Work 365

Billing Schedules

141 views February 25, 2020 June 16, 2020 0

Billing Schedules in Work 365 v3.0 and on

If users generated an invoice manually for a future billing cycle, once that billing cycle arrived the system would automatically generate a new invoice for the same billing cycle. This feature addresses this scenario.

Work 365 Billing schedules track invoicing for specific billing cycles. The system will recognize for any current billing cycle if there is an invoice already generated for that cycle which is associated to the billing schedule for that cycle. If there is an invoice generated for that cycle, then the system will not automatically generate a new invoice for the same billing schedule.

Billing Schedule Configuration Setting:

Go to Work 365 ➤ Administration ➤ Configuration Settings ➤ Invoicing Cycle Range. This setting controls how many billing cycles are going to be available for generating invoices in the past, present, and future cycles. The same also defines how many billing schedules are automatically created.

Viewing Active Billing Schedules

To view all Active Billing Schedules go to Work 365 ➤ Billing and Invoicing ➤ Billing Schedules. Billing schedules can also be viewed via billing contracts as well.

The default view will show all active Billing Schedules.

Note: Billing Schedules with a ‘Pending’ or ‘Error’ status reason are still considered active records.

Each Billing Schedule record will show the following:

General:

  • Billing Contract: the associated Billing Contract for the Billing Schedule
  • Schedule Date: The date for which the invoice is scheduled to be generated as defined by the Next Invoice Date.

Billing Details:

  • Name: Name of the Billing Schedule
  • Cycle Start: Billing Schedule start date based on the billing cycle as defined by the Billing Contract start date.
  • Cycle End: Billing Schedule start date based on the billing cycle as defined by the Billing Contract start date.

Run Details:

  • Resulting Invoice: the associated invoice record to the current billing schedule
  • Run Date: Date for which the Invoice was generated.
    • Automatic invoice: run date will align with the billing cycle defined on the billing contract
    • Manual Invoice: the day which the invoice was manually generated
  • Run Type: Manual = manually generated invoice; automatic = automatically generated invoice
  • Correlation ID: If there is an errored Billing Schedule, it will reference the error ID in this field.
  • Message: This field will contain an error message if the invoice failed to generate.
  • Status Reason:
    • Pending: Pending schedules are future billing schedules that are yet to be invoiced.
      • These are generated on every invoicing cycle and the total number future schedules are based on the above-mentioned configuration.
    • Error: The Billing Schedule is active, but the invoice failed to generate. The reason the invoice failed to generate will be listed in the message field.
      • This would require attention and manual resolution.

Viewing Errored or Pending Billing Schedules

To view existing Billing Schedules go to Work 365 ➤ Dashboards ➤ change the view to the Work 365 Billing Administrator Dashboard ➤ View the Missed or Errored Schedules panel > Hit the panel ellipses and select see all records.

In this view:

  • Billing Schedules with a Pending Status reason: Indicates the Billing Schedule was created with a scheduled date set in the past. This indicates the invoicing for this cycle was missed.
    • Example: the billing contract end date was not renewed, therefore an invoice was not generated for the contract after the end date had expired. The invoicing cycle was missed in this case.
  • Billing Schedules with an Errored Status Reason: Indicates the invoice failed to run for this billing schedule, and thus the record is in an Errored active status. Generate a manual invoice for this billing cycle. The generated invoice should automatically link to this billing schedule. The billing schedule status reason will update to an “Invoiced” status to mark the billing schedule as completed.

Generating an invoice against a Billing Schedule:

The billing cycle range of a Billing Contract, and its related billing schedules, is defined by the billing contract start date. If the start date of a billing contract is January 1st, 2020, the billing cycle for this contract is the 1st – 31st on a billing contract with a monthly billing frequency. The invoice that is generated monthly then will generate on the 2nd monthly. For more information on Billing cycles refer to the Billing Contract and Invoicing Overview documentation.

When the system completes its automatic invoicing generation process, the system will automatically create a number of billing schedules as defined by the Work 365 Configuration Setting (noted above). This process remains the same for invoices that are manually generated as well.

The invoice generated for the current billing cycle will align with the first Billing Schedule which is created. Once an invoice is generated for a billing schedule, the billing schedule record becomes ‘Inactive’ with an ‘Invoiced’ Status Reason (This is true for automatically generated invoices and manually generated invoices).

To view these completed billing schedules go Work 365 > Billing and Invoicing ➤ Billing Schedules ➤ change the view to Inactive Billing Schedules. Select the Billing Schedule record for which the invoice was generated.

Note: the generated invoice which was generated is linked to the Billing Schedule in the ‘Resulting Invoice’ field.

 

In Work 365, users can also generate invoices against specific billing schedules. For example, say an invoice needs to be generated one or two months before the billing cycle has arrived. One can generate a future invoice for that specific billing cycle (see how to manually generate an invoice). When the invoice is generated manually, it will align this invoice to the correct billing schedule. When that billing cycle arrives, the system will not automatically generate a new invoice for that same billing schedule.

Invoicing scenarios:

  1. Scenario 1: The system automatically generates an invoice for a billing contract. The system automatically associates this invoice record with an existing billing schedule (which was created automatically via the invoicing process). The billing schedule becomes an inactive record.
  2. Scenario 2: Manually generating a new invoice for a billing cycle where an invoice already exists for that billing cycle
    1. Go to Work 365 ➤ Billing and Invoicing ➤ Generate invoice on the customer’s billing contract.

    1. Select the billing cycle range on the contract
      1. Note: any billing cycles which already have an invoice created will show a message confirming that you would like to generate a new invoice for that billing cycle. Note that the checkbox “Replace the existing invoice” must be checked for the new invoice to be created.

      1. It will also provide a link for you to view the existing invoice.
        1. Note the existing invoice will not be changed or deleted. By confirming the checkbox and hitting proceed, the system would create a new invoice for the same billing cycle. This new invoice would then be associated with the same billing schedule, and it would replace the old invoice on the billing schedule.
  1. Scenario 3: Generating an invoice for a future billing cycle.
    1. When selecting a future billing cycle to generate an invoice there will be a Warning message:

    1. Hit proceed to generate the invoice for that cycle.
      1. Once the invoice is generated for the future billing cycle, the popup will update and it will provide a link for users to view the invoice which was generated for that billing cycle. This invoice which was generated will automatically associate to the billing schedule for this billing cycle.

 

 

 

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