Add Additional Billing Accounts to a Customer

You can add additional billing accounts to a customer if the Allow Multi-Customer Accounts Billing system setting is set to True. Otherwise, a customer will only have one associated billing account. Refer to System Settings for more information about how to configure system settings in the Admin application.

Complete the following steps to add additional billing accounts associated with a customer:

Select Customer Billing from the Gotransverse application menu .

You may see a Customers and an Accounts tab or just the Accounts window, depending on the value for the Allow Multi-Customer Accounts Billing system setting. The Allow Multi-Customer Accounts system setting must be set to True to see both tabs. If this system setting is set to False, you will only see the Accounts window while in the Customers module. Refer to System Settings for more information about configuring system settings.
Select a customer from the list or search for a customer from the Search field to open the Customer Summary window.

To quickly access a customer or billing account, click the icon on the title bar (on either the Customers or Accounts window) and enter part of the customer or billing account name. If you do not see the Accounts tab, you can still search for a billing account from the Customers window by entering part of the number in the Search field. You can also bookmark regularly-used pages. Refer to Search Feature for more information.

Customers Window

Click the icon in the left pane to hide it. Click the icon to open it.

You can manage which columns display in any table with a Configure or Columns button by clicking the button and selecting desired columns. In addition. If the table includes a Filter button, you can filter the table contents. If the table includes an Export button, you can export visible table contents (up to 50) to a CSV (comma-separated values) file. Refer to Data Tables for more information about using these features.
On the Customer Summary window, select an account under the Accounts detail tab to open the Account Details window.

Customer Summary Window
On the Customer Summary window, complete one of the following steps:
1. Select Add Account from the Customer drop-down menu to open the Add Billing Account window.
  
  The billing account you created when you created a customer is the default account. When adding another billing account to a customer, there is an option to make that account the default instead.
  
  Customer Drop-down Menu - Add Account
2. OR, select an account to open the Account Details window. Select Edit Customer from the Customer drop-down menu to open the Edit Customer window.
  
  Customer Drop-Down Menu - Add Account Option
  
  If your tenant is configured with the Allow Multi-Customer Accounts system setting set to False, the Customer drop-down menu will only include the Edit Customer option. Refer to System Settings for more information about how to configure system settings in the Admin application.
On the Add Billing Account window, complete the required and relevant details for the account.

Depending on your configuration, there may be more or less fields than those listed. Click Configure Fields and select the additional configurable and custom fields you want to display from the drop-down list. Click outside the list window to close it. The system saves the set of selected fields per user so they display the next time you create a customer.

Add Billing Account Window - Billing Account Information Section

A icon next to a field name indicates that information about the field is available. Hover your mouse over the icon to see the information.

Required fields are marked with an asterisk.
- Billing Account Information:
  - External Account Number: Enter the external billing account number. This must be a unique value you associate with your billing account. This number may be used, for example, on invoices.
  - Bill Cycle: Select the name of the bill cycle to which this billing account is assigned. Available bill cycles display as selections if they match the same currency as the billing account when a standard currency, like dollars, is a part of the bill cycle configuration. All bill cycles with the Currency set to None are displayed, no matter the currency of the billing account.
  - Currency: Select the currency used for this account. This value is used when ordering products.
  - Account Start Date: Enter the date when the billing account was created. You can backdate when creating the account, but it can’t be created with an earlier date than the associated bill cycle.
  - Tax Exempt: Select the checkbox to make the billing account tax exempt. All billing accounts under a customer share the same tax ID even though each billing account can be taxable or non-taxable.
  - Responsible Account: Select the responsible account associated with the billing account if you want the billing account to be a managed account of another account for invoicing purposes. This means that when an account is a managed account, it is invoiced on the responsible account. The drop-down lists accounts with the same bill cycle that are in Active status. This field displays when the Enable Account Hierarchy Management system setting is set to True. Refer to System Settings for more information about how to configure system settings in the Admin application.
  - Parent Account: Select the parent account associated with the billing account if you want the billing account to be a child of another account for reporting purposes and usage allocation pooling (refer to Usage Allocation Pools). The drop-down list includes accounts with a status of Active, Suspended, or Pending Collection. This field displays when the Enable Account Hierarchy Management system setting is set to True. Refer to System Settings for more information about how to configure system settings in the Admin application.
    
    If the Require Same Bill Cycle for the Account Hierarchy system setting is set to True, accounts that you add as children must have the same bill cycle as the parent billing account.
  - Invoice Rendering Type: Specify the type of invoice rendering for the responsible account.
    
    You must first add at least one associated managed account to a new account to use the Invoice Rendering Type field. Refer to Responsible and Managed Accounts. The Invoice Rendering Type is set on the Responsible account.
    - Aggregated: The responsible account generates a single, aggregated invoice that includes all managed account charges at each bill cycle run.
    - Per Account: The responsible account generates multiple invoices - one per each managed account, at each bill cycle run.
  - Invoice Currency: Select the currency used for this account. This value is used when ordering products.
  - Account Category: Select the account category to associate with the billing account.
  - Minimum Invoice Amount: Enter the minimum invoice amount by typing the desired amount or using the up and down arrows. It serves as a minimum invoice threshold for invoices. When an invoice amount associated with the billing account is lower than this total, the invoice is suppressed.
  - Preferred Language: Select the preferred language for customer notifications from the drop-down list. When None is selected, notifications use the language defined by the account category (refer to Account Categories in the Setup application section). If the account category does not have a language defined, the default language for the tenant is used.
  - Invoice Type : Select an option for sending invoices to your customer.
    
    The Overall Invoice Distribution system setting allows you to configure which options are available in this drop-down list. When enabled, the default options are None and Email. Refer to System Settings for more information about how to configure system settings in the Admin application.
    
    Possible options include:
    - Email: Sends an invoice via email. Before you select this option, ensure the customer has a Primary Email address listed.
    - None: No invoice is generated or sent to the customer. An invoice for the customer still can be viewed when you run a simulated bill cycle or bill cycle.
    - Paper: Generates a PDF invoice you can view, print, and mail.
    - Paper and Email: Generates a PDF invoice you can view, print, and mail. It also sends an invoice via email. Before you select this option, ensure the customer has a Primary Email address listed.
    To send invoices via email, you must enable the Distribute Invoice notification for a single account, a contact category, or all accounts. Refer to Notification Management Module for more information.
  - Calculate KPI Async: Pending charges (usage) summary KPIs can be calculated either inline with the API call or asynchronously in the background. If selected, pending charges are calculated asynchronously in the background.
  - Set as Default Account?: Select the checkbox if you want to set the billing account as the default account.
- Account Payment Information:
  
  Add Billing Account Window - Account Payment Information Section
  - Payment Term: Select a payment term for payment from the drop-down list.
  - Authorize Auto-Payment: Select to authorize an automatic payment method for recurring charges, typically by credit card.
  - Auto Pay Offset: Enter the number of days difference between the invoice due date and the date of auto pay. A value other than 0 (zero) schedules auto pays on a date different from the invoice due date. For example, a value of -3 means auto pay occurs three days earlier than the invoice due date. A value of 0 (zero) means auto pay occurs on the invoice due date.
  - Payment Options: Select the Credit Card checkbox to associate this billing account with a credit card and configure the Credit Card payment method. Once selected, you are prompted to enter the information about your credit card.
  - Enable Account Dunning: Select to enable the dunning functionality to assist with collection of account receivables.
  - Dunning Plan: Select the desired dunning plan from the drop-down list.
Click Create Account to create the account OR select the Create Another checkbox to create the account and open a new Create New Account window.

Topic updated: 07/2024.