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 a bill run, schedule it and how to enable Auto Pay on a bill run (automatic payment collection).
Prerequisites
Currency exchange rates must be configured before bill runs can be setup
In order to specify which accounts bill runs apply to bill groups need to be setup
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.
Log into the LogiSense Billing application
Click on the Setup menu, Finance and then Billing
Under the Bill Runs heading click the
button to add a Bill Run
Under the Add Bill Run heading give the bill run a Name (e.g. 'Test BR'). 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)
To specify the accounts that the the bill run should bill it needs to be associated with one or more bill groups. In this example a bill group called ‘Test BG’ has been added to the bill run (shown in the image below)
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.
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
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)
Select the bill run and under the Edit Bill Run panel on the right click on the Schedule tab
To schedule a one time bill run click the
icon next to Schedule tabOn the modal that appears specify when the bill run should occur (e.g. ‘Schedule Now’)
Click Add and then Save to add the one-time scheduled bill run
The bill run will now be listed on the Scheduled tab
When the scheduled bill run executes and finishes it will indicate when it started and completed on the Completed tab
To see the the 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
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:
Navigate to the bill runs screen under Setup / Finance / Billing / Bill Run
Select the Bill Run that you want to configure for Automatic Payment processing
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
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>>
<<documentation team task: link to Data Import guide which covers the same config process>>