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Billing Documents

Clicking the Billing Documents tab displays the Billing Documents home page.

In the View section, select an appropriate list view from the drop-down list to go directly to that list page, or click Create New View to define your own custom list view. List views let you display a list of records that match specific criteria.
In the Recent section, select an item from the drop-down list on the right to display a brief list of the top records matching that criteria. The choices are listed in the table that follows.
From the list, you can click any Billing Document Name to go directly to its detail.
Click New to create a new billing document.
To change the owner of one or more records, select the records you want to change from the list view then click Change Owner.
To change the value of an editable field shown in the list double-click it, enter the value you want and click Save.

Recent Choice	Description
Recently Viewed	The last 10 or 25 records you viewed, with the most recently viewed item listed first. This list is derived from your recent items and includes records owned by you and other users.
Recently Created	The last 10 or 25 records you created, with the most recently created item listed first. This list only includes records owned by you.
Recently Modified	The last 10 or 25 records you updated, with the most recently updated item listed first. This list only includes records owned by you.

Note: Note Notepad

When you view the detail of a billing document, the Salesforce or enhanced detail page is displayed depending on which page your Administrator has chosen. Some features of Billing Central are not yet available on the enhanced page. To access these features, you must use the Salesforce Billing Document Detail page. See Switching between Enhanced and Salesforce Detail Pages and Setting up Default Detail Pages.

What is a Billing Document?

A billing document contains an invoice or a credit note to enable you to bill or credit a customer. Each billing document must contain one or more billing document line items that contain the detail of an invoice or a credit note.

The Billing Document and Billing Document Line Item objects are core components of FinancialForce Enterprise Resource Planning (ERP). Other FinancialForce applications use this object and add fields, buttons and functionality to it.

You can generate billing documents that contain lines for:

one-off charges
recurring charges at a fixed rate
recurring charges that vary based on customer usage records associated with contract line items.

You can print billing documents and save them in Adobe PDFPortable Document Format format.

You can roll back complete billing documents generated during a billing run. To achieve this, you can convert billing documents of type Invoice to credit notes. This creates a new billing document of type Credit Note to match the invoice. You can choose whether to allow billing schedules for that invoice to be rebilled at a later date.

Status

The actions that you can carry out on a billing document are determined by its status:

Status	Description
Complete	When the status of a billing document is Complete, you cannot delete it or change the record type. Once a billing document is complete, you can only edit these billing document fields and additional billing document fields that you have created and added to the Enhanced Billing Document Additional Fields field sets: Document Due Date Customer Reference Description fields Footer Text Header Text. In addition, you can only edit the Description field on a billing document line item.
Discarded	When the status of a billing document is Discarded, you cannot delete it or change the record type. Once a billing document is discarded, you can only edit these billing document fields and additional billing document fields that you have created and added to the Enhanced Billing Document Additional Fields field sets: Customer Reference Description Footer Text Header Text.
Draft	The initial status of the billing document is Draft. You can only create billing documents in Draft status. In this status you can edit, delete and add lines to the billing document. You can also edit and delete the billing document and its line items while the status of the billing document is Draft. A draft watermark is displayed on the billing document when you print it. You can calculate tax for a draft billing document.

Status

Description

Complete

When the status of a billing document is Complete, you cannot delete it or change the record type. Once a billing document is complete, you can only edit these billing document fields and additional billing document fields that you have created and added to the Enhanced Billing Document Additional Fields field sets:

Document Due Date
Customer Reference
Description fields
Footer Text
Header Text.

In addition, you can only edit the Description field on a billing document line item.

Discarded

When the status of a billing document is Discarded, you cannot delete it or change the record type. Once a billing document is discarded, you can only edit these billing document fields and additional billing document fields that you have created and added to the Enhanced Billing Document Additional Fields field sets:

Customer Reference
Description
Footer Text
Header Text.

Draft

The initial status of the billing document is Draft. You can only create billing documents in Draft status. In this status you can edit, delete and add lines to the billing document. You can also edit and delete the billing document and its line items while the status of the billing document is Draft. A draft watermark is displayed on the billing document when you print it. You can calculate tax for a draft billing document.

Note: Note Notepad

You cannot complete a billing document that does not contain any line items. The maximum number of line items you can enter on a billing document is 4,000.

Analyzing Contract Revenue

When you set a billing document to complete, the Total Billed field on related contract line items is updated:

If the billing document is of type Invoice, the value of the related billing document line item is added.
If the billing document is of type Credit Note, the value of the related billing document line item is subtracted.

This enables you to create reports to analyze the revenue on each contract.

Example

If you are billing a contract with three lines:

A – $100
B – $200
C – $300

A billing document is created with separate billing document line items for lines A, B and C. When you mark the billing document complete, contract line item A is populated with the value of billing document line A, contract line item B is populated with the value of billing document line B and so on. In this scenario, Total Billed for contract line item A is $100, B is $200 and C is $300. In the second month, line C is excluded because it has reached its end. This results in a billing document for the second month with two lines, A – $100 and B – $200.

When you complete the billing documents, the Total Billed field for contract line item A is $200, B is $400, and C is $300.

You then create a credit note billing document with a billing document line of $50 for contract line item B, and set it to complete. The Total Billed field for contract line item B is now $350. Lines A and C remain unchanged.