Invoicing

An invoice is a summary of all charges incurred by that account during the billing period. If the account is a parent, then the invoice includes all charges incurred by the account and its children. The following line items are associated with an invoice:

  • Payments
  • Invoice item Adjustment
  • Invoice Adjustment
  • Credits
  • Refunds

When an invoice is first created, it is placed in "draft" state. Once the bill run with the run invoice option is complete and the invoice is finalized, it moves to the "Posted" state. The 3rd state is "voided". A customer voids an invoice when they wish to cancel the invoice. A new invoice can optionally be issued once the old invoice has been voided (cancelled).

The account that receives the invoice is called an invoicer. Only an account that is tagged as an invoicer can receive an invoice. Separate usage and subscription invoicers can be specified. Any account within the owner hierarchy can be specified as a subscription or a usage invoicer. As an example accounts A, B, C and D are accounts within the same owner tree. An administrator can configure A as the invoicer for subscription charges for this group of accounts. Account B can be configured as the invoicer for usage charges for this group of accounts. The invoice that A receives will contain only the subscription related items for the accounts, while B will contain all the usage related items.

All accounts within an invoicer hierarchy must be within the same bill group and bill on the same day. This constraint is enforced through the user interface.

Invoice Builder

EngageIP provides an invoice builder module with a visual editor for creating invoice templates. The following attributes are configurable:

  • Page Layout : Page dimensions and margins
  • Page Dimensions : Executive, Folio, Legal, Letter, Tabloid, A0 to A10, B0 to B10, C0 to C10
  • Page orientation : portrait vs landscape
  • Styles : Font size, Text Indentation, Fill color
Screen Shot

In order to provide options for the rendered invoice, the Invoice Builder will have sub section support. A section can be subdivided horizontally (rows) and vertically (columns) into multiple sub sections. Within each section it is possible to set layout attributes, add headings and fill colours. Content can be added within each sub section. The content can be a combination of tables, text, separators and images.

Options are provided to collapse sub sections if no content is available for that sub section. For example, a sub section that lists the devices and their usage can be collapsed if the customer has no devices deployed on their account.

Invoice Variables

Variables can be added to the text content to display relevant content such as amount owning, account usage etc. Appendix A lists the variables that will be included on the invoice. These variables can be added to any subsection on the invoice. Calculated field support will also be available; for example, a customer might wish to display a due date on the invoice which is derived from the payment term and the invoice render date.

Return TypeDescription
DateCalculate a date, for example, by adding or subtracting days to other dates. A date and an integer variable can be added.

Returns: Payment Due Date = Invoice Send Date + 10

Payment Due Date = Invoice Send Date + Payment Term Value
Date TimeCalculate a date/time, by adding or subtracting a number of hours or days to another date/time.

Returns: Provisioning Effective Date = Package Effective Date + 12 hours
NumberCalculate a numeric value.

Returns: Gross Margin = MRC - Cost
PercentCalculate a percent and automatically add the percent sign to the number.

Returns: Total discount = Service Discount + One-time Promo
StringCreate a text string, for example, by concatenating other text fields.

Returns: Price Book Entry = "Product code" + "Currency String"
TimeCalculate a time, for example, by adding a number of hours to another time.

Returns: Elapsed time = Bill Run Start time + 10 hours

Invoice Delivery and Export

Delivery options can be set up for Invoices via the Bill Run Screen. Delivery options include; Email, Hard Copy, Email and Hard Copy. Emails can also be exported in PDF format. Preview options are available for previewing the invoice prior to sending it out.