Manage Draft and Ad Hoc Consolidated Billing

Manage draft reviews of consolidated invoices and generate ad hoc consolidated invoices for your designated customer accounts.

These are customer accounts with the Review invoice lines before import option enabled in the Consolidated Billing section of the customer account profile.

You manage draft reviews and ad hoc billing on the charge lines enabled for consolidated billing that are retained in the interface tables after the first run of the Import Receivables Transactions Using AutoInvoice process.

You must first review these transaction lines for interface line errors and resolve all open issues. Receivables won’t create draft invoices if any charge lines have an error.

You review draft consolidated invoices and generate ad hoc consolidated invoices using the Manage Draft Consolidated Bills workbook.

Review Draft Consolidated Bills

Use the Search fields in the Manage Draft Consolidated Bills workbook to display the specific charge lines that you want to review. You must search for charge lines by business unit and by the consolidated billing status Ready for Review.

Use additional criteria to review specific sets of lines for consolidation, such as Bill-to Customer Account and Billing Set Number (for fulfillment-based consolidation). A search by Bill-to Customer Account exposes these additional criteria: Customer Name, Customer Account Number, Customer Account Description, and Taxpayer ID.

To review draft consolidated bills:

1. Navigate to the Billing work area.
2. Open the Tasks panel and select Consolidated Billing > Manage Draft Consolidated Bills.
3. Download and open the Manage Draft Consolidated Bills workbook.
4. If not populated, in the Business Unit field enter the applicable business unit.
5. In the Consolidated Billing Status field, enter Ready for Review.
6. Enter the optional search criteria that you want.
   Caution: Keep your search criteria as detailed and focused as possible, to avoid loading a large record count.
7. Review each set of lines with the same transaction number. These lines represent a single consolidated invoice.
8. When you have completed your review, update the consolidated billing status of the applicable lines to Ready for Billing.

   Receivables only creates a consolidated invoice when all charge lines with the same transaction number are set to Ready for Billing.

9. Select Upload Changes to save the lines that are ready for billing.
10. Run the Consolidate Charge Lines for Invoice Import into Receivables process, followed by the automatic Import Receivables Transactions Using AutoInvoice process, to group charge lines and generate your consolidated invoices.

During your review, if you want to remove some of the draft charge lines from the consolidated billing process, complete either of these tasks:

• Delay consolidated billing: If you find that one or more charge lines require extra time for review and update, move them to the next billing cycle by setting the status to Ready for Consolidation and entering a transaction date later than the bill date.
• Deliver as standard invoices: If you find that one or more charge lines are not meant to be consolidated, set the status to Bill Now to deliver these lines as standard invoices.

Generate Ad Hoc Consolidated Invoices

You can generate an ad hoc consolidated invoice from a subset of completed charge lines, ahead of the billing cycle completion of all the charge lines intended for the invoice.

For example, you may need to close out open receivables during period close; or, you are closing out a customer account and need to deliver the remaining pending charges.

To generate an ad hoc consolidated invoice:

1. Navigate to the Billing work area.
2. Open the Tasks panel and select Consolidated Billing > Manage Draft Consolidated Bills.
3. Download and open the Manage Draft Consolidated Bills workbook.
4. Search for charge lines with the status Ready for Consolidation.
5. Enter the additional search criteria necessary for ad hoc invoicing.
6. Set the status of these charge lines to Bill Now.
7. Select Upload Changes to save the ad hoc invoice charge lines.

A run of the Consolidate Charge Lines for Invoice Import into Receivables process consolidates the charge lines into one or more invoices, according to your grouping criteria. The automatic Import Receivables Transactions Using AutoInvoice process generates consolidated invoices in Receivables.

The ad hoc invoices generated are assigned the system date as the transaction date. This includes time-based consolidated invoices, which normally date transactions the day after the billing cycle date.