1. Administrator Guide
  2. Invoices
  3. Credit/Rebill

Credit/Rebill

OpenAir's invoicing functionality enables companies to group multiple charges that should be billed and sent to a customer. Invoices can be sent through an approval process, sent to a customer and subsequently exported to an external accounting system. At times it is necessary to credit and potentially re-bill an invoice that has already been approved, sent to a customer, or has been exported. Currently, if an invoice and corresponding charges have been approved or exported, a credit would need to be applied manually creating negative offsetting charges. New charges would also need to be created manually if the invoice needed to be re-billed.

OpenAir has streamlined the process of crediting an invoice and re-billing associated charges after a credit has been issued. A new Credit/Rebill link is available within an approved timesheet that enables users to either credit, or credit and rebill an invoice. If a user chooses to credit an invoice, a new invoice will be created that contains offsetting charges of the original invoice. If the user then chooses to re-bill, the charges from the original invoice will be available to be placed on a new invoice. Both credit and re-bill invoices will go through the same approval process as the original invoice. Additionally, the History link in the original invoice will indicate whether the invoice has been credited or re-billed, with the corresponding invoice numbers.

To enable the credit and re-bill functionality, contact OpenAir Customer Support.

To Credit an Invoice:

  1. Users with the appropriate role privilege navigate to Invoices > Invoices > Approved > [select an approved invoice].

  2. Click the “Credit/Rebill” link.

  3. Enter any necessary notes and select the option for submission of the credit invoice to either “Yes” or “No.”

  4. After all options have been configured, click the “Credit” button. A new invoice will be created containing negative offsetting charges.

Note:

Credit invoice charges are designed to balance out the entire original invoice, and then new charges to be invoiced (or modified and then invoiced) are created by pressing Rebill.

To Re-bill an Invoice:

  1. Select the originally approved invoice that has already been credited.

  2. From the “Credit/Rebill” link, click on the “Rebill” button. After the “Rebill” button has been selected, the charges on that invoice will appear in the “Open” charge stage.

  3. Place these charges on a new invoice, if desired.

Important:

An invoice cannot be re-billed unless the invoice has been credited. After an invoice has been credited, a new re-bill option is now available.

After an invoice has been credited, users cannot edit the charge in the original invoice, and the Charges link won’t be available. After the original invoice has been rebilled, users cannot delete the original invoice and the credit invoice in the UI. Users would need to set the field credit_rebill_status to C on the original invoice to be able to delete the credit invoice. This setting of the field can be done using the Integration Manager tool. After the credit invoice is deleted, users may now edit the original invoice.

Edit or Delete an Invoice Where a Credit and Rebill Has Already Been Applied

  1. Create a CSV file and add a column for ID and credit_rebill_status.

  2. Indicate the internal id of the original invoice (not the credit invoice).

  3. Indicate C under credit_rebill_status column.

  4. Save it as CSV.

  5. Open Integration Manager.

  6. Map ID with ID and credit_rebill_status with credit_rebill_status for CSV to Invoice.

  7. Run the Integration Manager tool.

After doing this, the original invoice’s credit_rebill_status will become C (Credit Initiated) from R (Re-Bill). Moving it to a state that is not re-bill will allow users to delete the credit invoice. Users may do so by navigating to [credit invoice] > Properties > click Delete. After deleting the credit invoice, users may now edit the charges within the original invoice and/or delete the original invoice.

Role Settings

There are two new role settings that allow specific roles to either Credit or Re-bill an invoice:

Charge Stages

A specific charge stage can be designated at the Administration > Application Settings > Invoices > Charge stages. Within the charge stage edit form, select the option "Set this as the primary stage for 'credits'". If designated, any charge created from the credit invoice will be displayed in this charge stage.

Invoices List View

In the Invoices list view, a new subtab for "Credit/Rebill" is available. This subtab will hold any invoice that has been credited or re-billed. In addition, three new fields can be displayed by clicking on the "Customize list view" link on the upper left corner of the top menu bar. These fields are: "Credit/Rebill - Credit invoice number", "Credit/Rebill - Original invoice number", and "Credit/Rebill - Status". To display these fields, click on them as desired and select "Add selected items." Click OK.

Reporting

Time entry related fields can now be reported on in a charge detail report. These fields can be leveraged to identify the original time entries hours from the resulting charge. To run a charges detail report, navigate to Reports > Detail > Invoices > Charges.

Terminology

The terminology for "Rebill" can be changed. To modify the terminology, navigate to Administration > Global Settings >Display > Terminology.