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Creating Billing Documents

You can create an invoice or credit note by creating a billing document:

1. Click the Billing Documents tab.
2. Click New or New Billing Document.
3. Select the type of document you are creating.
4. [Optional] If you want to change the default header and footer text that is to appear on the document, click Document Text then edit the header and footer text in the popup that appears. For more information, see Adding Information to Billing Documents.
5. Select the Account to which this document relates.
6. [Optional] If you want to change the default Billing and Shipping Address copied from the account, click Address Information then edit the billing or shipping address in the popup that appears. If you want to restore an address from the selected account, click the restore icon in the heading of the address you want to update. Click Update to apply your changes.
7. Select the Contract to which this document relates.
8. Enter the date on which the document was created in the Document Date field.
9. [Optional] Enter the date on which payment is expected in the Document Due Date field.
   • If you don't enter a due date on an invoice, it is calculated from credit terms when you leave the field. Credit terms held on account take precedence over credit terms held on company. If none exist on either account or company the due date is set to the document date.
   • If you don't enter a due date on a credit note, it is set to the document date.
10. Enter the date on which the document was issued.
11. Enter the Currency of the document.
12. Select the Company to which this document relates.
13. [Optional] Enter an external customer reference number.
14. Enter a Description for the document.
15. [Optional] If you are using the integration between Billing Central and FinancialForce Accounting:
    1. When the Period Override field is available, you can override the period that the billing document is posted to. Do this by entering the name of the preferred FinancialForce Accounting period. If you leave the Period Override field blank, the period is derived from the billing document's document date.
    2. When the Document Rate field is available, you can override the exchange rate used to convert the document's value from document currencyThe currency in which values are entered on a document. to home currency. If you leave this field blank, the exchange rate stored in FinancialForce Accounting is used.
    3. When the Dual Rate field is available, you can override the exchange rate used to convert the document's value from home currency to dual currencyA corporate currency used for reporting purposes.. If you leave this field blank, the exchange rate stored in FinancialForce Accounting is used.
16. Select the products you want to add to the billing document:
    1. [Optional] If the Price Book drop-down list is shown, select the price book that you want to obtain the default Unit Price from.
    2. Select the product you want from the Add Product drop-down list.

       If you cannot see the product you want to add, type the first few characters of the product to filter the list.

       If a Price Book is selected, the drop-down list shows the default price for each product in that price book for the selected currency. The selected Price Book provides a default Unit Price. Unit Prices for existing billing document line items are not updated if you select a different Price Book after adding them.

       Long product names are truncated. To view the full product name, hover over that product in the list.

    3. Enter a Unit Price.
    4. Enter a Quantity.
    5. [Optional] If you want to add a description, click the description icon or , enter the description you want then click Update.
    6. [Optional] If you are using the integration between Billing Central and FinancialForce Accounting, and the Product GLA Override field is available, you can override the general ledger account that the line is posted to in FinancialForce Accounting. If you leave this field blank, the sales revenue account on the product is used.
    7. [Optional] Complete the remaining fields.
    8. Repeat these steps for each product that you want to add to the billing document.
17. Click Save.

If the billing document contains invalid values, the fields that contain invalid information are highlighted. If this occurs, hover over the field for information about the problem.

Salesforce

To create a billing document:

1. Click the Billing Documents tab.
2. Click New or New Billing Document.
3. Select the type of document you are creating.
4. Select the Account to which this document relates.
5. [Optional] Edit the default Billing and Shipping Address copied from the account.
6. [Optional] Edit the default header and footer text that is to appear on the document. For more information, see Adding Information to Billing Documents.
7. Enter the date on which the document was created in the Document Date field.
8. [Optional] Enter the date on which payment is expected in the Document Due Date field.
   • If you don't enter a due date on an invoice, it is calculated from credit terms when you click Save. Credit terms held on account take precedence over credit terms held on company. If none exist on either account or company the due date is set to the document date.
   • If you don't enter a due date on a credit note, it is set to the document date.
9. Enter the date on which the document was issued.
10. Enter the Currency of the document.
11. Select the Company to which this document relates.
12. [Optional] Enter an external customer reference number.
13. Enter a Description for the document.
14. Complete the remaining fields.
15. [Optional] If you are using the integration between Billing Central and FinancialForce Accounting:
    1. When the Period Override field is available, you can override the period that the billing document is posted to. Do this by entering the name of the preferred FinancialForce Accounting period. If you leave the Period Override field blank, the period is derived from the billing document's document date.
    2. When the Document Rate field is available, you can override the exchange rate used to convert the document's value from document currencyThe currency in which values are entered on a document. to home currency. If you leave this field blank, the exchange rate stored in FinancialForce Accounting is used.
    3. When the Dual Rate field is available, you can override the exchange rate used to convert the document's value from home currency to dual currencyA corporate currency used for reporting purposes.. If you leave this field blank, the exchange rate stored in FinancialForce Accounting is used.
16. Click Save.

Before you can mark a billing document as complete, it must contain one or more billing document line items.

To add a billing document line item:

1. Click New Billing Document Line Item in the Billing Document Line Items related list.
2. Enter the Product or Service to which this billing document line item relates.
3. Enter the price of one item in the Unit Price field.
4. Enter the quantity of items.
5. [Optional] Enter a Description of the item.
6. [Optional] If you are using the integration between Billing Central and FinancialForce Accounting, and the Product GLA Override field is available, you can override the general ledger account that the line is posted to in FinancialForce Accounting. If you leave this field blank, the sales revenue account on the product is used.
7. Click Save.
8. Repeat these steps for each billing document line item you want to add to the billing document.

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