Bill Batches (Bill on Demand)

Gotransverse enables you to create an invoice for a billing account’s services before the next bill cycle run with bill on demand. This will create a manual invoice that captures any unbilled charges between the previous bill cycle run date and the bill on demand date. When the next bill cycle run occurs, GTV will exclude any invoice items found on the bill on demand invoice and only include unbilled charges between the bill on demand date and the bill cycle end date.

If there are additional charges between when the bill on demand runs and the end of the next bill cycle, those charges are included in the next bill cycle run. Conversely, if a bill on demand invoice includes all charges that would have appeared on an invoice during the next regular bill cycle run, then the next bill cycle run doesn't produce an invoice.

A bill batch is needed to process a bill on demand invoice. A bill batch is like a custom bill cycle, created once, to process a manual invoice like a bill on demand invoice. Manual invoices are any invoices created outside of the bill cycle process and may require bill batch approval before creation. Manual invoices are created using one of the following methods:

Invoicing Type Description
Bill on Demand Create an invoice that captures any unbilled charges created between the previous bill cycle run date and the bill on demand date.
Invoice on Order Create an invoice for the charges created by a new order by selecting the Invoice Order check box during the new order process.
Reverse Invoice Create a manual invoice that duplicates an existing invoice’s charges using negative amounts.
Reissue Invoice Create a manual invoice that duplicates an existing invoice’s charges using a new invoice number, new invoice date, current billing account information, and recalculation of tax.
Ad Hoc Manual Invoice Create a customized manual invoice using line items found on previous invoices for the billing account.

UI 2.0 provides a way to run bill on demand, view associated bill batch details and invoices generated during the bill batch run. You can approve, close, cancel, or delete a bill on demand in UI 1.0.

Note: If you run bill on demand on a billing account, the billing account's regular bill cycle will not run until the bill on demand is approved and closed, canceled, or deleted. A bill on demand must be approved to produce an invoice.

Viewing Bill Batches

To view a list of existing bill batches.

  1. Select Customer Billing from the Gotransverse action menu .
  2. Select Billing in the left pane, then click the Bill Batches tab. It displays a list of existing bill batches and details such as the Bill Batch ID, Name, Currency, Type, and End Date.

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

  3. Select a bill batch from the list to view its Bill Batch detail page.

Bill Batch Detail Page

On the Bill Batch detail page, you can view the information about the bill batch, its bill batch runs, and history of changes:

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Batches tab, then select the needed bill batch from the list.
  3. On the Bill Batch detail page, you can view the Bill Batch Information section that includes the bill batch ID, name, description, currency, type, end date, whether the bill batch is approved automatically, and whether the internal invoice rendering is enabled.

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

    • Bill Batch Runs—Lists all bill batch runs with associated details such as the sequence, open and close date, the number of generated invoices, status, and step of execution. Select a bill batch run from the list to be taken to its Bill Batch Run detail page.
    • History—Lists all changes on the bill batch.

Bill Batch Run Detail Page

On the Bill Batch detail page, you can view bill batch run information, a summary, and a list of distributed and not distributed invoices:

  1. Select Customer Billing from the Gotransverse action menu , then select Billing in the left pane.
  2. Click the Bill Batches tab, then select the needed bill batch from the list.
  3. On the Bill Batch detail page, select the needed bill batch run from the Bill Batch Runs detail tab.
  4. On the Bill Batch Run detail page, view the following details.
    • Bill Batch Run Information—Lists bill batch run details such as ID, bill batch 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 a summary of the bill batch 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 details page, you can also view the following detail tabs:

    • Invoices Distributed—List all invoices distributed during the bill batch run.
    • Invoices Not Distributed—List all invoices that were not distributed during the bill batch run.

Note: On the Bill Batch detail page, you can also view the invoice PDFs.

Running Bill On Demand

To run bill on demand:

  1. Select Customer Billing from the Gotransverse action menu , then search for or select the billing account.
  2. From the Account action menu, select Bill On Demand.
  3. In the Bill on Demand window, enter the requested information.
    Field Description
    Name*The name of the bill batch.
    End Date*The date up to when charges are calculated for on demand billing. Charges are collected as of midnight and no charges are calculated for the bill batch after that time.
    DescriptionAdditional information about the bill batch.
    Invoice DateThe date used on the invoice and for reporting purposes.
    Invoice Due DateThe date when payment is due.

    Fields marked with an asterisk (*) are required.

  4. Select Bill On Demand to create a bill batch or select Create Another to create the bill batch and open another Bill On Demand window.

Viewing Invoices After Bill on Demand Run

After the bill on demand is run and a bill batch is created, on the Bill Batch Run detail page, you can view the list of invoices distributed and not distributed during the bill batch 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 Batches tab, then select the needed bill batch from the list.
  3. On the Bill Batch details page, select one of the following detail tabs:
    • Invoices Distributed—Displays invoices distributed to clients via email during the bill batch run.
    • Invoices Not Distributed—Displays invoices not distributed to clients during the bill batch 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.
  5. Note: Use your browser to open or download the invoice.

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