Summary
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 using an automated recurring approach. The accounts that a bill run touches are determined by the bill groups that the accounts are under. Bill runs are associated with bill groups in order to bill accounts.
Bill runs can be set to run daily, however, executing In this article we will cover how to setup a bill run does not mean billing, invoicing or other enabled bill run options will occur for every account that the bill run is evaluating. Bill runs check bill dates and other 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 bill dates have been reached will packages be billed., schedule it and how to enable Auto Pay on a bill run (automatic payment collection).
Prerequisites
Currency exchange rates must be configured before bill runs can be setup
In order to specify which accounts bill runs apply to bill groups need to be setup
Sample Configuration
1. Log into your Logisense Billing application
2. Click on the “Setup” menu then Finance. Then click on Billing.
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3. Under Billing settings, Click on Bill Run.
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Creating a New Bill Run
In this example below we will add a bill run set that is configured to bill packages and generate an invoice.
Log into the LogiSense Billing application
Click on the Setup menu, Finance and then Billing
Under the Bill Runs heading click the
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button to add a Bill Run
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Under
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the Add Bill Run heading
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Give the bill run name for e.g. “Test BR”
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Click on Bill Packages to bills the account-packages that have a 'next bill date' that falls within the Bill Period (Bill Period Start to Bill Period End) date range.
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Click on Run Invoices to stamp transactions with an invoice number.
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Click on Render Invoices to generates invoices.
Fig-1
Bill group called “Test BG” is associated with this Bill run as shown in Fig-2
Fig-2
Click Save. Bill Run will be created.
Schedule a Bill Run
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give the bill run a Name (e.g. 'Test BR'). In the example shown below the bill run has been set to to bill packages and generate an invoice on the billed accounts. Packages on accounts will only be billed in this example if their package ‘next bill date’ falls between Sept 1st and Oct 1st (the Bill Period Start and Bill Period End dates shown below)
To specify the accounts that the the bill run should bill it needs to be associated with one or more bill groups. In this example a bill group called ‘Test BG’ has been added to the bill run (shown in the image below)
Click Save to create the bill run
Scheduling a One-Time Bill Run
In the example below we will add a one time bill run to bill the accounts that are under a bill group.
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Ensure you have setup a bill group under the Setup / Finance / Billing / Bill Group screen. The image below shows a bill group called ‘Test BG’ which has two accounts under it
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Fig-3
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Go to the Bill Runs and under Bill Run heading on the left click the “Test BR” bill run.
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Navigate to the bill runs screen and ensure you have a bill run setup (e.g. use the ‘Test BR’ created in the previous example)
Select the bill run and under the Edit Bill Run panel on the right click on
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the Schedule tab
To schedule a one time bill run click
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the
icon next to Schedule tab
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On the
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modal that appears specify when the bill run should
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occur (e.g. ‘Schedule Now’)
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Click on Save as shown in Fig-5
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Fig-5
Once Bill Run is completed, it will show under Completed tab as shown in Fig-6
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Fig-6
Go to the account and it will show that the invoice is generated with package (subscription) charges.
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Click Add and then Save to add the one-time scheduled bill run
The bill run will now be listed on the Scheduled tab
When the scheduled bill run executes and finishes it will indicate when it started and completed on the Completed tab
To see the the invoice that is generated along with the with package (subscription) charges load an account under the bill group that the bill run billed and access the Invoices screen
Enabling Auto-Pay on a Bill Run
Bill runs can be setup to automatically collect payments due for accounts processed by the bill run. The payment methods setup on accounts will need to have the ‘Auto-Pay’ option enabled in order for payment to be collected when the bill run executes. See the Payments Example guide for instructions on how to enable the Auto-Pay setting on a payment method.
To setup automatic payment collection on a bill run do the following:
Navigate to the bill runs screen under Setup / Finance / Billing / Bill Run
Select the Bill Run that you want to configure for Automatic Payment processing
Under the Edit Bill Run panel enable Collect Payments and the Collection Type option will appear. Select if you wish to collect payment based on the Account Balance amount or the Invoice Balance amount
Click Save to commit the changes to the bill run
Whenever the Bill Run executes, it will now automatically collect payments from each account that has an active Payment Method with the Auto Pay option checked
Next Steps
<<documentation team task: link to next configuration article>>
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