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Bill Runs are configured in Setup / Finance / Billing / Bill Run |
Overview
Bill runs perform billing, invoicing and payment collection actions as well as execution of contract and accounts receivable terms (dunning rules). Bill runs can be triggered in either a manual 'one-off' fashion or automated scheduled to recur at a specific date and time. The accounts that a bill run processes are determined by the bill groups that the accounts are under. Bill runs are associated with bill groups in order to bill the accounts under the bill groups.
Bill runs can be set to run daily, however, executing a bill run does not mean billing, invoicing or other enabled bill run options will occur for every account that the bill run evaluates. Bill runs check bill dates on accounts to determine if billing, invoicing and other bill run actions should occur. For instance, bill runs configured to bill packages will evaluate the 'next bill date' value on account-packages and only if the bill run period start date and end date range include the account-package next bill date will packages be billed.
More information on bill run options and when these options execute can be found below in this guide.
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Note: As of version 10.7.0.0 bill runs will bill any account-packages with effective cancel dates earlier than the bill run’s period end value, regardless of the next bill date set on the account-package. This functionality permits charges/refunds to be applied to cancelled prepaid packages without the need to wait until the package’s next bill date is reached. |
Prerequisites
Currency exchange rates must be configured before bill runs can be setup
Bill groups need to be setup in order to specify which accounts to bill
Accounts receivable terms need to be setup if you wish to execute AR Terms (dunning rules)
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Execute accounts receivable terms: apply late payment penalties, suspend accounts for non-payment, etc. before billing runs
Bill packages: bill account-packages for accounts included by the bill run (i.e. accounts within the bill groups configured on the bill run)
Bill usage: bill usage charges for all account-packages included in the bill run (note: all unbilled past usage charges related to an account-package selected for billing will be billed if the ‘Bill Usage’ setting is enabled on the bill run. The Bill Period Start date set on the bill run isn’t used to determine if usage charges are applicable, all unbilled usage charges in the past related to the account-package will be billed when this option is enabled)
Execute contract terms: apply early termination fees, commitment fees
Run Invoicing: compile charges, apply taxes, total up balances and stamp the invoice id on account transactions
Collect Payments: utilize a payment gateway configured in the system to collect payment for accounts setup with an ‘Auto Pay’ payment method configured
Render: render the invoice (create the PDF invoice)
Deliver: deliver the invoice based on the account's bill group invoice delivery configuration
Bill Runs Panel
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Billing:
Bill Package: bills account-packages that have a 'Next Bill Date' that falls within the Bill Period (Bill Period Start to Bill Period End) date range
Bill Usage: bills usage charges related to account-packages that have a 'Next Bill Date' in the bill period date range (Bill Period Start to Bill Period End). All unbilled usage charges that precede the 'Bill Period Start' date will also be billed if it is determined that the account-package should be billed
Invoicing:
Run Invoices: compiles charges, applies taxes, totals up balances and stamps transactions with an invoice number
Render Invoices: generates invoices in a pdf format. A rendered invoice is a finalized invoice that cannot be edited and is ready for delivery. Rendering will only occur when this Bill Run option is enabled, and will render any invoice on the Account that has not been rendered yet
Deliver Invoices: delivers invoices based on the bill group's 'Invoice Delivery' setting. Invoices that are not rendered will not be delivered (i.e. no invoice exists to be delivered)
Contracts:
Run Contract Commitments: when enabled account and account-package contracts on the accounts being billed will be evaluated to see if contract related charges are applicable. If commitments are not met/contracts have been terminated prematurely then any configured penalty fees on the contract will be applied. When this option is enabled contract dates will be checked to determine if contract charges are valid, the 'Bill Period Start' date on the bill run is not referenced when the system is evaluating contracts on accounts/account-packages. This means that contract charges related to periods earlier than the specified bill period start date will be applied
Invoice Top-up: When this setting is enabled billing will apply charges for account contracts configured with a ‘Minimum Invoice Amount' if the configured minimum value on the contract has not been met. This setting will be disabled if the 'Run Invoices’ option is not enabled
AR Terms:
Run Dunning Process: when enabled this setting will trigger the execution of dunning rules that have been configured on the account (e.g. send the account's billing contact an email notification if they are X days overdue for payment, email and change the account status to suspended if payment is Y days overdue, etc.). It's recommended that you configure a standalone bill run to execute dunning rules on a daily schedule
Payments:
Collect Payments: when enabled payment can be collected from accounts that have an ‘Auto Pay’ payment method configured. Integration with a payment gateway must also be configured for payment collection to function
Bill Group tab
This tab displays which bill groups are associated with the bill run and allows you to connect or disassociate the bill run with existing bill groups.
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