Edit a billing run

A billing run can be viewed and edited when its status is Create Complete.

1. At the Asset Management main menu, select Customer | Billing | Contract Billing Control. The Contract Billing Control display screen appears.
2. Right-click on the billing run or specific billing instance and select Job Details. The Display Billing Control Record screen appears.
3. Verify that the creation information is complete and that this is, indeed, the billing instance you want to work with.
4. Click Exit . The Contract Billing Control display screen appears.
5. Right-click on the billing run or specific billing instance and select Edit Billing. The Edit Billing Records change screen appears. Records selected for billing have the word Yes in the Selected column.
6. To toggle between Showing Selected, Showing All, and Showing Accruals:
   • Click Toggle . Note that records being accrued have an A in the right-most column.

     Accruals can be done for retail customers, and for account customers if a contract goes out or is due back in at the beginning or end of the month. The number of days accrued is based on contract rules.

7. Change any field values as required.

   Billed Daysis defaulted based on the calculations performed during the billing run creation process. It will show the readings being charged if the section is a variable type charge. It can be changed.

   Billing Ratedefaults to the billing rate being charged for the section. The column also shows whether the rate is Fixed; Per Day (/day); Per Week (/7 days); or Per Month (/31 days). The rate can be changed. Note, however, that any changes made to the billing rate here do not affect the specific contract or agreement from which the records were created. It is generally preferable to change the source documents and regenerate the billing run.

8. To deselect a specific billing record from the run:
   • Right-click on the record and select Deselect. The deselected record will be picked up again on the next billing run.
9. To bill zero for a record and have the system pick up the regular amount to be billed on the next run:
   • Change the Billed Days for the record to zero.
10. To select a specific billing record for the run:
    • Right-click on the record and select Select to Bill.
11. To add or edit the taxes calculated for a specific billing record:
    1. Right-click on the record and select Tax Details. The Edit Tax Details change screen appears.
    2. Change any Tax Amount required.
    3. Click Enter to save the changes.
    4. To add taxes, click Add . The Edit Tax Details add screen appears.
    5. Fill in the fields as required.

       Tax Codeidentifies which tax is being charged. You can right-click in the field and select Prompt to select the tax from a list.

       Tax Amountis the amount being charged for the specified tax, to 2 decimal places.

    6. Click Enter to save the new taxes.
    7. Click Exit to return to the Billing Record Details change screen.
12. To automatically recalculate the taxes related to all the billing records:
    • Click Recalc Tax . You should perform this function if you've made any changes to the billing records.
13. To post the billing records and have the system create the related invoices:
    1. Click Post . The Post Billings screen appears.
    2. Change any field values as required.

       Invoice Dateis the date that will appear on the invoice.

       Bypass Consolidated Billingidentifies whether or not the invoice should be printed immediately (Yes). If No is selected, the invoice will be included on the next consolidated bill generated for the customer.

    3. Click Enter.
       • The system will check the invoice date against the current open period in AR, using the dates set up in the period calendar.
       • Where appropriate, there will be a warning message to say that the invoice date will result in the invoice being posted to a future period, not the current open AR period.
       • The charges will be posted to their appropriate general ledger accounts, and invoices will be processed.
       • You return to the Contract Billing Control display screen where the message "Contract Posting Completed" appears at the bottom.

Back to Billing