Bill Cycles

A bill cycle is the period of time between invoices for which service and usage charges are calculated and allowances are measured.

Bill cycles are recurring and typically set to repeat on a defined basis. For example, you might send invoices to customers on the first day of the month for services provided the previous month. The length of a bill cycle can vary and can be daily, weekly, semi-monthly, every-other week, monthly, quarterly, or annual.

Gotransverse UI 2.0 provides a way to do the following:

Note: You can create new bill cycles only through UI 1.0.

Viewing Bill Cycles

To view a list of existing bill cycles:

  1. Select Customer Billing from the Gotransverse action menu .
  2. Select Billing in the left pane.
  3. Select the Bill Cycles tab. It displays a list of existing bill cycles and details such as the Bill Cycle ID, Name, Status, Type, and Next Bill Run.

    Note: You can manage the number of columns that display by clicking the Columns button in the upper-right corner and selecting desired columns.

  4. Select a bill cycle from the list to view its Bill Cycle detail page.

Bill Cycle Detail Page

On the Bill Cycle detail page, you can view the information about a bill cycle, its bill cycle runs, associated billing accounts, and history of bill cycle changes. Here, you can also perform actions on bill cycles such as running, approving, diagnosing, and simulating a bill cycle run.

To view bill cycle information:

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Cycles tab, then select the needed bill cycle from the list.
  3. On the Bill Cycle detail page, you can view the Bill Cycle Information section that includes the bill cycle ID, Name, Status, Type, Next Bill Run, whether the bill cycle is run automatically, and the associated Currency.

    On the Bill Cycle detail page, you can also view the following detail tabs:

    • Bill Cycle Runs—Lists all bill cycle runs with associated details such as the sequence, open and close dates, the number of generated invoices, status, step of execution, and available actions. Select a bill cycle run from the list to be taken to its Bill Cycle Run detail page.
    • Billing Accounts—Lists all billing accounts associated with the bill cycle. Select a billing account from the list to be taken to its Billing Account page
    • History—Lists all changes on the bill cycle.

Bill Cycle Run Detail Page

On the Bill Cycle Run detail page, you can view bill cycle run details, a summary, a list of distributed and not distributed invoice PDFs or choose to resend the invoice to your customers. Here, you can also run, approve, diagnose, and simulate a bill cycle run.

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Cycles tab, then select the needed bill cycle from the list.
  3. On the Bill Cycle detail page, select the needed bill cycle run from the Bill Cycle Runs detail tab.
  4. On the Bill Cycle Run detail page, view the following information:
    • Bill Cycle Run Information—Lists bill cycle run details such as the ID of the associated bill cycle, bill cycle run sequence, run open and close dates, invoice date, status, step of execution, and whether the payment term is used.
    • Bill Cycle Run Summary—Displays the summary about the bill cycle run such as the number of processed accounts and invoices as well as the number of distributed and not distributed invoices.

    On the Bill Cycle Run detail page, you can also view the following detail tabs:

    • Invoices Distributed—Lists all invoices distributed, meaning sent to customers, during the bill cycle run. By clicking the ellipsis button under Actions, you can select to view the invoice PDF or resend the invoice.
    • Invoices Not Distributed—Lists all invoices that are not distributed during the bill cycle run. By clicking the ellipsis button under Actions, you can select to view the invoice PDF. If there was a failed attempt to distribute the invoice, you can also resend the invoice.

    Note: For more information about when invoices are distributed to customers, refer to the Creating and Distributing Invoices section.

Running a Bill Cycle

When creating a bill cycle, you can specify whether the bill cycle should be run and approved automatically by selecting the Auto Bill check box when creating a bill cycle. If the check box is selected, a bill cycle runs and approves automatically on the day after the billing period expires. If the Auto Bill is disabled, you decide when to manually run and approve a bill cycle.

After the bill cycle is run, the bill cycle begins. Gotransverse uses the beginning and closing dates of a bill cycle to calculate, track, and invoice the charges owed by your customers, including taxes you set. Afterward, Gotransverse distributes invoices to your customers.

A Bill Cycle run initiates the following processes:

  • Calculates activity, recurring charges, one-time fees, and taxes for each billing account associated with the bill cycle.
  • Gathers the billing account information including all adjustments that have been entered. This process repeats until all customers for the bill cycle have been processed.
  • Creates the Key Performance Indicators (KPIs) for the Bill Cycle. You can view KPIs only in UI 1.0.
  • Provides invoices for inspection.

Occasionally you might need to invoice a customer outside of their usual bill cycle. In that case, you can initiate a Bill on Demand process that invoices the individual customer. Bill on Demand is processed in the same way a regular bill cycle is processed.

To manually run a bill cycle:

Note: Until the previous bill cycle run is approved, you cannot run the next bill cycle run in line.

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Cycles tab, then select the needed bill cycle from the list.
  3. On the Bill Cycle detail page, complete one of the following actions:
    • On the Bill Cycle Runs detail tab, next to the needed bill cycle run, click the ellipsis button under Actions, then click Run.
    • On the Bill Cycle Runs detail tab, select the needed bill cycle run. Then, on the Bill Cycle Run detail page, select Run from the Sequence action menu.
  4. In the Execute Bill Cycle Run window, modify the needed fields, then click Submit.
    • Scheduled Date*—The date when the bill cycle will process.
    • Invoice Date*—The date when invoices generated during this bill cycle run are posted to the general ledger.
    • Use Payment Term—Payment terms are the period of time between the Invoice Date and when the invoice is considered past due. You create Payment Terms and then use them through Account Categories in UI 1.0.
    • Invoice Due DateDisplays only if Use Payment Term has no check mark. The date by which your customer must pay the invoice to avoid late payment fees.
    • Fields marked with an asterisk (*) are required.

After you manually run a bill cycle, you must approve it to complete the bill cycle process. You cannot run another bill cycle run until the previous one is approved.

Approving a Bill Cycle Run

If you don’t select the Auto Bill check box when creating a bill cycle, after you manually run a bill cycle, it also needs to be approved. When you approve a bill cycle, the bill cycle is then committed. Gotransverse considers the invoices valid and creates the receivables. Until the previous bill cycle run is approved, you cannot run the next bill cycle run in line:

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Cycles tab, then select the needed bill cycle from the list.
  3. On the Bill Cycle detail page, complete one of the following actions:
    • On the Bill Cycle Runs detail tab, next to the needed bill cycle run, click the ellipsis button under Actions, then click Approve.
    • On the Bill Cycle Runs detail tab, select the needed bill cycle run. Then, on the Bill Cycle Run detail page, select Approve from the Sequence action menu.
  4. In the Confirmation window, select Yes.

Now, Gotransverse distributes invoices generated during the bill cycle run. You’re ready to view the generated invoice PDFs and resend invoices to customers, if necessary.

Viewing and Resending Invoices

After you run the bill cycle, on the Bill Cycle Run detail page, you can review invoices and resend to customers invoices distributed or not distributed during the bill cycle run.

Note: For more information about when invoices are distributed to customers, refer to the Creating and Distributing Invoices section.

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Cycles tab, then select the needed bill cycle from the list.
  3. On the Bill Cycle detail page, click one of the following detail tabs:
    • Invoices Distributed—Displays invoices distributed to clients via email during the bill cycle run.
    • Invoices Not Distributed—Displays invoices not distributed to clients during the bill cycle run. If the Overall Invoice Distribution system setting is set to None or Paper, the invoice will display on this detail tab.
  4. Next to the needed invoice, under Actions, click the ellipsis button , then select one of the following:
    • View PDF—Click to view the PDF version of the invoice. Use your browser to open or download the invoice.
    • Resend Invoice—Click to resend the invoice to customers. This option is not available if the invoice was provided in a method other than email. The invoice is sent to the same email address to which the original invoice was sent.
    • Note: On the Invoices Not Distributed tab, the Resend option displays only if there was a failed attempt to distribute the invoice.

  5. Select an invoice from the list to be taken to the Invoice detail page.

Diagnosing a Bill Cycle Run

To check if there no errors or conflicts that prevent a bill cycle from running, you can diagnose it. If the bill cycle cannot be run, Gotransverse displays a notification in the upper-right corner of the application indicating potential problems and helps you to troubleshoot.

Note: You cannot diagnose a completed bill cycle run or a bill cycle run that is next in line for running.

Note: Diagnosing a bill cycle is optional and is not a part of the bill cycle run process.

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Cycles tab, then select the needed bill cycle from the list. You can simulate a bill cycle run no matter the status of the bill cycle.
  3. On the Bill Cycle detail page, complete one of the following actions:
    • On the Bill Cycle Runs detail tab, next to the needed bill cycle run, click the ellipsis button under Actions, then select Diagnose.
    • On the Bill Cycle Runs detail tab, next to the needed bill cycle run, click the ellipsis button under Actions, then select Diagnose.

A notification informing you about whether the bill cycle can be run appears.

Simulating a Bill Cycle Run

You can view what the bill cycle looks like to date without waiting for the bill cycle to close and without actually running the bill cycle. This simulated bill cycle cannot be posted deliberately or accidentally as it has no Approve function.

Simulate a Bill Cycle to verify your settings which may include but are not limited to the following items:

  • Your usage rules are producing the results you expect.
  • Your customers have all the products at the charges you expect.
  • Your customers' invoices appear the way you expect including any new messages you have added.

You can re-simulate this time period any time until the time period for this bill cycle ends. No invoices are kept and no charges go to customers' accounts.

To simulate a bill cycle run:

Note: You can simulate bill cycle runs in Open and Ready statuses.

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Cycles tab, then select the needed bill cycle from the list. You can simulate a bill cycle run no matter the status of the bill cycle.
  3. On the Bill Cycle detail page, complete one of the following actions:
    • On the Bill Cycle Runs detail tab, next to the needed bill cycle run, click the ellipsis button under Actions, then click Simulate.
    • On the Bill Cycle Runs detail tab, select the needed bill cycle run. On the Bill Cycle Run detail page, select Simulate from the Sequence action menu.
  4. In the Simulate Bill Cycle Run window, modify the needed fields, then select Simulate.
    • Scheduled Date*—The date of the simulation of the bill cycle.
    • Invoice Date*—The date when invoices generated during this bill cycle run would be posted to the general ledger.
    • Use Payment Term—Payment terms are the period of time between the Invoice Date and when the invoice is considered past due. You create Payment Terms and then use them through Account Categories in UI 1.0.
    • Invoice Due Date*Displays only if Use Payment Term has no check mark. The date by which your customer would have to pay the invoice to avoid late payment fees.
  5. Fields marked with an asterisk (*) are required.

The status of the bill cycle run changes to Scheduled, then to Simulated. On the Bill Cycle Run detail page, in the Bill Cycle Run Information section, the information updates to the data you specified in the Simulate Bill Cycle Run window.

After simulating a bill cycle run and viewing preliminary run results, you can run the bill cycle or cancel the bill cycle run simulation. Canceling a bill cycle run simulation allows for a bill cycle run to pick up additional charges or taxes on the billing account, if there are any. Then, you can simulate the bill cycle run once more to view updated invoices

Viewing Invoices After Simulation

After you simulate an invoice, you can view invoices that would be generated if you ran the bill cycle. They are displayed for preview purposes and are not sent to the customers. You can view invoices that would be distributed and not distributed to your customers.

Note: For more information about when invoices are distributed to customers, refer to the Creating and Distributing Invoices section.

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Cycles tab, then select the needed bill cycle from the list. You can simulate a bill cycle run no matter the status of the bill cycle.
  3. On the Bill Cycle detail page, select one of the following:
    • Invoices Distributed—Displays invoices that would be distributed to customers during the bill cycle run.
    • Invoices Distributed—Displays invoices that would not be distributed to customers during the bill cycle run. If the Overall Invoice Distribution system setting is set to None or Paper, the invoice will display on this detail tab.
  4. To view an invoice PDF, next to the needed invoice, under Actions, click the ellipsis button , then select View PDF.

    Note: Use your browser to open or download the invoice.

  5. Click an invoice from the list to be taken to the Invoice detail page.

Note: When you simulate a bill cycle run, the system displays preview of the invoices that would be generated after you run the bill cycle. These invoices are not distributed to your customers.

Canceling a Bill Cycle Run Simulation

Canceling a simulated bill cycle run changes its status from Simulated to Canceled, then to Ready so that you can re-simulate the bill cycle run or process it:

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Cycles tab, then select the needed bill cycle from the list.
  3. On the Bill Cycle detail page, complete one of the following actions:

    Note: You can cancel the bill cycle run simulation for bill cycle runs in Simulate status.

    • On the Bill Cycle Runs detail tab, next to the simulated bill cycle run, click the ellipsis button under Actions, then select Cancel.
    • On the Bill Cycle Runs detail tab, select a simulated bill cycle run. On the Bill Cycle Run detail page, select Cancel from the Sequence action menu.
  4. In the confirmation window, select Yes to roll back a bill cycle run simulation.