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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.

In this article we will cover how to setup and schedule a bill run , schedule it and how to enable Auto Pay on a bill run (automatic payment collection)that bills packages and generates an invoice.

For additional details on the fields presented on the bill runs screen see the Bill Runs Screen screen help article.

For an example on how to enable automatic payment collection on bill runs see the Bill Run Auto Pay Configuration Example.

Prerequisites

• Currency exchange rates exchange rates must be configured before bill runs can be setup

• In Bill groups need to be setup in order to specify which accounts bill runs apply to bill groups need to be setupa bill run will bill

Sample Configuration

Creating a New Bill Run

In this example we will add a bill run that is configured to bill packages and generate an invoice.

1. Log into the LogiSense Billing application

2. Click on the Setup menu, Finance and then Billing

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3. Under the Bill Runs heading click the  button to add a Bill Run

   

4. Under the Add Bill Run heading give the bill run a Name (e.g. 'Test BRDefault'). 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)

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5. To specify the accounts that the the bill run should bill it needs to be associated with one or more bill groups. Click on the Bill Group tab to select an existing bill group. In this example a bill group called ‘Test BG’ has been ‘Default Bill Group’ is being added to the bill run (shown in the image below)

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6. Next select the Exchange Rates tab and select the exchange rates to use when billing

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7. 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.

1. 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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2. 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)

3. Select the bill run and under the Edit Bill Run panel on the right click on the Schedule tab

4. To schedule a one time bill run click the icon next to Schedule tab

5. On the modal that appears specify when the bill run should occur (e.g. ‘Schedule Now’)

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   ) and the Billing period start and end dates. The dates will determine if a account-package is billed based on the account-package bill date (e.g. an account-package with a bill date of Nov 1st 2020 will not bill based on the bill period range set in the image below)

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6. Click Add and then Save to add the one-time scheduled bill run

7. The bill run will now be listed on the Scheduled tab

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8. Click Save on the Bill Run to save the schedule set and the bill run will execute

Result

Setup / Finance / Billing / Bill Runs

When the scheduled bill run executes and finishes it will indicate when it started and completed on the Completed tab

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Account / Billing / Invoices

When accounts are setup and billed by the bill run as configured above an invoice will be generated for transactions on the account within the bill run’s billing period.

To see the

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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.

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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:

1. Navigate to the bill runs screen under Setup / Finance / Billing / Bill Run

2. Select the Bill Run that you want to configure for Automatic Payment processing

3. 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

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4. 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>>

Related Guides

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

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Next Steps

• 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