Schedule a Billing Run

Create a Schedule to automatically execute Billing Runs on a recurring basis. A Billing Run Schedule behaves almost identical to manual ad-hoc billing runs with only slight deviations in the Target Date and Invoice Date options which are based on a number of days after or before the execution date rather than a fixed date selection.

Note: All scheduled runs occur at 4AM EST. 

Preconditions:

1. Invoice PDF template must be enabled under Menu > Setup > Manage Templates.
2. Invoice Creation Email template must be enabled when users select to Auto-Post and Auto-Email Invoices.

Steps:

1. Navigate to Menu > Operations > Billing Runs and click Schedules.
   
   Or navigate to Menu > Settings > Schedules and click + Add. 
   
   
   
2. Both options above display the following screen where the Billing Run is scheduled. Complete the required sections as explained below: 

1. Schedule: this field determines the frequency at which the user intends on having the automated job to run.
2. Target Date: this is the same target date that is part of any ad-hoc Billing Run. See article Create Billing Run. Here you express what the target date should be in relation to the execution date.

Example: A billing run scheduled daily that runs on Jan 1st, 20XX, with a Target Date of +10 days after execution date, then the billing run will create an Invoice for any charges with a Charge Ready Date on or before Jan 11th, 20XX that have not already been Invoiced.

1. Invoice Date: Date the Invoice should be dated and affects the Due Date on the Invoice which is calculated based on already defined Payment Terms. The +/- execution date options function exactly the same as the above Target Date and its example.
2. Charge Type: Setting enables the user to specify which types of charges will be included in the scheduled billing run. If the user leaves all 3 selected, all 3 charge types will be Invoiced.

Note: When the monthly process involves uploaded Usages for usage-type charges at month end, consider disabling the Usage Based charge type here for billing runs that occur with high frequencies to avoid issuing Invoices before Usages are uploaded at month-end.

3. Select Filter to further refine the Billing Run to isolate Customers, Subscriptions, and more. Click Apply Filter when finished. Add additional filters as needed. 

• Note: When no filters are applied, the following warning is displayed: 

4. Processing Options: Auto-Post behavior can be managed with this last section. 
Note: Toggle both Exclude $0 Billing Lines and Auto-Post on Completion ON in the processing options to see all of the available processing options:

• Exclude $0 Billing Lines: enabling this automatically excludes all Billing Lines where the value is $0.
• Auto-Post on Completion of Billing Run: enabling this automatically posts all Invoices resulting from the Billing Run, by setting the status of all Invoices from Draft to Posted which enables making payments to Invoices, and reports Invoices to Financial Period reports. When this option is selected, Deliver Invoices by Email is displayed: 
  • Once Auto-Post on Completion is toggled ON, Deliver Invoices by Email is available: enabling this automatically sends Invoices by email to the Customer once Invoices are Auto-Posted. When this option is selected, additional Do Not Email If email preferences are displayed that further assist in reducing unnecessary emails to end Customers: 
    • DAuto-Pay is enabled and a valid payment method is added: Enabling this stops emailing of Invoice PDF for Accounts with an electronic payment method and Auto-Pay enabled.
    • The total invoice amount is equal to zero: enabling this suppresses emailing of Invoice PDF. 
    • The total invoice amount and customer account balance is equal to zero: enabling this suppresses emailing of Invoice PDF when the Invoice total and customer account balance is $0. 

5. Save when finished. 

After saving a Scheduled Billing Run, the Job appears under the Schedule Page, which can be accessed at any time from Menu > Setup > Schedules or navigate to Billing Runs or Payment Runs and click Schedules.