Cancel/Rebill/Freeze (Bill - Bill Segments)
If problems are detected with a frozen bill segment, it should be canceled and a new bill segment should be created. We refer to this process as cancel / rebill. Refer to Cancel / Rebill Incorrect Bill Segments for more information.
Before you cancel / rebill, you'll probably need to fix the cause of the problem. The following table describes common problems and how to fix them.
Problem | How To Fix It |
---|---|
The wrong rate was used | Go to Contract - Rate Info and correct the rate. |
A contract rider was applied incorrectly | Go to Contract - Rate Info and correct the contract rider information. |
The wrong tax exemption amount was calculated | Go to Contract - Rate Info and correct the tax exemption information. |
The Cancel/Rebill/Freeze button is used to cancel, rebill and freeze one or more bill segments. This button is enabled if you select at least one row from the bill segments grid that's in the Frozen state AND the bill is not written off.
Note that you can only select a bill segment for cancel/rebill/freeze if ALL bill segments in the grid are in the Frozen state. Note, you can use the Status Filter to restrict the type of bill segments in the grid.
When clicked, the Cancel/Rebill/Freeze window opens.
- Cancel Reason defines why the bill segment(s) are being canceled.
- Accounting Date defines the financial period to which the canceled and new bill segments' financial transactions are booked. The current date defaults when the window opens.
- Check Allow Estimates if the system is allowed to estimate.
- Billing Option controls how the system retrieves the charges on the bill. Select the Use Cut Off Date option if the charges exists on the cut-off date.
- If you prefer to have the system use the consumption details used on the original bill segments, check Use Old Read/Item/SQ. If this switch is on, neither Allow Estimates nor Billing Option is relevant.
After specifying the parameters, click Calculate to cancel, rebill and freeze the selected bill segments.
A confirmation window summarizes what the system just did (i.e., it shows the number of bill segments that were deleted / generated).