Billing Cycles

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Billing cycles can be set up and allocated to clients. This allows specific clients to be billed on a specific day of the month. Each client is allocated to one billing cycle, enabling you to process one invoice containing all the clients' products and services consumed.

SetupBillingCycles.jpg

Name

Specify an easily recognizable name for your billing cycle.

End Day

This day will determine the day up to which billing records must be included in the billing run. If today is the 26th and your billing day is 25, then all records up to midnight of the 25th will be included in the billing run. if you select 31 as your billing day and the current month for which you are billing has only 28 days, then the 28th will be the last day of the cycle.

This day can be changed after a billed cycle has been created for it. If the day was changed from 25 to 31, all billing records from the previous billed cycles' end day (26th) up to the 31st (or last day of the month) of the current cycle will be included in the billing run. After the initial billing run the cycle will be the 1st of the previous month up to last day of the current month.

If the day was changed from 31 to 25, all billing records from the 1st of the month up to the 25th will be included in the billing run. After the initial billing run the cycle will be 26th of the previous month up to 25th of the current month.

Effective Date

This is the date from which the billing run for this cycle will take place. All billing records from, and including this date, will be included in your billing run. All records prior to this date will not be billed for.

This date only determines the effective date of the cycle and not the day from which billing records for the billing run should be included.

If the effective date is 01-01-2016, and the cycle day is 25, the run on 26-01-2016, will be for 01-01-2016 up to 25-01-2016. Thereafter it will be for 26-01-2016 up to 25-02-2016, etc.

This date cannot be edited once a billed cycle has been created for it.

Code

A system generated code is allocated to each billing cycle created. This code can be overwritten with a unique code. This code will be used to uniquely identify pricelists created and is not used during billing validation, billing processing or updating your accounting system.

Billed Cycles

A billed Cycle is created for each billing period.

An open billed cycle is created when you run your validation. A cycle is also opened when new pending billing records have been added, where the last seen date of the billing records fall within a period of less than 60 days prior to the current open billed cycle.

A billed cycle is closed once all billing records in the billed cycle has been billed. A billed cycle can also be manually closed to prevent additional invoices to be processed during this cycle.

A billed cycle can be opened if unbilled billing records has been imported after it has been closed. A billed cycle is automatically opened when an invoice is reversed that has been processed during this billed cycle.

A billed cycle can also be deleted if all invoices processed during this billed cycle has been reversed.

The Billed Date is the date on which invoices for this cycle has been processed using Billing Processing.

Related

  • Frequently Asked Questions