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Detailed Description

Invoice Run

The invoice run view lists all invoice runs in the previous quarter. The information in the list includes:

  • Date – date that the invoice run took place
     
  • Start No. – the starting invoice number in the invoice run
     
  • End No. – the ending invoice number in the invoice run
     
  • Number of Invoices – the number of invoices raised during the invoice run
     
  • User – whether the invoice run was initiated automatically by the System or manually be a specific user
     
  • Outstanding tasks – what tasks still are to be executed for the completion of the invoice run

This is shown below:



CentreBill raises automatic invoices in one of two ways:
  • On a predetermined schedule as configured in the Company Setup section (which will define the time of invoice run and which is normally ser to run at off-peak times); and/or
     
  • At a date defined by the user in the Date field and initiated by the user by clicking on the Start Invoice Run button.

The invoice run process will scan through each customer in the system and:

  • If the customer is due to be invoiced, namely, if the invoice date is past their anniversary or monthly billing day, then the customer will be invoiced.
     
  • If for some reason the customer was not previously invoiced, even in a previous billing period, an invoice will be raised for the previous billing period(s)
     
  • All services assigned to the customer will have charges raised against them as follows:
    • Fixed charges in advance will be raised and posted to the invoice
    • Any excess utilization of the service, based on the attributes and values for each service, will be raised and posted to the invoice
       
  • Should there have been a change in service during the billing period, then:
    • The pro-rata amount of the old service's fixed charge will generate a negative charge for the unused portion and this will be posted to the invoice
    • Any excess utilization against the old service will be pro-rated based on the number of days the old service was active will be charged and posted to the invoice
    • The pro-rata amount of the new service, based on the number of days that the new service has been active for, will be charged and posted to the invoice
    • Any excess utilization of the new service will be pro-rated based on the number of days the new service has been active and a charge will be raised and posted to the invoice
       
  • Any charges raised manually during the billing period but not yet posted to an invoice, i.e. Uninvoiced charges stored in the system against the customer's account, will be posted to the invoice as individual line items, including any discounts that were given for each of the manually raised charges

Once an invoice run has been initiated, it can not be stopped. The invoice run process takes place as a background task, thereby allowing the user to continue using the system unimpeded. The invoice run typically is an automated process and is scheduled to run off peak hours. It may be scheduled to run daily, weekly or monthly.