...
The outline below is the minimum configuration required to setup the system, it is not a comprehensive list of all available configurations.
Base System Configuration Process
1 -
...
Configure Countries and States/Provinces
Countries UI Location: Setup → Regional Setting → Countries
...
At least one country must be configured, and a province/state if applicable.
Regional Setting Configuration Example
2 -
...
Configure Owner Settings
Financial Settings: Setup → Users & Accounts → Owners → Financial Setting
Currencies are required in order to set the currency of an account and also the currency on packages in the product catalog.
Currency Exchange: Setup → Finance → Currency Exchange
Currency Exchanges permit you to define currency exchange rates when you have more than once currency configured. At least one currency exchange must be setup for bill runs to know what exchange rates to use.
...
Financial settings cover the currencies you can configure on the packages (products) you sell, the currencies that can be configured on accounts and other settings such as setting the fiscal year for your organization.
Financial Settings Configuration Example
Password Policy: Setup→ Users & Accounts → Owners → Password Policy
Password policy settings govern the password requirements (length, characters permitted) for users that log into the LogiSense Billing application. These settings include details such as how long accounts are locked out after entering multiple incorrect passwords, how often passwords need to be reset and more.
Password Policy Configuration Example
Branding: Setup→ Users & Accounts → Owners → Branding
Branding settings allow you to modify the logos that appear when users log into the LogiSense Billing application. This step is not critical to getting the system configured and can be performed at a later time if desired.
Branding Configuration Example
Automatic Naming: Setup→ Users & Accounts → Owners → Automatic Naming
Automatic naming schemes are useful when migrating from another billing system. Invoice numbers and/or credit note numbers can be setup to resume from the last invoice number or credit note number issued in the previous billing system. This step is not critical to getting the system configured and can be performed at a later time if desired.
Automatic Naming Configuration Example
Locales: Setup→ Users & Accounts → Owners → Locales
Locales allow you to define translations for product names in multiple languages. Locales are attached to invoice templates so that the translations are presented on the invoice when it is sent to an account billing contact. This step is not critical to getting the system configured and can be performed at a later time if desired.
Payment Types: Setup→ Users & Accounts → Owners → Payment Types
Payment types are the methods that an account is permitted to use to make payments (credit cards, ACH, etc.). The payment methods that a payment gateway supports will be automatically populated when the gateway is configured in LogiSense Billing, you do not need to manually add them.
If you wish to add offline payment methods (used simply to record payments on accounts) you can do so from this screen. This step is not critical to getting the system configured and can be performed at a later time if desired.
Payment Types Configuration Example
Payment Gateways: Setup→ Users & Accounts → Owners → Payment Gateways
Payment Gateways are used to process manual and automatic payments for the payment types that the gateway supports (credit cards, ACH).
Payment Gateway Configuration Example
3 - Configure SMTP Settings
SMTP Settings: Setup → Extensibility → SMTP Settings
SMTP Settings settings are required to send emails to users of the system as well as account contacts.
For LogiSense Billing system users these include emails to new users so that they can setup their password, reset password emails and emails for other notifications which you that can configure be configured (e.g. email notification that a system event has occurred, such as a bill run starting or finishing).
For account contacts emails can be sent in order to deliver an invoice or on certain events that you configure (e.g. a welcome an email sent out to a an account billing contact when a new account payment is activatedoverdue).
4 - Configure Users and Roles
Role Groups: Setup
...
Payment Terms: Setup → Finance → Dunning Process → Payment Terms
AR Terms: Setup → Finance → Dunning Process → AR Terms
Accounts receivable terms determine when payment is due (using configured payment terms) and what actions are executed when payment has not been received (using dunning rules).
AR Terms are required to configure accounts.
...
→ Users & Accounts → Users → Role Groups
Role Groups allow you to define specific screen permissions that can be configured on roles in the LogiSense Billing application. Roles are then assigned to users to determine what the user can see and do in the system.
Role Group Configuration Example
Roles: Setup → Users & Accounts → Users → Roles
Roles are assigned one or more role groups to determine the permissions that a role is granted. Once roles are set up they can be assigned to users in order to impart the needed permissions to that user.
Users: Setup → Users & Accounts → Users → Users
Users can log into the LogiSense billing system and access screens/features of the system based on the role they are configured with
5 - Configure Account Settings
Account Types: Setup → Users & Accounts → Accounts → Account Types
Account types are used to classify accounts (partner, enterprise, etc.). An account type is selected during account creation but it can be changed after the account has been created if need be (on the Account > Overview > Settings > account screen).
Account Types Configuration Example
Account Status Types: Setup → Users & Accounts → Accounts → Account Status Types
Account status types allow you to define what statuses an account can be in (Pre-Active, Active, Suspended, etc.).
Account Status Types Configuration Example
Contact Types: Setup → Users & Accounts → Accounts → Contact Types
Contact types are setup in order to configure certain types of contacts on accounts (a billing contact, administrative contact, site contact, etc.). Contact types contain contact points which are configured to store contact related data (email addresses, physical addresses, phone numbers, text, etc.).
Contacts are important depending on what system functionality you are using. E.g. if you are emailing invoices then you will need a billing contact on an account with a valid email address. If you are applying taxes to charges you will need a service or billing contact on an account so that the contact’s physical address can be used to determine which taxes apply to the charge.
Contact Types Configuration Example
6 - Configure Currency Exchange Settings
Currency Exchange: Setup → Finance → Currency Exchange
Currency Exchanges permit you to define currency exchange rates when you have more than once currency configured. At least one currency exchange must be setup for bill runs to know what exchange rates to use when billing.
Currency Exchange Configuration Example
7 - Configure Templates and Invoice Delivery Settings
Email Template: Setup → Extensibility → Templates → Email
Email templates are used to notify account contacts and users when system events such as dunning, billing and invoicing activities occur (e.g. an email sent when payment is overdue). Email templates can be configured with variables to provide dynamic data in email messages (e.g. a contact's name, account id, account balance, etc.).
Email templates are only required if you will be sending invoices by email, sending dunning alerts to account billing contacts or emailing system users about system events (bill run has started, finished, etc.).
Dunning/Payment Overdue Email Template Example
Invoice Template: Setup → Extensibility → Templates → Templates
Invoice templates are only required if you will be generating invoices and sending them to account contacts (a sample template is included with a new installation, so this configuration does not need to be performed immediately). From the invoice template screen you can also create Credit Notes.Note templates.
Invoice Template Configuration Example
Invoice Delivery: Setup → Finance → Invoicing
Invoice delivery defines how invoices are sent (via email , or offline) and which invoice template to use.
6 - Setup General Ledger Codes (Optional)
GL Codes: Setup → Finance → Billing → GL Codes
GL Codes can be associated with services (charges) as well as tax rates. If you do not use GL Codes you can skip this configuration step.
...
Invoice delivery settings are attached to bill groups to define how to invoice the accounts under the bill group (e.g. email deliver invoices to the ‘corporate’ bill group and use the invoice template ‘corporate’).
Invoice Delivery Configuration Example
8 - Configure Billing Settings
Bill Groups: Setup → Finance → Billing → Bill Group
Bill Groups define how accounts are billed. In order to setup an account in the system you must have a bill group to assign to the account.
...
Bill Group Configuration Example
Bill Runs: Setup → Finance → Billing → Bill Runs
Bill runs are configured to bill accounts. The can also trigger invoicing and payment collection actions and execution of contract and accounts receivable terms (dunning rules). Bill runs are associated with bill groups in order to specify which accounts to bill when the bill run is triggered.
Bill Run Configuration Example
GL Codes: Setup → Finance → Billing → GL Codes
GL Codes can be associated with services (charges) as well as tax rates. If you do not use GL Codes you can skip this configuration step.
General Ledger (GL) Code Configuration Example
9 -
...
Configure Usage Billing Elements (Optional)
If you are not charging for or providing usage with your offering and only billing using a subscription model you can skip this section.
Class Type: Setup → Usage Rating → Rate Types → Class Type
...
Usage buckets are attached to services and other entities in order to provide included usage and usage tiers.
10 -
...
Configure the Product Catalog
Service Types: Setup → Product Catalog → Services → Service Types
Service types provide a means to categorize services within the system. Services cannot be configured without first configuring service types.
Service Type Configuration Example
Service Status: Setup → Product Catalog → Services → Service Status
Service statuses are used to setup the service states you require, for instance 'Preactive', 'Active', 'Suspended'. Service Statuses are required in order to configure packages.
Service Status Configuration Example
Service Transitions: Setup → Product Catalog → Services → Service Transitions
Service transitions define which statuses a service can transition to. For instance, a transition called 'Suspend' could be setup which enables the ability to switch from an active service status to a suspended service status. Service transitions only need to be setup if you are charging fees when a service transitions from one status to another.
Service Transitions Configuration Example
Service: Setup → Product Catalog → Service
Services are chargeable elements in the system (for instance an access service, device, license, etc.). Services represent the individual line items that when bundled together as a package become the offering that is sold and added to accounts. Services are required to setup packages.
Package Status: Setup → Product Catalog → Packages → Package Status
Service statuses are used to setup the service states you require, for instance 'Active', 'Suspended'. These statuses define if a package is billable or not, based on how you configure them. A package status must be specified in order to add a package to an account.
Service: Setup → Product Catalog → Service
Services are chargeable elements in the system (for instance an access service, device, license, etc.). Services represent the individual line items that when bundled together as a package become the offering that is sold and added to accounts. Services are required to setup packages.Package Status Configuration Example
Package: Setup → Product Catalog → Package
...
Package Frequency: Setup → Product Catalog → Package → + 
on the Package to add the Package Frequency
Package frequencies allow you to configure packages with as many billing frequencies as you require (monthly, quarterly, annually, etc.). Recurring, one-time and tiered prices are configured on services and service transitions that are setup on package frequencies.
Package and Package Frequency Configuration Example
11 - Configure Accounts Receivable Terms
Payment Terms: Setup → Finance → Dunning Process → Payment Terms
Payment terms allow you to define how invoice due dates are set and are required in order to setup accounts receivable terms (AR terms).
Payment Terms Configuration Example
Dunning Rules: Setup → Finance → Dunning Process → Dunning Rules
Dunning rules allow you to define the events which are triggered when account invoices become overdue. Available options include sending emails, applying fees and changing account statuses. Dunning rules execute during bill runs, but only if the 'Run Dunning Process' setting is enabled on the bill run.
Dunning Rules Configuration Example
AR Terms: Setup → Finance → Dunning Process → AR Terms
Accounts receivable terms determine when payment is due (using configured payment terms) and what actions are executed when payment has not been received (using dunning rules).
AR Terms are required to configure accounts.
Accounts Receivable Configuration Example
Adding a Package to an Account
At this point a package can be added to an account (sold).
1 - Create an Account
New Account: Account → New
...
An account will require at least one contact if you wish to deliver invoices. By default the system will require that you add a billing contact to an account (but this requirement can be disabled).
Creating Child Accounts (Optional): Account → Account Tree Icon → account
Child accounts are created under a parent account and by default will be configured to roll up invoice subscription charges and usage charges to their parent account (although a child account can be setup to receive its own invoice if desired).
Child Account Creation Example
2 - Add a Package to the Account
Add Package: Account → Profile → Packages → Account Package
Packages are products/offerings that are added to accounts and billed. When you add a package to an account it will indicate when it will next be billed by showing a ‘Next Bill Date’ value.
Account Package Configuration Example
Billing an Account and Generating an Invoice
Now that an account package is in place it can be billed and an invoice generated which contains the package charges.
1 - Bill a Package on an Account
Bill Account: Account → Profile → Packages → Bill Account
On the packages screen there is an option to bill packages (theaction button). This will allow you to bill the account package added in the step above. Provided the bill run date range is configured to bill over the package’s ‘Next Bill Date’ and the options on the bill run are set to bill packages, run invoices and render invoices.
2 - View/Download the Invoice Generated by the Bill Run
Invoices: Account → Billing → Invoices
The UI will pop-up messages when a bill run starts and when it finishes. When a bill run finishes it will generate an invoice (provided run & render invoices was set on the bill run, and there were charges on the account to bill). After the bill run finishes you can load the Invoices screen to view the invoice details (transactions on it, taxes applied, etc.). To view the invoice you can download it as a pdf on the same Invoices screen (using the action button).