Managing Bills

Owned by Persia Xenopoulou (Deactivated)
Last updated: Jul 17, 2017 by Former user (Deleted)

Back to Bills Main Page

Table of Contents

Navigating to Bills

BILLING APPLICATION > BILLING > MANAGE BILLS

Using Bills

Bills are created in batch through the execution of Normal Billing Run or the by billing individual Accounts, Subscriptions and Jobs from the entity's Data Entry page.

  • Navigate to Bills and explore existing records via the Summary page. 
  • Click on the link (number) of the record of your interest to enter the Data Entry page and see more detail. 
  • Use PRINTOUTS to extract or email information related to Bills to the customer.
  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Bills. 
  • Click on ACTIONS to discover other possibilities available for Bills.

View the Attributes Table below for a comprehensive description of the Bill fields.  Check the Restrictions Table for a list of available Actions when working with Bills including each Action's related restrictions.
BILLS 

Restrictions

ActionRestrictions
Create
  • At least one Bill Item must be present in order to create a Bill
  • If so defined in the Normal Billing Run Definition, Bills are only created once a minimum amount threshold is reached
Communicate Bill
  • Not Applicable
Set Life Cycle State as Presented
  • Only applicable for the 'Posted' Life Cycle State
Set Life Cycle State as Presented and Confirmed
  • Only applicable for the 'Posted' Life Cycle State
Set Life Cycle State as Presented and Rejected
  • Only applicable for the 'Posted' and 'Presented and Confirmed' Life Cycle States
Quick Pay
  • Not available for bills that have a 'Settled' Status

 

Attributes

An * indicates a field is mandatory

Name

Description

Main Information
NumberAn auto-generated bill number which uniquely identifies the Bill
Bill ToThe Contact Information the billed account is related to
Accounts ReceivableThe Accounts Receivable for which the Bill was generated
Currency
 AVAILABLE FROM CRM.COM R10.0.0		The default Currency of the Account
Life Cycle State

The Bill Life Cycle State which can take one of the following values:

  • Posted
  • Presented
  • Presented And Confirmed
  • Presented And Rejected
Status

The field is calculated dynamically and can take one of the following values:

  • Settled: The whole amount has been paid
  • Unsettled: No money has been paid for the Bill owed amount
  • Partially Settled: Some money has been paid for the Bill owed amount

Classification

Set based the 'Maximum Credit Limit' and 'Maximum credit limit amount' defined in Normal Billing Run Definitions, which shows whether a Bill has exceeded its accepted Credit Limit or went below the accepted credit amount.
When a new Bill is created a classification is set based on the logic explained:

  • Normal: The Bill amount is neither too high (reaching the Maximum Credit Limit Amount) nor too low (reaching the Maximum amount in Credit)
  • Max Credit Amount Reached: The Bill has reached the maximum credit amount which is set in the Normal Billing Run Definitions - Assembly Settings
  • Max Credit Limit Amount Reached: the Bill has reached the acceptable debit amount, which is based on the Accounts Receivable Credit Limit
    i.e. either the Accounts Receivable Credit Limit, or the accepted Percentage (%) of the Credit Limit as set in the Normal Billing Run Definitions - Assembly Settings

Examples of Bills without a Normal Classification

  • Max Credit Amount Reached: If the 'Maximum Amount in Credit' is set to 100, if the 'Total Bill Amount' is -101, then the Bill will be classified as 'Max Credit Amount Reached
     
  • Max Credit Limit Amount Reached: If the 'Maximum Credit Limit amount' is set to be equal to the Credit Limit of the Accounts Receivable, and the account's Credit Limit is set to 500 (fixed amount), then if the 'Total Bill Amount' is 501 then the bill will be classified as 'Max Credit Limit Amount Reached'


Type

The Type of Billing Run that created the Bill

Billing Run as of Date

The Date from which the Billing was executed.
Any un-billed Services or Physical Goods which were billed up to a Date equal or before the As of Date are taken into consideration and billed

Billing Run Number

The Normal Billing Run number that generated the Bill

Available only if the Bill is generated by the Billing Run

Bill Summary
From DateThe date from which the current billing of the Accounts Receivable begins
To DateThe date on which the current billing of the Accounts Receivable ends
Due DateThe date by which the Bill must be paid,
i.e.This is calculated Dynamically based on the Maximum Due Date of Invoices included in the Bill.

Balance Brought Forward

The outstanding amount of the account on the date that the Bill is created. This amount does not include the current Bill amount.
The field replaces "Previous Bill unpaid amount" available in CRM.COM R8 
Amount Credited Between BillsThe total amount of credit posted between Bills
Amount Debited Between BillsThe total amount of debit posted between Bills
Total Debited AmountThe sum of Invoice amounts related to the current Bill. The field is calculated dynamically.
Total Credited AmountThe sum of Credit Note amounts related to the current Bill. The field is calculated dynamically.
Total Billed AmountThe total billed amount
Bill Totals
Total Amount To Be PaidThe total amount owed by the customer, consisting of the Balance Brought Forward Amount and the Total Billed Amount
Outstanding AmountThe total outstanding amount of a Bill on a specific date, which is the aggregated amount of posted unpaid debits which are past their due date.
This information is calculated dynamically.
Unsettled AmountThe total unsettled amount of a Bill, which is the aggregated amount of posted unpaid debits regardless of their due date. 
This information is calculated dynamically
Bill Items
Bill Items

Financial Transactions included in the Bill

  • Product: The debited or credited Service or Physical Good
  • Financial Transaction Type: either Invoice or Credit Note
  • From Date: The date from which the product is invoiced
  • To Date: The date up to which the product is invoiced
  • Price Plan Rate: The rate for the product , applicable for the specific period (i.e. Price Plan Tiered Rate may be applicable for the dates being billed)
  • Discount: Discount applied via the Price Plan
  • Auto-Applied Discounts: Discounts applied via Auto-Applied Additive Discounts
  • Applied Ad Hoc Discounts: Discounts applied via Ad Hoc Additive Discounts
  • Total Amount: The total amount due for the Product, including VAT and discounts.
Payments
PaymentsDisplay the Payments that have been made (if any)  towards the Bill or any of its Items
Communications
CommunicationsDisplays Communications related to the Bill. If the Bill has been referred in the "Referring To" entities of any Communication, then it will be displayed here.
Log Information
Log DetailsThe standard set of Log Details information available in all entities  

Additional Actions for Bills

Communicating Bills

In addition to the Bill Sending Run and the Bill Printout that are used to send the Bill to the customer, a Communication can also be sent with general information on the Bill

  1. Navigate to  MANAGE BILLS
  2. Search for the Bill you would like to communicate to the customer
  3. Click on the Number of the Bill that you would like to access, to go to its Data Entry page
  4. From the Actions Menu click on ACTIONS > COMMUNICATE BILL
    • The Communication Data Entry page opens in a Modal window and the information carried over will be entered in the "Referring To" section
  5. Fill out the rest of the information as described in Managing Communications

Updating the Life Cycle State

The Life Cycle State of each Bill is an informative field which describes its physical state and can be used with 3rd party integrations (eg. for printing).  The Life Cycle State is manually updated through dedicated actions in the User Interface or through the Web API to denote whether it has been printed, delivered to the customer etc.

There are 4 possible states:

  • Posted (Set by Billing Run)
  • Presented 
  • Presented And Confirmed 
  • Presented And Rejected
  1. Navigate to MANAGE BILLS
  2. Search for the Bill you are interested in
  3. Click on the Number of the Bill that you would like to access, to go to its Data Entry page
  4. From the Action Menu click on ACTIONS > 
    1. > SET AS PRESENTED
    2. > SET AS PRESENTED AND CONFIRMED
    3. > SET AS PRESENTED AND REJECTED  
  2. The Life Cycle State of the Bill will be set to the selected state.

Paying a Bill using Quick Pay

Quick Pay is a process used to quickly settle the outstanding amount of Bills and Financial Transactions.

  1. Navigate to MANAGE BILLS
  2. Search for the Bill you are interested in
  3. Click on the Number of the record you would like to access, to go to its Data Entry page
  4. From the Action Menu click on ACTIONS > QUICK PAY to open the Quick Pay modal
  5. The Amount is the unsettled amount of the Bill and cannot be modified. The following information can be edited:
    1. Payment Type
    2. Payment Method
    3. Issued On
    4. Category
    5. Received By User
    6. Received by Unit
  7. Click on SAVE

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