on
      4. Exceptions
         1. Click on ADD and select and add between User and Unit using the search modal

   2. PREPAID BILLING RUNS

      1. Click on ADD to add a new rule
         You can add multiple rules 
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Select between Billing Run Process and Immediate After Execution
      3. Applicable on Billing Term Schemes:
         1. Click on ADD and select the schemes that the rules should be applied on

   3. PRICE CHANGES

      1. Click on ADD to add a new rule
         You can add multiple rules 
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Apply Price Changes On Subscribers in Binding: Select between Yes or No from the drop down list
         2. Apply Price Changes On Subscribers out of Binding: Select between Yes or No from the drop down list
      3. Applicable on Billing Term Schemes:
         1. Click on ADD and select the schemes that the rules should be applied on

   4. USAGE SERVICE BILLING RULES

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Select between:
            1. Billing Run Process
            2. Immediately after Execution
      3. Applicable on Billing Term Schemes:
         1. Click on ADD  and select the schemes that the rules should be applied on

       

5. SUBSCRIPTION ACTION RULES

   1. ACTIVATIONS

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. For each of the available actions select Yes or No from the drop down list
      3. Applicable on Conditions:
         1. Click on ADD  and provide values for the any of the fields you would like to set as condition
            1. Billing Term Scheme: Select an option from the drop down list
            2. Classification: Select an option from the drop down list
            3. Credit Rating: Select an option from the drop down list
            4. Outstanding Amount Less Than: Provide an integer/decimal value
            5. Outstanding for Less than x days: Provide an integer value
               If the actual  Due amount (due is calculated based on the x days ago) is more than or equal than the figure provided here, then the subscription will not be activated

            6. Account Balance: Provide an integer/decimal value
               If the actual Account Balance is more than or equal than the figure provided here, then the subscription will not be activated

               If Billing Term Scheme and Account Classification conditions are met, then the system will proceed to check the rest of the conditions applied (Credit Rating, Balance, Outstanding Amount).

               If these conditions are met then the subscription will not be activated. Essentially these fields act as restrictions to Activation.

   2. RESTING PERIODS

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Allow Days in Resting Per Year: Provide an integer value
         2. Starting From: Select an option from the drop down list
         3. Allow Times in Resting Per Year: Provide an integer value
         4. Starting From: Select an option from the drop down list
         5. Minimum Days in Resting Per Each Time: Provide an integer value
         6. Maximum Days in Resting Per Each Time: Provide an integer value
      3. Applicable on Billing Term Schemes:
         1. Click on ADD  and select the schemes that the rules should be applied on
      4. Exceptions
         1. Click on ADD  and select and add between User and Unit using the search modal

   3. GRACE PERIODS

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Allow Days in Grace Per Year: Provide an integer value
         2. Starting From: Select an option from the drop down list
         3. Allow Times in Grace Per Year: Provide an integer value
         4. Starting From: Select an option from the drop down list
         5. Minimum Days in Grace Per Each Time: Provide an integer value
         6. Maximum Days in Grace Per Each Time: Provide an integer value
      3. Applicable on Billing Term Schemes:
         1. Click on ADD  and select the schemes that the rules should be applied on
      4. Exceptions
         1. Click on ADD  and select and add between User and Unit using the search modal

   4. REGRETS

      1. You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Period to Regret Subscription: Provide an integer value and select UOT
         2. After: Select an option from the drop down list
         3. Period to Regret Mandatory Services: Provide an integer value and select UOT
         4. After: Select an option from the drop down list
         5. Period to Regret Optional Services: Provide an integer value and select UOT
         6. After: Select an option from the drop down list
      3. Applicable on Billing Term Schemes:
         1. Click on ADD and select the schemes that the rules should be applied on
      4. Exceptions

         1. Click on ADD and select and add between User and Unit using the search modal

            The conditions set will all be validated. 

            i.e. if you define an Allow Subscription Regret which is 1 day after Effective Date and Allow Mandatory Service Regret 5 days after Effective Date, when you try to regret the mandatory service the Subscription Regret will also be validated. The mandatory service can only be regretted if only 1 day has passed since Activation.

            Either define Period to Regret Subscription or Period to Regret Mandatory Services along with Period to Regret Optional Services. You cannot define all 3 restrictions together.

   5. SERVICE SWAPS

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Allow Mandatory Service Upgrades: Provide an integer value and select UOT
         2. After: Select an option from the drop down list
         3. Allow Optional Service Upgrades: Provide an integer value and select UOT
         4. After: Select an option from the drop down list
         5. Allow Mandatory Service Downgrades: Provide an integer value and select UOT
         6. After: Select an option from the drop down list
         7. Allow Optional Service Downgrades: Provide an integer value and select UOT
         8. After: Select an option from the drop down list
         9. Allow Mandatory Service Switches: Provide an integer value and select UOT
         10. After: Select an option from the drop down list
         11. Allow Optional Service Switches: Provide an integer value and select UOT
         12. After: Select an option from the drop down list
      3. Applicable on Billing Term Schemes:
         1. Click on ADD  and select the schemes that the rules should be applied on
      4. Exceptions

         1. Click on ADD  and select and add between User and Unit using the search modal

   6. CANCELLATIONS OUT OF BINDING

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Allow Subscription Cancellation: Provide an integer value
         2. Before: Select an option from the drop down list
         3. Allow Mandatory Services Cancellation: Provide an integer value and select UOT
         4. Before: Select an option from the drop down list and select UOT
         5. Allow Optional Services Cancellation: Provide an integer value and select UOT
         6. Before: Select an option from the drop down list
      3. Applicable on Billing Term Schemes:
         1. Click on ADD  and select the schemes that the rules should be applied on
      4. Exceptions

         1. Click on ADD  and select and add between User and Unit using the search modal

            Either define Allow Subscription Cancellation or Allow Mandatory Services Cancellation along with Allow Optional Services Cancellation. You cannot define all 3 restrictions together.

   7. CANCELLATIONS IN BINDING

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Allow Subscription Cancellation: Provide an integer value
         2. Before: Select an option from the drop down list
         3. Allow Mandatory Services Cancellation: Provide an integer value and select UOT
         4. Before: Select an option from the drop down list and select UOT
         5. Allow Optional Services Cancellation: Provide an integer value and select UOT
         6. Before: Select an option from the drop down list
      3. Applicable on Billing Term Schemes:
         1. Click on ADD  and select the schemes that the rules should be applied on
      4. Exceptions

         1. Click on ADD  and select and add between User and Unit using the search modal

            The conditions will all be validated. 

            i.e. if you define a Subscription Cancellation Notice which is 1 day before binding end and a Mandatory Service Cancellation Notice for 5 days, when you try to cancel the mandatory service the Subscription Cancellation Notice will also be validated. The mandatory service can only be cancelled 1 day before Binding End.

            TIP: Either define Allow Subscription Cancellation or Allow Mandatory Services Cancellation along with Allow Optional Services Cancellation. 

   8. SHORT TERM ACTIVATIONS

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Allow Days in Short Term Activation Per Year: Provide an integer value
         2. Starting From: Select an option from the drop down list
         3. Allow Times in Short Term Activation Per Year: Provide an integer value
         4. Starting From: Select an option from the drop down list
         5. Minimum Days in Short Term Activation Per Each Time: Provide an integer value
         6. Maximum Days in Short Term Activation Per Each Time: Provide an integer value
      3. Applicable on Billing Term Schemes:
         1. Click on ADD  and select the schemes that the rules should be applied on
      4. Exceptions
         1. Click on ADD  and select and add between User and Unit using the search modal

   9. SHORT TERM DEACTIVATIONS

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the rules and condition
         1. Allow Days in Short Term Deactivation Per Year: Provide an integer value
         2. Starting From: Select an option from the drop down list
         3. Allow Times in Short Term Deactivation Per Year: Provide an integer value
         4. Starting From: Select an option from the drop down list
         5. Minimum Days in Short Term Deactivation Per Each Time: Provide an integer value
         6. Maximum Days in Short Term Deactivation Per Each Time: Provide an integer value
      3. Applicable on Billing Term Schemes:
         1. Click on ADD  and select the schemes that the rules should be applied on
      4. Exceptions
         1. Click on ADD  and select and add between User and Unit using the search modal

   For each of the rules added in each area of the Subscription Action Rules, Conditions in the Applicable on Conditions section follow the logic below

   Values on the same row are related by AND
   Values on different rows are related by OR

6. POLICIES - AVAILABLE FROM CRM.COM R9.0.0

   1. Click on ADD  to add the expense
      1. Expense: Search for the expense using the search modal 
         You can add multiple expenses or the same expense multiple times defining different events each time
   2.  Click on the expense you added, from the panel list to select and define the event and any conditions on the right hand side
      1. Event: Select an event from the drop-down list
      2. Applicable on Conditions
          If no conditions are defined then the expense will be applied every time the event is triggered
      3. Click on ADD and provide values for the following fields
         1. Subscription Type: Select Subscription Type from the drop down list
         2. Billing Term Scheme: Select Billing term scheme from the drop down list
         3. Binding State: Select Binding State from the drop down list
         4. Existing Installed Item: Select the installed item that should exist on the subscription
            1. From the drop down list select between Product, Product Type and Product Family
            2. In the search box select using quick search or search modal the respective/specific entity according to your choice above between product, product family or product type
         5. Installed Item to be added: Select the installed item selected to be added on the subscription
            1. From the drop down list select between Product, Product Type and Product Family
            2. In the search box select using quick search or search modal the respective/specific entity according to your choice above between product, product family or product type
               
         6. Installed Item to be removed: Select the installed item selected to be removed from the subscription
            1. From the drop down list select between Product, Product Type and Product Family
            2. In the search box select using quick search or search modal the respective/specific entity according to your choice above between product, product family or product type

            For each added rule, Conditions in the Applicable on Conditions section follow the logic below

            Values on the same row are related by AND
            Values on different rows are related by OR

7. PENALTIES

   1. CANCELLATIONS IN BINDING PENALTIES

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the penalty and any conditions on the right hand side
         1. Penalty Amount: Select between Fixed amount and Percentage and define the value
         2. Minimum Period Before Binding End: Provide a value and select UOT
         3. Maximum Period Before Binding End: Provide a value and select UOT
         4. Applicable on Conditions
         5. Click on ADD and provide values for the following fields
            
            1. Service: Search for a service to add using quick search or the search modal
            2. Subscription Types: Select subscription type from the drop down list

            3. Billing Term Scheme: Select Billing term scheme from the drop down list

   2. CANCELLATION OUT OF BINDING PENALTIES

      1. Click on ADD to add a new rule
         You can add multiple rules
      2. Click on the rule you added, from the panel list to select and define the penalty and any conditions on the right hand side
         1. Penalty Amount: Select between Fixed amount and Percentage and define the value
         2. Minimum Period Before Binding End: Provide a value and select UOT
         3. Maximum Period Before Binding End: Provide a value and select UOT
         4. Applicable on Conditions
         5. Click on ADD and provide values for the following fields
            
            1. Service: Search for a service to add using quick search or the search modal
            2. Subscription Types: Select subscription type from the drop down list

            3. Billing Term Scheme: Select Billing term scheme from the drop down list

   For each of the rules added in each area of the Penalties, Conditions in the Applicable on Conditions section follow the logic below

   Values on the same row are related by AND
   Values on different rows are related by OR

8. SETTINGS

   1. BILLABLE LIFE CYCLE STATES

      1. Click on ADD and select the desired Life Cycle State from the modal's drop down list
      2. Click on SAVE
         You can add multiple Life Cycle States, each one having different conditions 
      3. Click on the life cycle state you added, from the panel list to select and start adding the additional conditions on the right hand side
         You can add multiple rows of conditions. 
         
         1. Click on ADD and provide values for the following fields
            Values on the same row are related by AND
            Values on different rows are related by OR
            
            1. Service: Search for a service to add using quick search or the search modal
            2. Subscription Types: Select subscription type from the drop down list
            3. Billing Term Scheme: Select Billing term scheme from the drop down list

            4. Binding State: Select binding state from the drop down list

   2. NON CREDITABLE LIFE CYCLE STATES

      1. Click on ADD and select the desired Life Cycle State from the modal's drop down list
      2. Click on SAVE
         You can add multiple Life Cycle States, each one having different conditions 
      3. Click on the life cycle state you added, from the panel list to select and start adding the additional conditions on the right hand side
         You can add multiple rows of conditions. 
         
         1. Click on ADD and provide values for the following fields
            Values on the same row are related by AND
            Values on different rows are related by OR
            
            1. Service: Search for a service to add using quick search or the search modal
            2. Subscription Types: Select subscription type from the drop down list
            3. Billing Term Scheme: Select Billing term scheme from the drop down list

            4. Binding State: Select binding state from the drop down list

   3. ALLOWED BILLING FREQUENCIES

      1. Label: Provide, the name you would like to see for the specific value

      2. In the Custom fields provide both a label  and the Time by defining, number and UOT 

   4. ALLOWED BINDING PERIODS

      1. Label: Provide, the name you would like to see for the specific value

      2. In the Custom fields provide both a label  and the Time by defining, number and UOT 

   For each of the rules added in each area of the Settings, Conditions in the Applicable on Conditions section follow the logic below

   Values on the same row are related by AND
   Values on different rows are related by OR

9. From the Top Menu click on SAVE

10. LOG INFORMATION

    Log information section keeps all the logging information related to the specific record

    • Basic set of information available in all entities
      • Created By User: The user that created the entity
      • Created By Unit: The unit of the user that created the entity
      • Updated By User: The user that last updated the entity
      • Updated by Unit: The unit of the user that last updated the entity
      • Date Created: The date the account was entity
      • Date Updated: The date the account was last entity
        

Deleting Billing Term Subscription Definitions

1. Search for the entity that you would like to delete
   Visit  Using Summary Pages   to find out how you can search using CRM.COM Summary Screens
2. Click on the link of the record you would like to delete, to be transferred to the Data Entry page
3. From the actions menu click on "DELETE"
    The entity will be deleted given that the validations are satisfied
   
   

Changing the Life Cycle State of Billing Term Subscription Definition

1. Navigate to the module you would like to activate a different definition for
2. From the menu click of the Summary page click on ACTIONS >  ACTIVATE DEFINITION
   
3. From the Drop Down select the definition you would like to set as active
4. Click on "SAVE"
   System will switch between active and inactive definitions