Create an on-demand consolidated billing run

1. At the EMMS main menu, select Customer | Consolidated Billing | Consolidated Billing Run - On Demand. The On Demand Consolidated Billing run enter screen appears.
2. Fill in the fields as required.

   Bill Frequencyis the frequency of the bills to select for invoicing.

   Billing Customeris a specific customer to create invoices for. Leave blank for all. You can click on the Prompt button to select the customer from a list.

   Billing Cutoff Datedetermines which invoice lines that were already held for consolidation for the definition will be included on the consolidated invoice. Only those lines already held for consolidation that have an invoice date up to or including the cutoff date will be on the consolidated invoice.
        The billing cutoff date is defaulted to the definition's last billed date plus the billing frequency. This is the legacy functionality prior to additional override dates being added.
        The billing cutoff date can be overridden from both the Consolidated Definition and the On Demand Billing Run. This allows you to offset the date that the invoice is generated from the date used to include charges on the invoice. The offset can be either way with the cutoff date either before or after the last billed date.
        If you are delaying billing to include a late invoice, you may specify the cutoff date on the On Demand Billing Run rather than letting consolidated billing calculate. In this situation you will most likely want to also specify a frequency and billing customer since this date will be used for ALL invoices generated by the billing run.
        If you routinely want the consolidated invoice to pick up invoice lines that might be billed in advance, you might specify an override billing cutoff date on the consolidated definition. This allows the invoice to be produced in advance of the charges.
        If a billing cutoff date is entered on a consolidated billing run, then EVERY invoice generated on this billing run will use this same cutoff date. Any override billing cutoff date on the consolidated definition will be ignored.
        If the billing cutoff date is left blank on a consolidated billing run, then the billing cutoff date will default according to EACH individual consolidated definition's setting. This feature gives you the ability to run one consolidated billing with several different Billing Cutoff Dates that come from the consolidated definition as follows:
        a) If the individual consolidated definition has a value entered for the override billing cutoff date, then this date plus the frequency will be used as the billing cutoff date on the next invoice.
        b) If the individual consolidated definition value for override billing cutoff date is also blank, then the default values (from the last billed date plus frequency) will be used.
        If no override billing cutoff date is entered on either the Consolidated Definition or the On Demand Billing Run then consolidated billing will continue to work as designed prior to these added override fields.

   Billing Groupis a specific billing group to create invoices for. Leave blank for all. You can click on the Prompt button to select the billing group from a list.

   CB Definitionis a specific consolidation definition to create invoices for. Leave blank for all. You can click on the Prompt button to select the definition from a list.

   Frequency Override- if checked, the consolidated billing run will not look at frequency or last billed date. It will always produce a consolidated bill with whatever charges meet the cut-off date criteria; this will not update the last billed date on the definition -- a bill will still be produced according to the schedule laid out by the definition frequency. This option is not allowed unless one of billing customer, on demand group, or definition has been entered; this is to prevent an inadvertent global override.

   Invoice Dateis the invoice date to use on the billing run. If a future date is entered, a warning will appear; you can click Enter to bypass the error.
        There may be many different original invoice dates for the charges included on a consolidated invoice. However, the consolidated invoice itself must have an invoice date. The consolidated invoice date defaults to the last billed date plus the frequency. This is the legacy functionality prior to the additional override dates being added.
        The consolidated invoice date can be overridden from both the Consolidated Definition and the On Demand Billing Run. This allows you to offset the invoice date from the date it was produced. The offset can be either way with the invoice before or after the last billed date.
        If you routinely want to offset the consolidated invoice date, then specify an override invoice date on the consolidated definition.
        If you are doing an on-demand billing run to handle special or unique circumstances, you can specify an invoice date on the On Demand screen and it will override the definition settings and be used for ALL invoices generated by that billing run. In this situation, you will most likely want to also specify a frequency and billing customer since this date will be used for ALL invoices generated by the billing run.
        If an invoice date is entered on a consolidated billing run, then EVERY consolidated invoice generated on this billing run will use this same invoice date. Any override invoice date on the consolidated definition will be ignored.
        If the invoice date is left blank on a consolidated billing run, then the invoice date will default according to EACH individual consolidated definition's setting. This feature gives you the ability to run one consolidated billing with several different invoice dates that come from the consolidated definition as follows:
        a) If the individual consolidated definition has a value entered for the override invoice date, then this date plus the frequency will be used as the invoice date on the next consolidated invoice.
        b) If the individual consolidated definition value for override invoice date is also blank, then the default values (from the last billed date plus frequency) will be used.
        If no override invoice date is entered on either the Consolidated Definition or the On Demand Billing Run then consolidated billing will continue to work as designed prior to these added override fields.

   Print Generated Invoices Nowidentifies whether or not the generated invoices should be printed immediately.

   Printed Bill To Dateis the date printed on the Premium Forms consolidated invoice as the billing to date. The customer will see this date as the ending date for the billing period.
        This date does not affect the actual charges included on the invoice; it is strictly for presenting information on billing period to the customer. The default value is set from the billing cutoff date and the billing from date is calculated from the previous consolidated invoice cutoff date plus a day. This is considered the legacy functionality and is how Enrich functioned prior to having an override bill to date on the CB definition or On Demand Billing Run.
        The printed bill to date can be overridden from both the Consolidated Definition and the On Demand Billing Run. Use the override on the definition when you want to regularly offset the printed bill to date from the actual cutoff date used to select charges included on the invoice.
        Example: The cutoff date is the 5th since it takes a couple of days to get the charges in the system and processed but in reality the charges only apply to the 31st of the previous month. You want the invoice billing period to show the 31st. Set the definition dates as:
        Last Billed: 2008/02/05 (used for the cutoff date)
        Override Printed Bill To Date: 2008/01/31
       Use the override on the On Demand Billing Run when you want to set a custom billing to date for one particular billing run. Be careful as this override date will be used on ALL invoices generated by the billing run.
        If a printed bill to date is entered on a consolidated billing run, then EVERY invoice generated on this billing run will use this same date on the printed Premium Forms invoice as the billing to date. The billing from date will be calculated as the billing to date minus the frequency plus a day. Any override printed bill to date on the consolidated definition will be ignored.
        If the printed bill to date is left blank on the On Demand screen, then the billing to date will default according to EACH individual consolidated definition's setting. This feature gives you the ability to run one consolidated billing with several different Billing To dates that come from the consolidated definition as follows:
        a) If the individual consolidated definition has a value entered for the override printed bill to date, then this date plus the frequency will be used as the billing to date on the next invoice. Also, the billing from date will be calculated as the override printed bill to date plus a day.
        b) If the individual consolidated definition value for the override printed bill to date is also blank, then the default values (from cutoff dates) will be used. The billing from date will be set to the cutoff date from the previous consolidated bill for the definition plus a day.
        If no override printed bill to date is entered on either the Consolidated Definition or the On Demand Billing Run then consolidated billing will continue to work as designed prior to the addition of the override fields.

   Submit to Batchidentifies whether or not the invoice generation job should be run in batch, allowing you to proceed with other work while the program is running.

3. Click Enter . The invoices will print on your default printer.
   • A consolidated invoice will only be produced when the generated date indicates that an invoice should be produced when compared with the definition's last billed date and billing frequency. If the frequency is weekly, then at least one week must have passed since the last billed date. If the frequency is monthly, then at least one month must have passed since the last billed date.
   • Once a consolidated invoice is produced for the definition, the last billed date will be incremented by the frequency. This ensure billing every week on the same day of the week, or billing every month on the same day of the month.
   • If you are delaying billing to include a late invoice, you can specify the cutoff date rather than letting consolidated billing calculate. In this situation, you will most likely want to specify a frequency and billing customer.

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