Billing Contract Fields

Here is a description of the fields on the Billing Contract and Billing Contract Line Item objects. Some fields are included by default in the Active Contract Locked Fields field sets and are not editable on "Active" contracts. For more information, see Billing Contract Field Sets.

Key: * – Mandatory field; R – Read-only.

The number indicates the number of characters that are allowed in this text field, where appropriate.

Field Name

   

Description

Account

*

 

Lookup to the Salesforce Account to which this contract belongs.

Active Contract    

Lookup to the most recent version of the contract if the current contract is a change request or a superseded contract. It can be an active or expired contract.

For example, if a change request was applied to contract CT0000310 six months ago, and another change request is currently underway but has not yet been applied, the value in the Active Contract field on both the superseded contract and on the change request will be CT0000310.

Analysis Item 1-4     Used to sub-analyze contracts for reporting purposes. Analysis items can be used to represent a number of different business concepts, for example, Region, Group or Project. For more information, see Using Analysis Items in Billing Central.
Annual Recurring Revenue    

Monthly Recurring Revenue multiplied by 12. This includes discounts.

The Monthly Recurring Revenue for contract line items with the billing type "One-off" is zero, therefore they do not add to this amount.

Note:

This value is a theoretical maximum amount assuming that all the contract line items run concurrently for at least a year. However, if the contract line items do not all span the same date range, this value will not reflect the actual annual recurring revenue that is billed. See Monthly Recurring Revenue for an example.

Approval Status     Contains the approval status if this contract is a contract change request.

Company

 

 

Company to which this contract relates.

Contract Name

 

80

Name of the contract.

Contract Number

   

Number of the contract.

Currency    

Currency of the contract. This field is only displayed if multiple currencies are enabled in your Salesforce org.

Once the contract contains contract line items, you cannot change its currency.

Description

 

255

Description of the contract.

Dynamic TCV     Roll-up of the contract's Total Contract Line Values (TCLV). This field is used internally to ensure that Total Contract Value is always up to date. By default this field is not added to page layouts.

End Contract Notes

   

Additional information about the reason for ending the contract. This field is shown as Notes when ending a contract.

End Date

   

End date of the contract. The end date of new contract line items are initially set to this date. Entering an End Date sets the Renewal Reminder automatically if your administrator has entered a value in the Renew Reminder Days Before Contract End field in the Billing Central Settings custom setting:

  • If the value is positive, the Renewal Reminder is set before the End Date.
  • If the value is negative, the Renewal Reminder is set after the End Date.
  • If the value is zero, the Renewal Reminder is the End Date.
  • If the field does not contain a value, the Renewal Reminder is not set automatically.

When the Renewal Reminder is set, changing the End Date of the contract has no effect on the Renewal Reminder. See Renew Reminder Days Before Contract End. If you edit the Renewal Reminder while creating the contract, the value you enter is retained and the reminder is not set using the custom setting.

The Renewal Reminder on the Billing Contract Detail page is set automatically when you save the contract.

Engagement     engagementClosed Represents a single customer engagement that can include diverse revenue streams. It links together related products for a customer within a given time frame, such as professional services, subscriptions, and goods. to which this contract relates.

First Bill Date

 

 

First date on which the contract is to be billed. The first bill date of new contract line items are initially set to this date. If the contract includes lines with amounts that have been billed externally, their first bill date must be set to the date they were first billed in the external system.

Lines On Hold Count     Roll-up of the number of contract line items that are on hold for billing.
Major Version    

Indicates the major version of the contract. This field is set to 1 when the contract is created. When you create a renewal the value of this field is incremented by 1.

Tip:

A draft contract with a major version greater than 1 is a renewal. When you activate a renewal, it becomes an active contract. For more information, see Renewals.

Monthly Recurring Revenue    

Total monthly recurring revenue for all contract line items. This includes discounts.

The Monthly Recurring Revenue for contract line items with the billing type "One-off" is zero, therefore they do not add to this amount.

Note:

This value is calculated by summing the Monthly Recurring Revenue of all the contract line items, which gives a theoretical maximum amount if all the contract line items run concurrently. However, if all the contract line items do not span the same date range, this value will not reflect the actual monthly recurring revenue that is billed. For example, if one contract line item spans a full year and another contract line item spans July - December, this value will sum the Monthly Recurring Revenue from both lines even though during January - June only the first contract line item applies.

Original End Date    

Date on which the contract was originally due to end. If this field contains a date, the duration of a renewal is calculated using this date instead of the contract end date. In this scenario, the contract end date is still used to calculate the start date of the new contract.

Previous Contract    

Lookup to the previous version of the current contract. For example:

  • If the current contract was created by the renewal process, this is the active or expired contract from which the renewal was created.
  • If the current contract has had change requests applied to it, this is its most recent superseded contract.
  • If the current contract is itself a superseded contract, this is either its preceding superseded contract (if the active contract has undergone multiple change requests) or the contract from which it was originally created, for example, via the renewal process.
Proration Policy    

Lookup to the proration policy that defines proration for this contract.

  • When creating a new contract, the default proration policyClosed The proration policy that has the Automatically Assign to New Contracts checkbox set. is assigned unless you select an alternative. Similarly if a new contract is created automatically from an opportunity and there is no field mapping for the Proration Policy field, or there is a field mapping but it is left blank on the opportunity, the default policy is assigned.
  • When creating a renewal or change request, the proration policy on the existing contract is copied to the new contract. The default is not assigned.
  • When editing a contract, if you change or delete the value in this field your edit persists. The default is not assigned.

Note:

This field is only displayed if proration policies exist in your org.

Reason for Ending Contract    

Reason that the contract ended. The default options are:

  • Terminated
  • Did not renew
  • Renewed

Your administrator can change these options.

Renewal Contract    

Lookup to the renewal that has been created from the current contract. Billing Central automatically populates this field when renewing a contract if the Automatically Populate Renewal Contract field in the Billing Central Settings custom setting is enabled.

Warning:

We recommend you do not edit this field if Billing Central is configured to populate it automatically.

If you populate this field manually, go to the renewal contract and complete its Previous Contract and Major Version fields. Unless you do this, the current contract might still be renewed manually even though its Renewal Contract field is populated.

If you edit this field on a change request, note that:

  • A valid contract in this field will overwrite the value on the active contract when the change request is applied, whereas a blank value in this field will be ignored. If you need to clear this field on an active contract, edit the field directly on the active contract.
  • The Renewal Contract cannot be the same as the Active Contract.
Renewal of Previous Contract R   Indicates whether this contract is a renewal of the previous contract.
Renewal Reminder    

Date on which to report that the contract is due for renewal. When you create a contract, this date is set automatically using the End Date depending on the value in the Renew Reminder Days Before Contract End field of the Billing Central Settings custom setting:

  • If the value is positive, the Renewal Reminder is set before the End Date.
  • If the value is negative, the Renewal Reminder is set after the End Date.
  • If the value is zero, the Renewal Reminder is the End Date.
  • If the field does not contain a value, the Renewal Reminder is not set automatically.

See Renew Reminder Days Before Contract End.

Notes:

If you edit the Renewal Reminder while creating the contract, the value you enter is retained and the reminder is not set using the custom setting.

The Renewal Reminder on the Billing Contract Detail page is set automatically when you save the contract.

Start Date

*

 

Date on which the contract commences. The start date of new contract line items are initially set to this date.

Status

   

Status of the contract. The status can be:

  • Active – When a contract is active, you might need to create a change request to edit the contract depending on the options your administrator has chosen. See Billing Central Settings and Billing Contract Field Sets.
  • Draft – You can edit, delete and add lines to the contract. You can also edit and delete the contract.
  • Expired – The end date of the contract has been reached and the contract is not continuous or the contract was ended.
  • Superseded – This contract has been replaced by another contract. You cannot edit a contract with this status.

Note:

To activate the contract and generate billing schedules, use the Activate button. Once a contract is active you can generate further billing schedules for it using the Create Billing Schedules button (or Generate Billing Schedules button).

Total Contract Value   16.2

Total value of all "Recurring Fixed" and "One-off" contract lines over the entire life of the contract if the contract is not continuous. “Recurring Variable” lines are billed based on customer usage so they are not included unless they have a quantity set as estimated usage. See How Total Contract Value is Calculated for more information. When you make changes to the contract, this field updates automatically based on the Dynamic TCV field.

Type R   The Type of contract. This determines whether the record is a contract or a change request.

Related Contracts

When you apply a change request, the changes on that change request are applied to the active contract. The change request then becomes a superseded contract and contains the contract as it was before the change request was applied. The Related Contracts related list on the Billing Contract Detail page shows related superseded contracts.

Next Contract

If the contract has been superseded or renewed, the Next Contract related list on the Billing Contract Detail page contains the next related contract.

Revenue Management

Here is a description of the fields that Revenue Management adds to the Billing Contract Line Item object when the "Enabling Revenue Recognition for BC" feature is enabled in Feature Console.

Fields Added by Revenue Management

Field Name

Description

Include in Revenue Recognition Indicates whether or not the billing contract is included for revenue recognition. Selected automatically if the contract status is either "Active" or "Expired", and the contract type is "Contract".
Revenue Recognition Template Lookup to a template for recognizing revenue on the billing contract. This field is not automatically added to the Billing Contract page layout because the standard integration recognizes revenue at billing contract line level, not header level. If you want to recognize revenue at billing contract header level, manually add this field to the appropriate Billing Contract page layouts.

Contract Line Items

Products, services, and plans are applied to contracts as contract line items. Here is a description of the fields on a contract line item.

Key: * – Mandatory field; R – Read-only; B - Read-only on change requests if the contract line item has been billed; L - Locked on active contracts (see Protecting Contract Line Fields from Edits When a Contract Is Active).

The number indicates the number of characters that are allowed in this text field, where appropriate.

Field Name

   

Description

Active Contract Line Item     Lookup to the active contract line item if this is a change request line item for a contract line item on an active contract.
Align for Billing L  

Lookup to a contract line item that the current line aligns to for its billing dates and periods. This field can be populated either when aligning contract line items manually, or as a result of amending prices. For more information, see Aligning Billing Dates When Adding Lines to an Active Contract and Amending Prices on Active Contracts.

Amount Billed Externally     The amount billed for this contract line item outside of Billing Central. This field is cleared on renewals.
Analysis Item 1-4     Used to sub-analyze contract line items for reporting purposes. Analysis items can be used to represent a number of different business concepts, for example, Region, Group or Project. For more information, see Using Analysis Items in Billing Central.
Annual Recurring Revenue    

Monthly Recurring Revenue multiplied by 12. This includes discounts.

The Annual Recurring Revenue for contract line items with the billing type "One-off" is zero.

Bill in Arrears

B

 

This checkbox is used for reporting purposes only. You should select this option if the contract line item is being billed in arrears based on usage.

Warning:

To bill a contract line item in arrears, you must define suitable billing dates. For more information, see Billing for Usage.

Billed Externally To    

Date up to which the contract line item has been billed outside of Billing Central. Billing schedules are not created for periods before this date. This field must be populated if the Amount Billed Externally is a value other than zero. This field is cleared on renewals.

Note:

If this is a "Recurring Fixed" contract line item, when you activate the contract and generate billing schedules they start from the first whole billing period after the Billed Externally To date.

Billed To R  

Date up to which the contract line item has been billed. This is the Billing Period End Date of the related billing document line item, which belongs to the last completed billing document associated with this contract line item.

This field is updated directly following the billing document completion process unless the Don't Update Billed Data during Complete field is selected, in which case it is not updated until the message delivery job runs following the completion of a related billing document. For more information, see Don't Update Billed Data during Complete.

Note:

Once a contract line item has been billed, you cannot move its end date to before its Billed To date unless the Allow End Contract Line Before Billed To field is enabled. For more information, see Early Termination of Contracts and Contract Line Items.

Billing Term

B, L

 

Defines the frequency in which billing schedules are created for the contract line item, and is used with First Bill Date to calculate billing dates for the schedules if Recurring Bill Date is not set. This is a lookup to a soft date. For more information, see Soft Dates.

Note:

Billing term is optional for one-off contract line items. For information about how billing schedules are created for one-off lines, see Billing Schedules.

Billing Term Definition     The formula that represents the billing term soft date. For more information, see Soft Dates.

Billing Type

B, L  

The way in which a bill is to be generated. You can choose from:

  • One-off – a fee is billed once.
  • Recurring Fixed – a fixed fee is billed at a regular interval.
  • Recurring Variable – a fee is billed at a regular interval based on the quantity and usage data associated with the contract line item.

The default value is None.

Notes:

Contract line items must have a billing type other than "None" before the contract can be activated.

If a proration policy is applied to the contract, only contract lines with the "Recurring Fixed" billing type are prorationed.

Canceled L   Indicates that the contract line item is canceled and will not be billed. For more information, see Canceled Contract Line Items.
Charge Term B, L  

The frequency at which the contract line item is to be charged (if different from the billing term). For example, the contract line item might be billed quarterly but charged monthly. This is a lookup to a soft date. For more information, see Soft Dates.

A charge term can only be set for lines where the billing type is "Recurring Fixed". If this field is left blank, the contract line item is both charged and billed at the frequency defined by the Billing Term.

Charge Term Definition    

The formula that represents the charge term soft date. For more information, see Soft Dates.

If Charge Term is blank, the Billing Term Definition is used.

Contract

   

Contract to which this contract line item belongs.

Contract End Date R   End date of the contract to which this contract line item belongs.
Contract First Bill Date R   First bill date of the contract to which this contract line item belongs.
Contract Start Date R   Start date of the contract to which this contract line item belongs.

Contract Status

R  

Status of the contract to which this contract line item belongs.

Contract Type R   Type of contract to which this contract line item belongs.
Controlling Line for Billing Alignment R  

For internal use only. Indicates that one or more lines on this contract are aligned to this contract line item for billing purposes. When selected, the contract line item cannot be deleted and its billing details cannot be edited.

You cannot edit this field manually. It is edited automatically as a result of aligning contract line items manually, or amending prices. For more information, see Aligning Billing Dates When Adding Lines to an Active Contract and Amending Prices on Active Contracts.

Currency

   

Currency of this contract line item.

Description

B

255

Textual description of the contract line item.

Discount B, L   Lookup to the discount applied to the contract line item.
End Date *, L  

End date of the contract line item. When a new contract line item is created, this is initially set to the end date of the contract.

Note:

Once a contract line item has been billed, you cannot move its end date to before its Billed To date unless the Allow End Contract Line Before Billed To field is enabled. For more information, see Early Termination of Contracts and Contract Line Items.

Exclude from Renewal    

Indicates that the contract line item will not be included in a renewal. For more information, see Excluding Contract Lines from Renewal

This field is included in the Enhanced Contract Additional Fields field set, and is available to be included in the Active Contract Line Locked Fields field set.

First Bill Date

B, L

 

First date on which the contract line item is to be billed. When a new contract line item is created, this defaults to the contract's first bill date.

Notes:

If the line includes an amount that was billed externally, set this to the date when the line was first billed in the external system. Do not set it to the first date the line will be billed in Billing Central because that will result in billing schedules being generated incorrectly.

The start of the first billing period is set by the contract line item's start date.

Monthly Recurring Revenue     Monthly recurring revenue for the contract line item including discounts. This is calculated by multiplying the Sales Price by the Monthly Recurring Revenue Multiplier of the Charge Term or Billing Term associated with the contract line item. Charge Term can only be set for contract line items with the billing type "Recurring Fixed", and if left blank Billing Term is used. The Monthly Recurring Revenue for contract line items with the billing type "One-off" is zero. For more information, see Monthly Recurring Revenue Multiplier and Billing Term.
Monthly Recurring Revenue Multiplier    

Multiplier used to calculate monthly recurring revenue. This is copied from the Monthly Recurring Revenue Multiplier on the Charge Term or Billing Term associated with the contract line item. Charge Term can only be set for contract line items with the billing type "Recurring Fixed", and if left blank Billing Term is used. This is set to zero for contract line items with the billing type "One-off". For information, see Monthly Recurring Revenue Multiplier.

On Hold    

Indicates that the contract line item is on hold for billing, meaning that it is currently excluded from billing processes. If the contract is billed while this checkbox is selected, the billing documents created will not include amounts for this contract line item.

Note:

You cannot manually edit this field. Use the Place on Hold and Release for Billing buttons on the contract line item's detail page.

Plan Name

B

 

Lookup to the plan from which the contract line item was created.

Previous Contract Line Item     Lookup to the previous contract line item to which this contract line item relates.
Pricing Structure B, L   Lookup to the pricing structure that determines the Unit Price for different quantities on this contract line item.
Pricing Type    

Pricing type of the contract line item:

  • Fixed – The Unit Price is fixed.
  • Volume – The Unit Price varies depending on the quantity purchased.
  • Tiered – The Unit Price varies depending on the quantity purchased and the quantity breaks in the pricing structure. Each quantity break is only applied to the units that exceed its quantity. See Tiered Pricing Structure.

This field is populated automatically based on whether there is a pricing structure on the line.

Product or Service

*, B, L  

Lookup to the Salesforce Product to which the contract relates. This can be a product or service.

Quantity

B, L  

Quantity of the product or service being purchased to six decimal places. If the contract line item's billing type is "One-off" or "Recurring Fixed" you must enter a value that is not zero or blank.

Recurring Bill Date L  

Lookup to a soft date which is applied to the First Bill Date to calculate billing dates for this contract line item's schedules. This can only be set for contract line items where the billing type is "Recurring Fixed" or "Recurring Variable". If this field is left blank, billing dates are calculated using Billing Term. For more information, see Using Recurring Bill Date.

Notes:

You cannot edit this field if the contract is "Active".

You cannot delete a soft date that is in use as a Recurring Bill Date.

Revenue Category    

The type of revenue from which the contract line item originates. You can choose from:

  • Churn
  • Downgrade
  • Net New Booking
  • Upgrade

Sales Price

   

Total price for the contract line including discounts. This is either calculated using the formula Quantity x Unit Price or it is equal to the Sales Price Override if that field contains a value.

Sales Price Override    

Contains a value that overrides the Sales Price. This value is calculated when complex pricing rules apply, such as when the contract line item has a pricing structure.

Start Date

B, L  

First date from which billing can commence for this contract line item. This must be on or after the contract's start date.

Note:

This start date also sets the start date of the contract line item's first billing period.

Total Billed R 16.2

Total amount billed for the contract line item. When a draft contract is saved, any Amount Billed Externally is included in this total.

Once the contract is activated this field is updated directly following the billing document completion process unless the Don't Update Billed Data during Complete field is selected, in which case it is not updated until the message delivery job runs following the completion of a related billing document. For more information, see Don't Update Billed Data during Complete.

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.

When you convert a billing document of type "Invoice" to "Credit Note", a process is started to update this field.

Total Contract Line Value R  

Total value of the contract line item over its lifetime including discounts. See How Total Contract Value is Calculated for more information about how Total Contract Value and Total Contract Line Value are calculated.

Unit of Measure

B  

Lookup to the unit of measure used for reporting.

Unit Price

B, L  

Price of one item to nine decimal places. This is used to calculate the Sales Price.

Value Calculation Warning     If the Total Contract Line Value cannot be calculated, the information in this field explains why.

Revenue Management

Here is a description of the fields that Revenue Management adds to the Billing Contract Line Item object when the "Enabling Revenue Recognition for BC" feature is enabled in Feature Console.

Warning:

We recommend that any fields Revenue Management adds to the Billing Contract Line Item object are added to the Cloned Line Excluded Fields field set so that values in these fields are not copied when Billing Central clones a contract line item.

Fields Added by Revenue Management

Field Name

Description

Include in Revenue Recognition Indicates whether or not the billing contract line item is included for revenue recognition. Selected automatically if the corresponding field on the parent contract is selected, and the line's billing type is not "Recurring Variable".
Recognized To Date Stores the amount that has been recognized to date for the billing contract line item. The value updates each time revenue recognition transactions are committed for the contract line item.
Remaining Revenue Stores the amount that remains to be recognized on the billing contract line item.
Revenue Recognition Complete A checkbox that is automatically set by the revenue recognition process when the billing contract line item is fully recognized (and fully amortized). The contract line item is then ignored by future revenue recognition processes.
Revenue Recognition Template Lookup to the template used to recognize revenue for this billing contract line item.

Buttons

Button Name Description

Activate

Activates the contract and creates the billing schedules for it. If the button is not displayed, you cannot activate the contract.

Amend Prices

On the contract header, this button allows you to amend prices for the whole contract.

In the Billing Contract Line Items related list, this button allows you to amend prices for individual contract line items.

This button is only available for active contracts.

Apply to Contract Enables you to apply a change request to the active contract to which it relates.

Add a Plan/Add Plan

Adds a plan to the contract.

Create Billing Document

Enables you to create billing documents for active contracts from the contracts list or detail page. Displays the Create Billing Documents page, where you can choose a range of billing dates for which to process billing schedules. You can also enter the dates to appear on the billing document. If the button is not displayed, you cannot create billing documents. Clicking Create Billing Documents on the list view of the Billing Contracts tab without selecting any contracts creates billing documents for all active contracts that are due to be billed.

Create Billing Schedules/Generate Billing Schedules Enables you to create billing schedules for the current contract or contract line item.
Create Change Request Creates a change request. This enables you to make changes to an active contract and submit them for approval before applying them to the contract.
Create Renewal Creates a renewal for an active or expired contract.
Create Renewals Creates renewals for selected active contracts on the contracts list view.

Cancel

Cancels the action.

Delete

Enables you to delete contracts that are not active. This deletes a single contract or the selected contracts depending on whether you are viewing the list of contracts or the Billing Contract Detail page. If the button is not displayed, you cannot delete the contract.

Edit

Enables the fields for editing on the current contract.

End Contract Enables you to end an active contract before its end date has been reached.
New Pricing Structure Enables you to create a new pricing structure for a contract line item from the Billing Contract Line Item Detail page.
Place on Hold Selects the contract line item's On Hold checkbox to temporarily exclude the line from billing processes.
Release for Billing Deselects the contract line item's On Hold checkbox to allow the line to be included in billing processes.

Save

Saves the contract.

Submit for Approval

Enables you to submit a change request for approval.

Related Opportunities Enables you to view the opportunities to which the contract relates. You can see this link if you have permission to view opportunities and the Opportunity to Contract Integration feature is enabled in Feature Console.