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 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
An invoice delivery configuration needs to be defined before bill groups can be setup.
Sample Configuration
1. Log into your Logisense Billing application
2. Click on the “Setup” menu then Finance. Then click on Billing.
3. Under Billing settings, Click on Bill Group.
Adding a Bill Group
Accounts are segregated into bill group by the class of account for e.g. partners, reseller etc. In this example we will add a bill group to be used for a class of accounts. The group of accounts when created under this bill group will have the default account bill day set as 1st, the invoice due date as 21st of the month and invoice date as 1st of the current month. This is assuming that the these group of accounts have payment term set with term of 20.
Under the Bill Groups heading, click the + Add icon to add a bill group.
Under the Add Bill Group heading, fill out the required fields (marked with the red left border) as shown in Fig-1.
Enter the bill group name for e.g. Test.
Enter ‘Bill day’ as 1,
Select ‘Invoice Delivery’ for e.g. Default. This specifies the invoice delivery settings to use.
Enter ‘Invoice Render Threshold Amount’ for e.g. $20, this will keep the invoice from being generated until the total invoice charges meet or exceed this value i.e. $20.
Select ‘Invoice Due Date based on’ as Account Bill Date, this option uses the most recent account bill date along with the payment terms configuration to determine the invoice due date. For instance, if the account's bill day is March 1st and the payment terms configuration is set to Net 20, then the invoice due date will be set to March 21st.
Select ‘Invoice Date based on’ as ‘Account Bill Day’, this will set the invoice date based on the bill day of the account.
When ‘Invoice Date Based On' field is set to 'Account Bill Day, 'Account Bill Day Option' field is enabled. Select 'Current Period’ as 'Account Bill Day Option', this will set the invoice date as the 1st of the current month if the bill day is set as 1.
Select a Bill Run from the drop down to associate the bill group with the bill run. The accounts that are in this bill group are billed when the associated bill run is executed. Click on Add to add the Bill Run to the Bill Group.
Click Save to add the new Bill Group.
Fig-1
Editing a Bill Group
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, modify the bill group details for e.g. Bill Day is modified to 10 as shown in Fig-2.
Click Save when finished making changes and changes will be saved.
Fig-2
Deleting a Bill Group
Note: 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
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.
Under the Bill Groups heading, click the bin icon
On the confirmation dialog that appears select Yes. The selected Bill group will be deleted.
Fig-3
Adding Bill Run to Bill Group
Under the Bill Groups heading, click the bill group you wish to edit.
Under Edit Bill Group ensure the Bill Runs tab is selected and then click inside the text field labeled Bill Run(s) To Add. As shown in Fig-4, 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
In the list that appears check off the bill runs you wish to add to the bill group as shown in Fig-5
Click the Add button to the right. As shown in Fig-5.
Fig-5
Click Save to commit the changes. As shown in Fig-6, Bill Run selected in step 4 is added once Save is clicked.
Fig-6
Removing Bill Run from Bill Group
Under the Bill Groups heading, click the bill group you wish to edit
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.
Fig-7
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.
Fig-8
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>>
<<documentation team task: link to Data Import guide which covers the same config process>>