Usage Based Plans can include Prepaid Units which are a preset number of units that require prepayment prior to the Contract Start Date. Prepaid Units can be consumed during a billing period or throughout a contract’s lifecycle based on charge configuration. 

Prepaid Units are not the same as Included Units, which are free and included as part of the Plan.  

Table of Contents

• Terminology
• Add Prepaid Units
• View & Edit Prepaid Units
• View Prepaid Unit History
• Manage Bonus Units

Terminology

• Invoiced Prepaid Units - Number of invoiced prepaid units.
• Unused Prepaid Units - Number of unconsumed prepaid units. 
• Refunded Prepaid Units - Number of prepaid units refunded upon cancellation. 
• Bonus Units - Bonus units are designed for one-off additions to a pre-existing prepaid unit schedule and can be issued at any time during the contract lifecycle.

Add Prepaid Units

Preconditions:

• Products must already be created and active.
• Enable Plans must be active in Menu > Setup > Settings.
• Plan Charge Type must be Usage Based. 

Steps: 

1. Navigate to Menu > Products and Plans > Plans and Charges.
2. Click Add and follow the steps provided in the Create a Plan article. 
3. Click the edit icon for the desired Usage Based Charge.
   
4. Click the Prepaid Info tab.
   
5. Toggle Enable Prepaid Units ON to view corresponding settings.
   
6. Toggle Auto-Refill of Prepaid Units ON when the number of prepaid units should automatically refill. Then select either Billing period or Contract Renewal to indicate when the refill occurs.
   
7. Populate the number of Prepaid Units. 
8. Toggle Prepaid Unit Expiry ON to set any remaining unused prepaid units to expire. Select the expiration to either Contract Term or Perpetual (no expiration).
   
9. Toggle Refund Unused Units on Cancellation ON when remaining units should be refunded upon contract cancellation.
   
10. Save when finished. 

View & Edit Prepaid Units

Prepaid Units can be reviewed, edited, refunded, expired, or transferred. 

Steps: 

1. Navigate to the desired Subscription. 
2. Under Plans and Charges, click the appropriate Usage Charge Line ID. 
   
3. Click Prepaid Information in the More Details section. The Prepaid Unit settings saved with the Charge are displayed:
   
4. Click View Details to review Prepaid Units information.
   
5. Click the Billing Schedule link to navigate to the Billing Schedule for the Charge, where Manage Prepaid Units is available from the More menu.
   
6. Additional Prepaid Units can be added in this modal.
   
7. Click the options icon to Refund, Expire, or Transfer Prepaid Units and follow the appropriate steps provided below.
   

Refund Prepaid Units

Prepaid Units can be manually refunded when needed. Refunding units triggers a negative invoice which impacts GL, similar to a change order. 

Steps: 

1. Click Refund from the options menu within the associated Billing Schedule.
   
2. Populate the number of prepaid units to refund in the Balance column.
   
3. Click Update when finished. Refunded Units reflect as follows:
   

Expire Prepaid Units

Prepaid Units can be manually expired when needed. Expired units reflect in the current period for revenue recognition. 

Steps: 

1. Click Expire from the options menu within the associated Billing Schedule.
   
2. Populate the number of prepaid units to expire in the Balance column.
   
3. Click Update when finished. Expired Units reflect as follows:
   

Transfer Prepaid Units

The balance of prepaid units can be transferred to a different charge in the same Subscription or to a charge in a separate Subscription for the same Customer. 

Steps: 

1. Click Transfer from the options menu within the associated Billing Schedule.
   
2. Then select either another Subscription from the available drop-down menu, or click SELECT for another Subscription Charge within the same Subscription to transfer the units to. (In this example, there is only one Charge available, but two Subscriptions).
   
3. When selecting a different Subscription, click SELECT for the correct Plan.
   
4. Click Transfer when finished. 

View Prepaid Units History 

Prepaid Units History can be accessed via the Billing Schedule for a cancelled Subscription. 

Prepaid Information is also available for cancelled Subscriptions via the More Details section, Prepaid Information tab. 

Click View Details to see more. The Prepaid Units units history is displayed.

Manage Bonus Units

Bonus units can be added to a pre-existing prepaid unit schedule and can be issued at any time during the contract lifecycle.

Steps: 

5. Navigate to Menu > Contracts & Orders > Billing Schedules.
6. Click the desired Billing Schedule ID to add bonus units to. 
7. Select Manage Prepaid Units from the More menu.
   
8. Click the Bonus Units tab and then Add Bonus Units.
   
9. Populate the Charge Ready Date, Start Date, End Date, Quantity and Price. The initial Price of the Bonus Units is determined by the current Charge List Price and can be adjusted as needed.
   
10. Click Add Bonus Units again to enter additional Bonus Units with different billing parameters. 
11. Click Update when finished. 

Note: Bonus Units can also be expired or transferred in the same manner explained above for Prepaid Units.