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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).

A customer's 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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Sample Configuration

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Adding a Bill Group

1. Log into

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1. 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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Adding a Bill Group

In this example we will add a bill group that will set the default bill day as 1st for the new accounts. Review the configuration required below to create a bill group to set the account bill day as 1st, the invoice due date as 21st of the month and invoice date as 1st of current month. This is assuming that the group of accounts using this bill group have payment term set with term of 20.

1. Under the Bill Groups heading, click the + Add icon to add a bill group.

2. Under the Add Bill Group headingSetup, 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  icon to add a new bill group

5. Under the Add Bill Group heading, fill out the required fields (marked with the redleft border) as shown in Fig-1.

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

   2. Enter ‘Bill day’ as 1, Select ‘Invoice Delivery’ for e.g. Default. This 1 for the Bill Day

   3. Select an Invoice Delivery, this specifies the invoice delivery settings to use.Enter ‘Invoice Render Threshold Amount’ for

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

   5. Select ‘Invoice the Invoice Due Date based on’ on as Account Bill Date, this . This option uses the most recent account bill date along with the payment terms configuration the payment terms configuration to determine the invoice due date. For instance, if the account's bill day is March the 1^st and the payment terms configuration is set to Net 20, then the invoice due date will be set to March the 21^st.

   6. Select ‘Invoice Date based on’ as ‘Account Bill Day’, this will set 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.

   7. When

      ‘Invoice

      the Invoice Date Based On

      '

      field is set to

      'Account Bill Day, '

      ‘Account Bill Day’ the Account Bill Day Option

      '

      field

      is enabled

      will be configurable. Select

      'Current Period’ as 'Account Bill Day Option'

      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

      as

      to '1

      .

      Select a Bill Run from the drop down to associate the bill group with the bill run. The ')

   8. 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 this the bill group are will be billed when the associated bill run is executed. Click on Add

6. Click Save to add the

   Bill Run to the

   new Bill Group

Editing a Bill Group

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Click Save to add the new Bill Group.

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Fig-1

Editing a Bill Group

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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. select Bill Group “BILL GROUP 50” for modification and bill day will be modified from 1 to 10th 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 Group

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

2. Under the Bill Groups heading, click the bin iconthe  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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Adding a Bill Run to a Bill Group

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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. Under Edit Bill Group ensure the Bill Runs tab

5. 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.

   

   Fig-4

6. In the list that appears check off the bill runs you wish to add to the bill group as shown in Fig-5

7. Click the  Add button to the right. As shown in Fig-5.

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   Fig-5

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

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Fig-6

Removing Bill Run from Bill Group

1. Under the Bill Groups heading, + Add button to 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 Group

1. Under 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.

Next Steps

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

Related Guides

<<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 button followed by the  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