Billing Data Maintenance

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All records as imported into the system, automatically through Source Collectors and Contract Services or manually through a file upload (Data Import), are reflected here.

Billing Data Attributes

Batch ID

A unique ID allocated to each import. You can use this ID to view all records imported in a specific batch.

Batch Source

This reflects the source of the billing data.

"File Upload" for all files imported via Billing/Data Import.

"Contract Service" for all records created for fixed quantities set up via Contracts / Contract Services.

{Source Name} as specified on Admin / Source Collectors for all records imported through a Source Collector.

Client ID

This matches the data that’s been imported. This value is used to identify the client to whom the product or services has been provisioned and is used to link the billing record to an active contract through the "Client Identifiers" screen. This value does not have to match the client's account code as it’s created in Varibill or in your accounting system. This value is retrieved from the source.

Product Code

This matches the data that’s been imported. This value identifies the product for which the client must be billed.

Record ID

This matches the data that’s been imported. This value is used to uniquely identify the record along with the GUID. This value will be displayed to clients when expanding line items on their invoices.

GUID

This matches the data that’s been imported. This value is used to uniquely identify the record along with the Record ID.

Last Seen Date

This matches the data that’s been imported. This is the date on which the record was last seen. This date will be used when calculating Proration pro-rated rates, where applicable.

Quantity

This matches the data that’s been imported. This value specifies the amount of units provisioned on the Last Seen Date.

Client Name

This value will be displayed once the records’ client ID has been linked to a contract. This can be done using the "Client Identifiers" screen.

Contract Number

This value will be displayed once the records’ client ID has been linked to a contract. This can be done using the "Client Identifiers" screen.

Product Master

This is the product master of the contract. This value will be displayed once the records’ client ID has been linked to a contract. This can be done using the "Client Identifiers" screen.

Invoice Status

The invoice status indicates if the record has already been allocated to an invoice (Billed) or not (Pending).

Unlinked Pending, includes:

  • New data imported, but not yet validated,
  • Data that was included on an invoice that has been reversed,
  • Data allocated to a client identifier that does not exist,
  • Data linked to an inactive contract,
  • Data linked to a product that does not exist,
  • Data linked to an existing client identifier and product, but where the product master of the contract differs from the product.

Linked Pending, includes:

  • Data for which the client identifier exists, the contract is active, the product exists, the products' product master matches the contracts' product master and the data has been validated, but not yet processed for invoicing.

Unbilled Data

  • Unbilled data includes all data linked to a client identifier that is set not to bill, but have note previously been billed. All data marked as non-billable will be displayed under this invoice status once the invoices have been validated for the specific cycle.

Deleting a Record

A record that has already been invoiced (“Billed”) cannot be deleted. Should you wish to delete a billed record, you would need to reverse the invoice to update the records to a "Pending" state (See Reprocessing an Invoice). All records that are still “Pending” (Linked or unlinked) can be deleted.

Warning!! Records deleted are permanently deleted and cannot be retrieved!

Warning!! Do not delete blank records should any be displayed!

Updating a Record

Varibill does not currently allow you to make changes to data collected from Source Systems. If a product or service is incorrectly provisioned on the source system, then Varibill will collect it as such. If you wish to make changes to the records collected you could:

  • Export the records,
  • Change the record values you'd like to change using Excel.
  • Delete the record on Varibill,
  • Import the corrected record.

View [this] article for a step by step guide.

The Process At a Glance

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Before You Start

  • Billing Data Import
  • Next Steps

  • Billing Validation
  • Related

  • Link records to a contract (Client Identifiers)
  • Frequently Asked Questions