Edit Billing Account

You can edit billing account information, such as status, bill cycle, account category, invoice type, and payment method.

You can change the status of a billing account while it is in either Active or Suspended status. The statuses that are available to move the account into depends on its current status.

Gotransverse will move a Deactivated billing account to Final Bill and finally to Closed when all required conditions are met.

The following describes how billing accounts can be moved from one status to another:

You can change an Active account to either Suspended or Deactivated. However, an account cannot be changed to Deactivated if the Enable suspension of non-usage service billing Service system setting is set to True (refer to System Settings) and any service for that account is currently in a suspended status. You will have to first resume any services before changing from Active to Deactivated. If the Enable suspension of non-usage service billing Service system setting is set to False, you can change an account to Deactivated whether or not any service for that account is currently in a suspended status.
You can change a Suspended account to Active or Deactivated. However, an account cannot be changed to Deactivated if the Enable suspension of non-usage service billing Service system setting is set to True (refer to System Settings) and any service for that account is currently in a suspended status. You will have to first resume any services before changing from Active to Deactivated. If the Enable suspension of non-usage service billing Service system setting is set to False, you can change an account to Deactivated whether or not any service for that account is currently in a suspended status.
An account in Deactivated status can only be returned to an Active status by a user who has a role that includes the Accounts - Reactivate security authority (in Custom Roles). Otherwise, the system changes the account status to Final Bill if there are no pending adjustments and a zero balance.

Once a billing account has been changed to Deactivated, you cannot change it back to Active or Suspended unless your user role includes the Accounts - Reactivate security authority. Refer to Role, Authority, and Levels Module for more information about roles and security authorities or to Users Module for more information about which roles you have been assigned.
The system moves a billing account in Final Bill status to Closed status when there are no pending adjustments, and the account balance is $0.

Complete the following steps to edit a billing account and payment information:

If you know the account number, click the Accounts tab, if visible. Use the Search field to find and select an account. Skip to this step. Refer to Search Feature for more information about using the Search feature.

Select Customer Billing from the Gotransverse application menu .

Customers Window

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.

Customer Summary 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, complete one of the following actions:
1. For the account you wish to edit, click the ellipsis icon in the Actions column and select Edit Account to open the Edit Billing Account window.
  
  Customer Summary Window - Edit Account Option
2. OR, select an account under the Accounts detail tab to open the Account Details window. Select Edit Account from the Account drop-down menu to open the Edit Billing Account window.
  
  Edit Account Option
On the Edit Billing Account window, modify the desired fields. Fields that cannot be edited are grayed out.

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.

Edit Billing Account Window

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.
  - Status*: Select the status. Options may include Active, Suspended, or Deactivated, depending on the current status of the account. Refer to Billing Account Statuses for more information about statuses.
    
    Once a billing account has been changed to Deactivated, you cannot change it back to Active or Suspended unless your user role includes the Accounts - Reactivate security authority. Refer to Role, Authority, and Levels Module for more information about roles and security authorities or to Users Module for more information about which roles you have been assigned.
  - 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, such as 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.
    - Taxable: Select to make the billing account 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. The drop-down list includes accounts with the same bill cycle, accounts in Active status, and accounts that do not already have managed accounts. 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 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. Refer to System Settings for more information about how to configure system settings in the Admin application.
    - 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. To set up the Invoice Rendering Type, create a new customer, complete the Link a Managed Account instructions, and then select Edit Account from the Account drop-down menu. Select the necessary option in the Invoice Rendering Type field.
    - 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.
  - Invoice Type*: Select an option for sending invoices to your customer.
    
    The Overall Invoice Distribution Billing system setting allows you to configure which options are available in this drop-down list. The default when you enable this system setting is to display None and Email as drop-down list options. Refer to System Settings for more information about managing system settings and the Billing System Settings Knowledge Base article for information about the system settings that affect billing.
    
    Possible options include:
    - Email: Sends an invoice via email. Before you select this option, make sure 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 about the different types of notifications.
    - None: No invoice is generated or sent to the customer.
    - 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, make sure 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.
    - Custom fields: Any custom fields created as options.
  - 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.
- Account Payment Information:
  - 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. If already selected, you can deselect it, even if the account does not have an active payment method with auto-payment.
  - 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 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’ means auto pay occurs on the invoice due date.
  - Enable Account Dunning: Select to enable the Dunning functionality to assist with collection of account receivables.
  - Dunning Plan*: Required if the Enable Account Dunning checkbox is selected. Select the desired dunning plan from the drop-down list.
Click Edit Account to save changes to the account details.

Topic updated: 04/2024.