Completing Billing Documents

You can complete billing documents with the status "Draft" or "Ready for Review" when they have one or more line items.

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.

By default, the Billed To and Total Billed fields on related contract lines are immediately updated during the billing document completion process. If the immediate update fails for any reason, the fields are updated when the message delivery job next runs. For further information, see Don't Update Billed Data during Complete.

If your org uses the Billing Document to Transaction integration:

  • When you click Complete on a billing document, several messages are passed between Foundations, Billing Central, and Accounting. For more information, see Messaging between Billing Central and Accounting.
  • The billing document is posted to Accounting as transactions when the document is marked as complete. If a billing document fails to post to Accounting transactions, you can retry the action. For more information, see Posting Billing Documents to Accounting.

If your org uses the Billing Document to Sales Invoice or Credit Note integration, you can create a sales invoice or a credit note from a complete billing document. For more information, see Creating Sales Invoices from Billing Documents and Creating Sales Credit Notes from Billing Documents.

Completing a Single Billing Document

To mark a single billing document as complete:

  1. Click Complete in the Billing Document Detail page of the billing document you want to mark as complete.
  2. To confirm the action, click Complete.

If the background process to immediately update the Billed To and Total Billed fields on related contract lines fails for any reason, no notification is sent. You can go to the Logs tab to check for errors, but the fields will be updated when the message delivery job next runs.

Completing Several Documents

To mark several billing documents as complete:

  1. On the Billing Documents tab list view, select the billing documents you want to complete. Contracts that are not eligible are excluded and only the eligible ones are processed. A message is displayed when documents are excluded from completion. Click the billing document count on the message to view the details of the excluded contracts.
  1. Click Complete. The confirmation window is displayed. Ensure the billing documents you marked for completion are available on the data table and are selected.
  2. To confirm the action, in Lightning Experience click Complete. In the Visualforce page, click Complete Billing Documents.

You can access log information from the notification that is sent when the process completes.

Note: You cannot delete, discard or change the record type of a completed billing document.

You can edit only the following fields in a completed billing document:

  • Document Due Date
  • Customer Reference
  • Description fields (including the billing document line item description)
  • Footer Text
  • Header Text
  • Custom fields