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Summary

Bill groups comprise a collection of accounts which are all billed alike (billed on the same day, using the same invoicing configuration, etc.). You can setup as many bill groups as you require, grouping accounts under bill groups by more than just their account type (for instance, you could setup one bill group for credit card customers and another for ACH customers).

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Summary

Accounts are assigned a bill groups in order to specify billing settings for the account. Accounts under the same bill group may share the same account type (e.g. partner, reseller etc.) and/or be grouped by other criteria such as the account’s payment type (e.g. credit card customers in one group, ACH customers in another). An account’s bill group is selected when a new customer account is created. The bill group that is specified on existing accounts can be changed, however accounts which are not invoiced for subscription and usage charges will have the bill group option greyed out (the bill group settings of the account(s) being invoiced will be used in this scenario).

Prerequisites

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In this configuration example we will add a sample bill group with a default account bill day of the 1st, an invoice due date as the 21st and an invoice date as 1st of the current month. This example assumes that the group of accounts have payment terms set with term of net 20.

For additional details on the fields and options presented on the bill group screen see the bill groups screen help article.

Prerequisites

  • An Invoice Delivery configuration needs to be defined before bill groups can be setup.

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Process

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Sample Configuration

Adding a Bill Group

  1. Log into the LogiSense Billing application

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  1. Click on

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3. Under Billing settings, Click on Bill Group.

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The Bill Group Panel

The information in this panel reflects the currently selected bill group. From here you can change bill group details (fields will display a red left border if a value is required and purple text if the field is read-only and cannot be modified).

Note: Fields shown below with an asterisk indicate that the setting is the default value for new accounts setup under the bill group. Modifying these settings will not affect existing accounts under the bill group. Accounts are free to deviate from these default bill group settings (e.g. if the bill group's bill day is '1' the bill day for accounts under the bill group can be changed to a value other than '1'). Changing the value of settings that are not marked with an asterisk will update those settings on existing accounts setup under the bill group.

Bill Group Fields:

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Name: a descriptive name for the bill group

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Bill Day*: sets the default bill day for accounts. The bill day can be any number between 1 and 28. If this field is left empty the bill day of accounts created under this bill group will be the day that the account is created

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Usage Bill Day*: sets the default day usage will be billed for accounts. The usage bill day can be any number between 1 and 28. If this field is left empty the usage bill day for accounts created under this bill group will be the day the account is created

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Invoice Delivery*: specifies the invoice delivery settings to use. Delivery settings determine how the invoice is sent (e.g. emailed as a pdf attachment) and the invoice template to use (invoice branding, layout and content)

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  1. Setup, Finance and then Billing

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  2. Click on the Bill Group tab

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  3. Under the Bill Groups heading, click the (blue star) icon to add a new bill group

  4. Under the Add Bill Group heading, fill out the required fields (marked with the redleft border)

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    1. Enter the bill group Name (e.g. Default)

    2. Enter 1 for the Bill Day

    3. Select an Invoice Delivery, this specifies the invoice delivery settings to use

    4. If desired, enter an Invoice Render Threshold Amount (e.g. if you specify $20 the invoice will not be generated until the total invoice charges meet or exceed

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    1. $20)

    2. Select the Invoice Due Date

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    1. based on as Account Bill Date

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    1. . This option uses the

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    1. account bill date along with

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    1. the payment terms configuration to determine the invoice due date. For instance, if the account's bill day is

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    1. the 1st and the payment terms configuration is set to Net 20, then the invoice due date will be set to

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Invoice Render Date: the invoice date will be set to the date that the invoice is generated

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    1. the 21st

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Invoice Render Date: uses the day the invoice is rendered and the payment terms configuration to set the invoice due date. For instance, if the invoice is rendered on April 5th and payment terms are 'On Due Date' then the invoice due date is April 5th

Invoice Date Based On: allows you to configure when the invoice date is set

    1. Select the Invoice Date Based On as Account Bill Day. This will configure the invoice date to be based on the bill day of the account

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    2. When the Invoice Date Based On

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    1. field is set to

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    1. ‘Account Bill Day’ the Account Bill Day

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    1. Option field will be configurable. Select Current Period in this field, this will set the invoice date as the 1st of the current month (if the account bill day is set to '

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Bill Runs tab

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    1. 1')

    2. If you have already configured bill runs you can select one or more of them in the Bill Run(s) To Add drop down list. When a bill group is connected to a bill run the accounts that are in the bill group

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  • Accounts tab

This tab shows the accounts that are setup under the bill group. The 'Filter Accounts' field here allows you locate specific accounts under the bill group.

The available actions are described below:

Adding Bill Groups

  1. Under the Bill Groups heading, click the add icon

  2. Under the Add Bill Group heading, enter the bill group details.

    1. For e.g. as shown in Fig-1 enter the bill group name as BILL GROUP 20, ‘Bill day’ as 1, ‘Invoice Delivery’ as Default, ‘Invoice Render Threshold Amount’ as $100, ‘Invoice Due Date based on’ as Account Bill Date, ‘Invoice Date based on’ as Account Bill Day, 'Account Bill Day Option' as Current Period.

    2. Select as Bill Run and Click on Add to add the Bill Run.

  3. Click Save to add the new Bill Group.

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Fig-1

Editing Bill Groups

  1. Under the Bill Groups heading,t

    1. will be billed when the associated bill run is executed

  2. Click Save to add the new Bill Group

Editing a Bill Group

Modifying some bill group settings can impact existing accounts in the bill group, while changing other bill group settings will only impact new accounts added to the bill group. For a list of which settings impact existing accounts/new accounts see the bill group screen help article.

  1. Log into the LogiSense Billing application

  2. Click on Setup, Finance and then Billing

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  3. Click on the Bill Group tab

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  4. Under the Bill Groups heading, click the bill group you wish to edit. For e.g. Bill Group “BILL GROUP 50” is selected for modification as shown in Fig-2.Under the Edit Bill Group heading

  5. Under the Edit Bill Group heading, modify the bill group details for (e.g. Bill Day is modified to 10 as shown in Fig-2.Click Save when the image below. Once the Bill Group changes are saved all newly created accounts setup with this bill group will default to a bill day of ‘10’. Existing accounts under this bill group will not have their bill day changed)

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  6. Click Save when finished making changes and changes will be saved.

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Fig-2

Deleting a Bill

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Group

Info

You cannot delete a bill group if it is in use. If you need to delete a bill group that is in use you will first need to change all accounts under the bill group to use another bill group and also remove the bill runs that have been added to the bill group.

  1. Under the Bill Groups heading, select the bill group you wish to delete. For e.g. Bill Group name “BILL GROUP 20” is selected to be deleted as shown in Fig-3.

  2. Under the Bill Groups heading, click the bin iconthe (blue star) icon

  3. On the confirmation dialog that appears select Yes. The select Yes and the selected Bill group will be deleted.

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  1. Image Added

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Adding a Bill

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Run to a Bill Group

Info

This step cannot be performed until a bill run is setup. See the Bill Run Configuration Example article if you have not yet setup a bill run.

  1. Log into the LogiSense Billing application

  2. Click on Setup, Finance and then Billing

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  3. Click on the Bill Group tab

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  4. Under the Bill Groups heading click the bill group you wish to edit

  5. Under Edit Bill Group ensure the Bill Runs tab Under Edit Bill Group panel ensure the Bill Runs tab is selected and then click inside the text field labeled Bill Run(s) To Add. As shown in Fig-4the image below, BILL GROUP 50 is selected and clicking inside the text field labeled Bill Run(s) shows list of Bill Runs that can be added.

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    Fig-4

  6. In the list that appears check off the bill runs you wish to add to the bill group

  7. Click the  Add button + Add button to the right. As shown in Fig-5, A Bill run is selected by clicking on the checkbox.

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    Fig-5

  8. Click Save to commit the changes. As shown in Fig-6, Bill Run selected in step 4 will be added once Save is clicked.

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Fig-6

  1. add the bill runs to the bill group

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  2. Click Save to commit the changes

Removing Bill Runs from the Bill

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Group

  1. Under the Bill Groups heading, the Bill Groups heading click the bill group you wish to edit

  2. Under Edit Bill Group ensure the Bill Runs tab is selected and then click the button shown below to remove from the bill group. As shown in Fig-7, the highlighted Bill Run is selected to be removed.

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    Fig-7

  3. The “X” button will appear against the Bill Run selected for deleting as shown in Fig-7, click it to confirm that you wish to remove the bill run and the bill run you selected to delete will appear crossed out in the list as shown in Fig-8.

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    Fig-8

  4. Click the Save button to commit the removal of the bill run. The selected Bill Run will be removed.

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Next Steps

<<documentation team task: link to next configuration article>>

<<documentation team task: link to API guide which covers the same config process>>

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  1. Under the Edit Bill Group panel ensure the Bill Runs tab is selected and locate the bill run you wish to remove. Clicking the (blue star) button followed by the (blue star) button to the right of the bill run will flag it as an item to be removed

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  2. The bill run will appear to be crossed out (staged for removal). Repeat the process to mark other bill runs for removal if desired

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  3. Click the Save button to commit the changes and remove the bill runs from the bill group

Next Steps

  • Optional: Bill Runs need to be setup and associated with a bill group in order to bill the accounts that are under a bill group. This step can be performed later when you are ready to bill an account if desired. See the Bill Run Configuration Example article for an example of how to configure bill runs

  • Optional: If you utilize General Ledger codes you can configure these now or at a later time. See the General Ledger (GL) Code Configuration Example article for a configuration example

  • You have now configured the system to the point where the products you wish to sell can be setup. The first step is to setup service types which are used when configuring services. See the Service Type Configuration Example for an example of how to setup service types