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Click on Setup
Click Bill Runs
If an existing bill run has been configured you can click on it's name to edit it. To configure a new bill run click the Add button. Bill run fields are shown and explained below (required fields are in red)
Name - a descriptive name of your bill run (for example, "Monthly Bill Run")
Enabled - this is an ON / OFF switch for the bill run. This can be used for example if you have multiple bill runs for different periods and you want to leave the settings intact per bill run, and create a new bill run for a different schedule
Start billing at this date / time - this is the date and time that you want the Bill Run to run. The time value set here is the time at which billing will run daily going forward if you leave the Bill Run enabled. If you set the time to 6am for example then billing will run at 6am each day (i.e. after a Bill Run is completed this value will be incremented by 24 hours). If you need to perform a one-off/manual Bill Run you would enable the setting 'Disable Billing After Bill Run' so that the Bill Run only runs once. If you need a Bill Run to run immediately, set this field to a time in the past and the Bill Run should fire within a minute if it is not busy with other jobs/tasks
Bill Customers between - the starting date of the billing range that determines which user-packages are billed. E.g. if an account's user-package 'next bill date' is May 5th you would need to set this field to a date on or before May 5th in order to bill that user-package. This date and the 'And' date will auto-increment to a daily interval after a bill run completes. The auto-incremented value will fall in sync with the 'Start Billing at this date / time' value, meaning once a bill run completes this 'Bill Customers between' field will be set to one day before the 'Start Billing at this date/time' value and the 'And' field described below will be in sync with the 'Bill Customers between' value (i.e. the billing range will be a single day going forward)
And - this is the effective end day for the billing range. Customers within this range will be billed. For advance billing add the number of advance bill days to this range to control who will be advance billed
Billing/Bill Packages:
Billing (EngageIP 8.5.27.1 and earlier) - this will calculate and add transactions to user accounts. Usage will be billed based on existing usage next bill dates where available, unless the 'Usage Billing Type' User Component is present on an account. If you need to bill usage for accounts that have the Usage Billing Type Component present then also enable the 'Bill Usage Only' check box in addition to this 'Billing' check box. The order of events that occur when this item is executed is:
Close open credit notes
Render credit notes
Bill user packages and services
Closes invoices (rendering is another bill run option)
Bill Packages (EngageIP 8.6.0+) - this will only execute billing for package related charges (one-time, recurring), will not bill usage. As of EngageIP 8.6.0 usage is handled by a new bill run option called 'Bill Usage' which is explained below
Credit Card - indicates that credit card processing during the bill run should be performed. Payments by credit card will either be disbursed automatically or not depending on your configuration under 'Payment Types' on the setup page. Credit cards are processed only on active status accounts that have a balance.
Note: for EngageIP 8.5.27.0+ the Auto Pay setting must be configured on accounts for payment processing to occur (found under Tools > Auto Pay). If Auto Pay is not enabled then the Account is configured for manual billing and the bill run will not attempt to process paymentsCapture Pre Auths - if enabled this option will check for outstanding payment-authorizations and capture the invoice balance against the latest authorization (there should only be one valid authorization). Credit Card Token is the only payment method that supports this feature at present, so the bill run option "Run Credit Card Token" must be enabled for this option function
Run Credit Card Token - if checked a token will be sent to the credit card payment gateway to collect payment/charge the user. You should only use this option if your credit card gateway uses tokens
Note: for EngageIP 8.5.27.0+ the Auto Pay setting must be configured on accounts for payment processing to occur (found under Tools > Auto Pay). If Auto Pay is not enabled then the Account is configured for manual billing and the bill run will not attempt to process paymentsRun E Check Token - if checked a token will be sent to the E Check payment gateway to collect payment/charge the user. Note: only use this option if your E Check gateway uses tokens
Note: for EngageIP 8.5.27.0+ the Auto Pay setting must be configured on accounts for payment processing to occur (found under Tools > Auto Pay). If Auto Pay is not enabled then the Account is configured for manual billing and the bill run will not attempt to process paymentsACH/PAP - if checked, ACH/PAP accounts will be processed during the bill run. Checking this will export transactions to a file and process of automated processing is available or drop the file for reconciliation at a later date
Note: for EngageIP 8.5.27.0+ the Auto Pay setting must be configured on accounts for payment processing to occur (found under Tools > Auto Pay). If Auto Pay is not enabled then the Account is configured for manual billing and the bill run will not attempt to process paymentsRun Render Invoice - if checked, invoices will be rendered and closed during the bill run. What this means is that the next time you go to load the invoice (if you have not run the ‘run render invoice’ option) it will take a short while to render the first time. This ensures that the invoice has the most up to date data in the rendered form.
Run Delivery - this enables billing to deliver based on the settings in the bill groups (i.e. Email, Email & Hardcopy, Hardcopy, or None). This also is the process which executes on the EXPORT option on bill groups, whether to HTML or PDF on the hard drive
Run Payment Terms - this executes the credit rating functionality and any payment terms associated with it. This was previously executed using the 'bill run' process but is now broken out so that it can be run manually
Run Payment Retry Terms - this executes any Custom Action Payment Retry Terms that have been setup under Credit Ratings. See the Payment Retry Terms article for more information. If Custom Retry Terms have not been defined or this ' Run Payment Retry Terms' option is unchecked then payment retries will be executed using the default EngageIP system configuration (by default retries are attempted when a Bill Runs is executed with the 'Credit Card' option selected).
Bill Usage Only/Bill Usage:
Bill Usage Only (EngageIP 8.5.27.1 and earlier) - this option allows you to perform a bill run but not bill packages, this option simply allows you to bill usage on accounts that have the 'Usage Billing Type' User Component configured. Invoices will remain open when billing for usage only
Bill Usage (EngageIP 8.6.0+) - this option bills usage only and observes the 'Usage Next Bill Date' found on the 'Usage Billing Frequency' user component to determine when usage transactions should be generated
Use For Posting Date - this option allows you to tell the bill run to set the posting date within a certain specified period. If not selected, EngageIP will set the posting date to be the date the transaction was added. Taking into account the below setting and if this is checked, the system will take the month you select, the year you select, and put that together with the users bill day to determine the posting date it will use on the transactions
Posting Date Month - select the month for the posting date to be entered within
Posting Date Year - select the year for the posting date to be entered within
Close Invoice On Cancelled Customers - this option will automatically close any open invoices that are on cancelled customers. This ensures any final invoices are sent out. Generally this option should be enabled to manage historical data and keep accounts clean. This option will also look for active customers with credits that are not attached to invoices, create an invoice for that customer, attach the credit so it's not left unattached to an invoice and then close that invoice
Disable Billing After Bill Run - if you would like billing to run once and turn itself off (so it doesn't run every 24 hours) you can check this box. When checked, billing will run at the scheduled time and then the 'Enabled' box at the top of the config screen will be unchecked and billing will not start again until you check that enabled box again
Bill Run Collection Type - introduced in 8.5.27.0 this setting allows you to define how payments are collected. Options described below:
Note: none of the options below will trigger payment processing on an account if the account has automatic payment disabled (Tools > Auto Pay > 'Auto Pay' unchecked)Due Date - processes payments for closed invoices that are due. The 'Payment Day' setting specified on Accounts is ignored if this option is set, payments due will be processed when the bill run executes. This setting was previously called 'Only Collect Money On Due Invoices' prior to EngageIP 8.5.27.0
Payment Day - this option indicates that the 'Payment Day' configured on Accounts should be used to determine if payment processing should occur. E.g. if an Account's Payment Day is the 5th and the bill run executes on the 5th of the month then payment will be collected. This setting collects payment based on the invoice due date, the same behavior as the 'Due Date' setting above. If you are using this setting and you do not execute a bill run on a daily schedule you should create two bill runs, a 'Payment Processing bill run' (to run daily) and a standard (invoicing) bill run which you run when desired. The payment processing bill run should enable the payment methods that are used on accounts (i.e. some or all of the following settings: Credit Card, Run E Check Token, Run Credit Card Token, ACH/PAP). The standard bill run should handle the non-payment processing tasks, e.g. 'billing' should be enabled along with all other events you wish to occur on the account bill day such as invoice rendering and delivery
User Balance - this option will collect payment equal to the balance on the account. The 'Payment Day' setting specified on accounts is ignored if this option is set, payment processing for the user balance amount will occur when the bill run executes
Start Email Message (new in EngageIP 8.6.0) - If selected a notification email will be sent to the contact type you specify on the branded owner user when the bill run starts. See the Email Messages Configuration article for more information
End Email Message (new in EngageIP 8.6.0) - If selected a notification email will be sent to the contact type you specify on the branded owner user when the bill run finishes. See the Email Messages Configuration article for more information
Bill Day - this option allows you to set a specific bill day to look for during billing on accounts (as stamped on individual accounts) and it will only bill that ‘bill day’ even though the bill run range is larger. Example: A bill run range of Nov 1 to Nov 20 and a bill day set to 2 will only bill Accounts accounts where the user bill day is 2. It will not bill user packages whose next bill dates fall within that range unless the user bill day also equals 2. This has an effect on user package next bill dates that do not match user bill day, if the user bill day matches 2 (as configured on the bill run) in this example, then any packages also with next bill dates within the range would get billed but any accounts with user package within that range where billday user bill day <> 2, they will not get picked up even though the bill group associated may match.
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