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Managing Normal Billing Run

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What does this section cover?

What is Normal Billing Run?

In CRM.COM Software the way to bill the customers in a batch mode is done via Billing Runs referred to as Normal Billing Runs or Prepaid Billing Runs

Normal billing run is a billing mechanism which is used in cases where customers start using the services that were subscribed to or delivered to them, and by the end of their billing frequency period they are charged for those services. Normal billing run is usually performed on a monthly basis and is responsible to identify the billable services, rate them, invoice them per subscription or job, assemble each customer’s bill which includes all of those invoices and post them. Normal customers receive a bill which covers all the invoices related with their subscriptions or jobs, which is then sent to them in order to make their due payments. Normal billing run process is performed in various steps, as described in Understanding Normal Billing.

 
In order for the Billing Run to be created  then a  Normal Billing Run Definition needs to be set up in the system. Once the definition is set up, once a new Normal Billing Run is created certain values will either be set by default as provided by the Normal Billing Run Definition or will be validated against it.

Creating, Editing & Deleting Validations & Restrictions

ActionValidationsRestrictions
Create
  • Not Applicable
  • Active Billing Run definition exists in the system
Edit
  • All mandatory fields have been defined
  • Life Cycle State = DRAFT
Delete
  • All mandatory fields have been defined
  • Billing Runs cannot be deleted

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.

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.

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 as defined in the Accounts receivable Definition The settings consist of the following

  • Sign: - or +
  • 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

Scheduled DateThis is a read only field which is available once you schedule a Run. The date provided shows the latest date that the run is scheduled to be executed.
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
    NORMAL BILLING RUN

  3. MAIN INFORMATION

    1. Bill as of date: Click on the calendar and select a date

    2. Life Cycle State: This is read only and will be automatically set by the system

    3. Scheduled Date: This is read only and will be automatically set by the system 
       

  4. CRITERIA

    1. Billing Term Schemes
      1. Click on ADD and use the search modal to select the Billing term schemes to be included
        OR
      2. Click on ADD ALL BILLING TERM SCHEMES 
    2. Billing Frequencies
      1. Click on ADD and select from the drop down list the Billing Frequencies to be included
        OR
      2. Click on ADD ALL BILLING FREQUENCIES
    3. Classifications
      1. Click on ADD and use the search modal to select the account Classifications to be included
        OR
      2. Click on ADD ALL CLASSIFICATIONS
    4. Payment Preferences
      1. Click on ADD and use the search modal to select the Payment Preferences to be included
        OR
      2. Click on ADD ALL PAYMENT PREFERENCES 
    5. Presentment Preferences
      1. Click on ADD and use the search modal to select the Presentment Preferences to be included
        OR
      2. Click on ADD ALL PRESENTMENT PREFERENCES 

  5. FILTERS

    1. Groups
      1. Click on ADD and use the search modal to select the groups whose subscriptions should be included (Owned by Group)
    2. Accounts receivable
      1. Click on ADD and use the search modal to select the accounts receivables that should be included 
    3. Subscriptions
      1. Click on ADD and use the search modal to select the subscriptions that should be included
    4. Jobs
      1. Click on ADD and use the search modal to select the jobs that should be included

  6. SCHEDULING SETTINGS 

    1. Recurring: Check the box if the Billing Run should be recurring
    2. Recurrence Settings: The default values as defined in the Billing Run Definition are loaded. 
      1. Provide a different number and select UOT 

  7. FINANCIAL TRANSACTION SETTINGS

    1. Financial Transaction Posting Date: Click on the calendar and select a date
    2. Invoice Due Date Proximity: Select between  + / - and provide an integer value for the proximity date
  8. From the Top Menu click on SAVE

  9. 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
        LOG DETAILS

Executing a Normal 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. Visit Understanding Normal Billing for a detailed description of all the Billing Run stages 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. Navigate to BILLING > BILLING > PERFORM NORMAL BILLING RUNS
  2. Search for the Billing Run you would like to execute and click on the 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

Reading Normal Billing Run Results

  1. Navigate to BILLING > BILLING > PERFORM NORMAL BILLING RUNS
  2. Search for an existing Billing Run and click on the number to go to the Data entry page

  3. RESULTS

    1. Number of Generated Bills: Provides the total number of bills generated
    2. Start Date: Provides the Start Date of the Billing Run
    3. End Date: Provides the End Date of the Billing Run
    4. Results per Step: Provides all the steps taken for the specific Billing Run and gives analytically the Financial Transactions created and the entities included
      RESULTS 

  4. EXCEPTIONS

    1. Accounts Receivable: Provides the accounts which were not billed due to some error
    2. Code: The code of the error that caused failure in billing the account 

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