Create New Billing Run/Post Invoices in a Billing Run

Ordway is designed to automatically create Invoices based on Subscriptions and the underlying billing rule configuration for their charges. This results in significant automation of invoicing operations to shorten the timespan to create Invoices from days to seconds or minutes.

Preconditions:

All new Orders or Subscriptions and Subscription Changes are entered into Ordway and are ready for invoicing. Acceptable Subscription statuses are:

• Active
• Cancelled
• Changed
• Renewed

Steps:

1. Create a Billing Run by navigating to Menu > Operations > Billing Runs.
2. Click Add Billing Run.
   
3. Populate the Billing Run:
   

• Invoice Date select either Same as Target Date or Select Different Date and use the calendar option. Set Target Date to the date that charges are ready to be invoiced from Ordway:
  • For One-time charges, this is the Charge Billing Date for the Subscription containing the charge.
  • For recurring charges, the Target Date looks at the Charge Ready Date of the Billing Schedule Lines. The Target Date generates an invoice line for all uninvoiced BSLs (charges) up to and including the Target Date. 

Example: When the next service period billed to a Customer is April 17, 2020 to May 16, 2020, the target date is 2020/04/17.

• • For Usage charges, this is one day following the last date of the Usage service period in arrears (for arrears billing).

Example: When the next arrears service period billed to a Customer is March 17, 2020 to April 16, 2020, the target date is 2020/04/17.

• Invoice Date: This is the date that appears as the Invoice Date on the Invoice. Payment Due Date is based on (= Invoice Date + Customer Payment Terms).

Best Practice: Select Same as Target Date unless you require a specific date based on invoicing policies.

• Select Charge Type: One Time, Recurring, or Usage Based. Select all as pre-selected as a best practice, unless a separate process is required based on invoicing policies.
• Select Filter to further refine the Billing Run to the single Subscription. Click Apply Filter when finished.
• Select Filter to further refine the Billing Run as needed. Click Apply Filter when finished.
• 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. This is not recommended until after the user processes Billing Runs manually for a period of time to understand the Billing Runs (and Payment Runs) process and downstream workflows in Ordway. 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: Larger Billing Runs may take additional processing time. 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. 

Review & Correct Invoices

Navigate to Menu > Operations > Invoices. 

Post Invoices

Once Invoices are reviewed, post all Invoices to prepare them for payment and credits.

Steps:

1. Click Post from the More menu of the corresponding Billing Run. 
   
2. Note the warning message before posting. Click Post to continue.
   
3. The Status of the Billing Run changes to final and Invoices have been queued for posting.
4. Refresh the screen to note that all Invoices from the Billing Run are posted.