Customers and Billing Accounts

GTV separates the concept of a Customer from a billing account (account) as part of the Customer Billing application. A Customer has one or more associated billing accounts with their own currency, billing account category, and other billing settings. This provides a way to have different currencies and entity combinations for a Customer or simply allow for multiple billing accounts to be billed separately under a single Customer sharing that customer’s information (for example, name, address, tax ID).

Note: To add more than one billing account to a Customer, the Allow Multi-Customer Accounts system setting must be set to True.

For example, you can create a Customer, Acme Brick, and its associated default billing account, an account for its United States location, initially. Then, add multiple billing accounts to the Customer, such as accounts for locations in England and France, all from one location on the platform. This way, all billing accounts are billed separately, like different regions of a company associated with one Customer.

You can view the Customer Summary page which displays basic information like the Customer billing address and a list of all billing accounts associated with the Customer. Select a billing account from the list to be taken to its Account page where you can view account information and perform actions like creating an order or adding a payment method to an account.

Note: To view the Customer Summary page, the Allow Multi-Customer Accounts system setting must be set to True.

You can create a new Customer and its default associated billing account, add associated billing accounts to the Customer, change the default account on a Customer, and edit a Customer or its associated billing accounts.

Use Case Example

You have a Customer named Widgets International that wants:

  • A separate billing account for each company location.
  • Different billing currencies for some of the billing accounts.

Due to the flexibility of being able to add multiple billing accounts to a Customer, the requirements can easily be met. First, you create a custom field called Location and add the drop-down menu options United States, Zimbabwe. Mexico, Russia, and Sweden to it. Now, you're ready to create the Customer.

You create the Customer named Widgets International in the GTV platform. When creating the Customer, you configure a default billing account with a company Location of United States and assign USD for the billing currency. Next, you add the following associated billing accounts to the Customer:

  • Account with the Location custom field option Zimbabwe with a USD currency.
  • Account with the Location custom field option Mexico with a MXN currency.
  • Account with the Location custom field option Russia with a RUB currency.
  • Account with the Location custom field option Sweden with a SEK currency.

Now, you have one Customer with five billing accounts that include all of their company locations with relevant currencies. You can now manage the Customer and its related billing accounts from one location.

Customer and Billing Account Main Object Relationships

The following diagram shows the relationships between the main data objects pertaining to GTV’s Customer Billing Application.

Note: Each Billing Account contains its own actions/views displayed in the blue outlined boxes above. Billing accounts do not share this information (e.g., Orders, Status) collectively.

Account and Customer Summary Pages

There are two main pages in the Customer Billing application where you can view information and perform actions for a Customer and an associated billing account: The Account page and the Customer Summary page.

Note: To view the Customer Summary page and Customers and Accounts search tabs on the Search page, the Allow Multi-Customer Accounts system setting must be set to True.

Account Page

The Account page is the first page you see after you select a billing account. You can view the Account page for any account by either:

  • Selecting an associated billing account on the Customer Summary page under the Accounts detail tab.
  • Searching for an account number or its associated Customer name on the Search page under the Accounts tab, then selecting an account from the search return list.

The Account page provides a centralized place to view, manage, and perform actions for all core billing functions in the Gotransverse platform for an account under a Customer. You can view, for example, the history of an account’s orders, services, and transactions (including invoices, payments, and adjustments) for a billing account.

Note: This information displays on the Summary tab of the Account page which is open by default.

A billing account can have multiple orders and concurrent services. It can have two hierarchy relationships: accounting and billing. Account hierarchy enables billing accounts to be linked in parent-child relationships for reporting purposes and usage allocation pooling. Billing hierarchy enables accounts to be linked so that a responsible account is invoiced and responsible for all the charges of its associated managed accounts.

The main features of the Account page are as follows (numbers correspond to the image above):

Number Name Description
1 Customer Billing Action Menu Create a new Customer, a Payment Retry Schedule, a Dunning Plan, or a Payment Retry Reason Code Group for a tenant.
2 Customer Action Menu Edit the Customer, add a new billing account to the Customer, or access the Customer Summary page. Above the drop-down menu is the Customer name and number (a GTV-generated number or a user-provided number). If an external Customer number exists, it appears to the right of the Customer number. This menu displays on both the Account page and the Customer Summary page.
3 Account Action Menu Create, edit, add, or execture the most common billing account-level tasks like creating orders or credit adjustments. This is also where you can edit the account. Above the drop-down menu is the account number. If an external account number exists, it appears to the right of the account number.
4 Tabs View tabs through the Account page. You can view orders, services, generated invoices, payments and payment plans, credit and debit adjustments, tax exemptions, pending charges, and stored value register information for a billing account through each of its corresponding Tabs. Select an item like an invoice within the Invoice tab to view its detail and perform actions on the item.
5 Account Summary View summary information for the account including items like the current account balance, unapplied payments, and pending charges. Also, view basic Customer information, billing account information like the status, start date and next invoice date, and payment information for the account like the payment term and whether the account uses auto-payment.
6 Detail Tabs View detail tabs with information about the account like added notes, contacts, payment methods on file, associated child accounts in a reporting hierarchy, associated managed accounts in a billing hierarchy, and the history of changes made to the account for easy auditability.

Customer Summary Page

The Customer Summary page can be accessed by either:

  • Selecting Summary View from the Customer action menu.
  • Searching for a Customer numer or name on the Search page under the Customers tab, then seleting a Customer from the search return list.

You can perform actions on a billing account associated with the Customer like creating orders or payments for a billing account on the list. You can also select a billing account and be taken to its Account page.

The main features of the Customer Summary page are as follows (numbers correspond to the image above):

Number Name Description
1 Customer Action Menu Edit the Customer or add a new billing account. You can also use this menu to access the Customer Summary page when you’re on an Account page associated with a Customer. Above the drop-down menu is the Customer name and number. If an external Customer number exists, it appears to the right of the Customer number. This menu displays on both the Account page and the Customer Summary page.
2 Customer Information Section View basic information like the primary email address for the Customer and the billing address.
3 Accounts Tab View all billing accounts related to the Customer in list form. Account information includes items like currency, account balance and account number. You can select Columns to manage what columns display in the list.
4 Account Actions Column Perform actions on a billing account associated with the Customer like creating notes or contacts. Under the Actions column, select the ellipsis button to view a full list of actions and select an action to perform. You can also select a billing account on the list to be taken to its Account page.

Setup Overview

You will complete the following steps to get up and running with a Customer and its associated billing accounts:

  1. Set the system setting Allow Multi-Customer Accounts to True. When set to True, you can view the Customer Summary page, add additional billing accounts to a Customer, and search for Customers and accounts via separate Search tabs.
  2. Note: If the Allow Multi-Customer Accounts is set to False, you have one billing account under a Customer and search only by billing account number or Customer name on the Search page.

  3. Create a Customer and its first associated billing account.
  4. Create an additional billing account to associate with the same Customer.

Creating a Customer and Associated Billing Account

If you search for a specific Customer (see Search) and do not find it, you can add the customer to Gotransverse’s platform by creating a Customer. After you create a Customer, you are ready to place an order.

To create a new Customer and its associated billing account:

  1. Select Customer Billing from the Gotransverse action menu .
  2. From the Customer Billing action menu, select Create Customer.

    Note: The billing account you create when you create a Customer becomes the default account. Once you add another billing account to a Customer, you can choose which account is the default.

  3. In the Create Customer window, configure the details. Depending on your configuration, the fields may be fewer than those listed below.

    Note: In the upper-right corner, select Configure Fields and select the additional configurable and custom fields you want to display. The system saves the set of selected fields per user so they display next time you create a Customer.

    Customer Information
    First Name—Enter the name of the person associated with this Customer.
    Last Name—Enter the last name of the person associated with this Customer.
    Company Name—Enter the name of the company or organization.
    Customer Name*—Select the name of the Customer.
    External Customer Number—Enter the external Customer number. This must be a unique value you associate with your Customer. This number may be used, for example, on invoices or reports.
    Date of Birth—Enter the date of birth of your Customer or select it from the calendar. Date of Birth can be specified for personal accounts only. To create a personal account, enter the First and Last Name, then select the personal name in the Customer Name drop-down menu.
    Tax Number (TIN)—Enter the associated United States tax ID number, usually a company tax ID number or personal tax ID number, such as a Social Security number.
    Tax ID Validated—Select the check box if value-added tax (VAT) applies.
    Phone—Select the type of phone, like Mobile, and the Customer telephone number.
    Add Phone Number—Enter an additional Customer telephone number and phone type.
    Primary Email*—Enter the Customer's main email address where Gotransverse-generated emails can be sent.
    Add Secondary Email—Click and add a secondary Customer email.
    Addresses—Enter the Billing Address where the Customer is to receive the invoice. Select the respective check boxes below this section to add the Service and Shipping addresses and mark them as Same As Billing address if desired.
    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.
    Currency*—Select the currency used for this account. This value is used when ordering products.
    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.
    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.
    Taxable—Select to make the billing account taxable. 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 menu lists accounts with the same bill cycle that are in Active status. This field displays when the Enable Responsible Account Management system setting is set to True.

    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. The drop-down menu lists 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.

    Note: 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.

    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 menu.

    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 menu. The default when you enable this system setting is to display None and Email as drop-down menu options. Possible options include:

    • Email—Sends an invoice via email. Before you select this option, make sure the Customer has a Primary Email address listed.
    • 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.

    Account Payment Information
    Payment Term—Select a payment term for payment from the drop-down menu.
    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 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.
    Payment Options—Select the Credit Card check box 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 menu.
    * Indicates required field.
  4. After information is entered, select Create Customer to create the Customer or select Create Another to create the Customer and open another Create Customer window.

Adding an Additional Billing Account to a Customer

Note: To have the ability to add additional billing accounts to a Customer, the Allow Multi-Customer Accounts system setting must be set to True. Otherwise, a Customer will have one associated billing account.

To add an additional billing account associated with a Customer:

  1. Select Customer Billing from the Gotransverse action menu , then search for or select the Customer. The default Account page displays.
  2. From the Customer action menu, select Add Account.

    Note: 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.

  3. In the Add Billing Account window, configure the details. Depending on your configuration, the fields may be fewer than those listed below.

    Note: In the upper-right corner, select Configure Fields and select the additional configurable and custom fields you want to display. The system saves the set of selected fields per user so they display next time.

    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.
    Taxable—Select to make the billing account taxable. 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 menu lists accounts with the same bill cycle that are in Active status. This field displays when the Enable Responsible Account Management system setting is set to True.

    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. The drop-down menu lists 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.

    Note: 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.

    Invoice Rendering Type—Specify the type of invoice rendering for 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.

    Note: 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, then complete the Adding a Managed Account instructions. Last, select Edit Account from the account action menu, then select the necessary option in the Invoice Rendering Type field.

    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 menu.
    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 menu. The default when you enable this system setting is to display None and Email as drop-down menu options. Possible options include:
    • Email—Sends an invoice via email. Before you select this option, make sure the Customer has a Primary Email address listed.
    • 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.

    Set as Default Account? Select the check box if you want to set the billing account as the default account.
    Account Payment Information
    Payment Term—Select a payment term for payment from the drop-down menu.
    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 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.
    Payment Options—Select the Credit Card check box 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 menu.
    Fields marked with an asterisk (*) are required.
  4. After information is entered, select Create Account to create the account or select Create Another to create the account and open another Create Account window.

Editing a Customer

To edit Customer details:

  1. Select Customer Billing from the Gotransverse action menu , then search for or select the Customer.
  2. From the Customer action menu, select Edit Customer.
  3. In the Edit Customer window that displays, modify the desired fields. Fields that cannot be edited are grayed out. Depending on your configuration, the fields may be fewer than those listed below.

    Note: In the upper right corner, click Configure Fields to manage the fields that display.

    FieldDescription
    First NameEnter the name of the person associated with this Customer.
    Last NameEnter the last name of the person associated with this Customer.
    Company NameEnter the name of the company or organization.
    Customer Name*Select the name of the Customer.
    External Customer NumberEnter the external Customer number. This must be a unique value you associate with your Customer. this number may be used, for example, on invoices or reports.
    Date of BirthEnter the date of birth of your Customer or select it from the calendar. Date of Birth can be specified for personal accounts only. To create a personal account, enter the First and Last Name, then select the personal name in the Customer Name drop-down menu.
    Tax Number (TIN)Enter the associated United States tax ID number, usually a company tax ID number or personal tax ID number, such as a Social Security number.
    Tax ID ValidatedSelect the check box if value-added tax (VAT) ID number has been validated. If validated (selected), the account is assumed to be a business for VAT purposes. If not validated (cleared), the account is assumed to be for an individual for VAT purposes.
    PhoneSelect the type of phone, like Mobile, and the Customer telephone number.
    Add Phone NumberEnter an additional Customer telephone number and phone type.
    Primary Email*Enter the Customer's main email address where Gotransverse-generated emails can be sent.
    Add Secondary EmailClick and add a secondary Customer email.
    AddressesEnter the Billing Address where the Customer is to receive the invoice. Select the respective check boxes below this section to add the Service and Shipping addresses and mark them as Same As Billing address if desired.
    Fields marked with an asterisk (*) are required.
  4. Once you complete editing the Customer details, click Edit Customer.

Editing a Billing Account

To edit a billing account and payment information:

  1. Select Customer Billing from the Gotransverse action menu , then search for or select the account through the Accounts tab on the Search page.
  2. From the Account action menu, select Edit Account.
  3. In the Edit Billing Account window, modify the desired fields. Fields that cannot be edited are grayed out. Depending on your configuration, the fields may be fewer than those listed below.

    Note: In the upper-right corner, select Configure Fields to select which fields to display.

    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. This can be Active, Suspended, or Deactivated.
    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.
    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 menu lists accounts with the same bill cycle, in Active status, and that don’t already have managed accounts. This field displays when the Enable Responsible Account Management system setting is set to True.

    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. The drop-down menu lists 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.

    Note: 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.

    Invoice Rendering Type—Specify the type of invoice rendering for 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.

    Note: 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, then complete the Adding a Managed Account instructions. Last, select Edit Account from the Account action menu, then select the necessary option in the Invoice Rendering Type field.
    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 menu.
    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 menu. The default when you enable this system setting is to display None and Email as drop-down menu options. Possible options include:
    • Email—Sends an invoice via email. Before you select this option, make sure the Customer has a Primary Email address listed.
    • 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.

    Account Payment Information
    Payment Term—Select a payment term for payment from the drop-down menu.
    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 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—Select the desired Dunning Plan from the drop-down menu.
    Fields marked with an asterisk (*) are required.
  4. Once you have completed editing the account details, select Edit Account.

For details about managing Customers and billing accounts using API 2.0, visit our API samples on Billing Accounts and API reference documentation.