Create Billing Run for a Single Subscription

Billing Runs are Ordway’s mechanism for Invoice generation. A Billing Run will create Invoices for Fulfilled Orders and active Subscription Billing Schedules.

Preconditions:

Customer Accounts must have an active Subscription with Plan Charges and/or an Order with a Fulfilled status for the Billing Run to produce an Invoice.

Steps:

1. Navigate to Menu > Operations > Billing Run.
2. Click Add Billing Run.

3. Populate the Billing Run:

• Define the Target Date for the new Billing Run.
  • The Target Date is the date all charges up to and including this date will be billed for based on the Subscription Plan Charges. Note: Target Date looks for Billing Schedule Lines with a Charge Ready Date on or before the target date that have not been invoiced.
• Invoice Date select either Same as Target Date or Select Different Date and use the calendar option. 
• Select Charge Type: One Time, Recurring, or Usage Based. 
• Select Filter to further refine the Billing Run to the single Subscription. Click Apply Filter when finished.
  Example filter isolating a single Customer & Order: 
  
  Note: When no filters are applied, the following warning is displayed: 
  
• Populate Processing Options:
  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: 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 email preferences are displayed that further assist in reducing unnecessary emails to end Customers: 
      • Auto-pay is on with a payment method on file: 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. 
      • Invoice total is zero and prior customer balance is also zero: enabling this suppresses emailing of Invoice PDF when the Invoice total and customer account balance is $0. 

4. Run when finished.
Note: Ordway's Notification Center will automatically post a notification at the top right of your experience when the Billing Run is complete. 

Once the Billing Run is Complete, the Billing Run details display.