Releasing Multiple Billing Events When Billing Is Capped at Budget Level

The examples on this page are in addition to the examples given in Releasing Single Billing Events When Billing Is Capped at Budget Level. The two examples on this page both illustrate cases where billing event optimization occurs. For an explanation of billing event optimization, see Billing Event Optimization for Capped Budgets.

Note:

The following examples assume that multiple billing events are released from the Billing Events Awaiting Release tab. For information about why this is the recommended way to release billing events in bulk, see Releasing Multiple Billing Events via Classic or Visualforce Pages.

In this example, multiple billing event items are included in three billing events:

  • Billing Event Items 1 and 2 are allocated to the Marketing budget. The amount available within the Marketing budget is 200.
  • Billing Event Items 3, 4, and 5 are allocated to the Training budget. The amount available within the Training budget is 250.
  • Billing Event Items 6, 7 and 8 are allocated to the Engineering budget. The amount available within the Engineering budget is 300.

The budgets have different customer references, so their billing event items are held in separate billing events.

Billing Event Items 1 and 2 do not exceed the Marketing budget amount so they can be released in full.

Billing Event Items 3, and 4 can be released in full. Billing Event 5 can be released with a miscellaneous adjustment for -50 to bring the amount down to the Training budget amount of 250.

Billing Event Item 6 can be released in full. Billing Event Item 7 can be released with a miscellaneous adjustment for -25 to bring the amount down to the Engineering budget amount of 300. Billing Event Item 8 cannot be released because no amount remains in the Engineering budget, therefore Billing Event 3 will be split into two with Billing Event Item 8 being moved to the new unreleased billing event.

Example 1 (Bulk Release): Before Release

For reference, the budget caps are: Marketing 200; Training 250; Engineering 300.

Example 1 (Bulk Release) Showing Billing Events Before Release
Billing Event Billing Event Item Linked Business Record Allocated Budget Amount Released
Billing Event 1 Billing Event Item 1 Timecard - Research Marketing 100 No
Billing Event Item 2 Timecard - Design Marketing 100 No
  Billing Event 1 Total 200  
Billing Event 2 Billing Event Item 3 Milestone - Coursework Training 100 No
Billing Event Item 4 Expense - Flight Training 100 No
Billing Event Item 5 Expense - Taxi Training 100 No
  Billing Event 2 Total 300  
Billing Event 3 Billing Event Item 6 Milestone - Handover Engineering 150 No
Billing Event Item 7 Timecard - Implement Engineering 175 No
Billing Event Item 8 Expense - Meals Engineering 100 No
  Billing Event 3 Total 425  
Total 925  

Example 1 (Bulk Release): After Release

Billing Event Items 1 and 2 are released.

Billing Event Items 3 and 4 are released. Billing Event Item 5 is released along with a miscellaneous adjustment for -50 which is included in Billing Event 2. An equal and opposite miscellaneous adjustment is created in a new unreleased billing event (Billing Event 4) for the overageClosed When a billing event item partially fits within a budget cap, overage is the amount by which the item exceeds the budget amount. that is not billed.

Billing Event Item 6 is released. Billing Event Item 7 is released along with a miscellaneous adjustment for -25 which is included in Billing Event 3. An equal and opposite miscellaneous adjustment is created in a new unreleased billing event (Billing Event 5) for the overage amount that is not billed. Billing Event Item 8 is moved to Billing Event 5.

Example 1 (Bulk Release) Showing Billing Events After Release
Billing Event Billing Event Item Linked Business Record Allocated Budget Amount Released
Billing Event 1 Billing Event Item 1 Timecard - Research Marketing 100 Yes
Billing Event Item 2 Timecard - Design Marketing 100 Yes
  Billing Event 1 Total 200  
Billing Event 2 Billing Event Item 3 Milestone - Coursework Training 100 Yes
Billing Event Item 4 Expense - Flight Training 100 Yes
Billing Event Item 5 Expense - Taxi Training 100 Yes
*Billing Event Item 9 *Miscellaneous Adjustment 3 †<derived from Expense - Taxi> -50 Yes
  Billing Event 2 Total 250  
Billing Event 3 Billing Event Item 6 Milestone - Handover Engineering 150 Yes
Billing Event Item 7 Timecard - Implement Engineering 175 Yes
*Billing Event Item 10 *Miscellaneous Adjustment 3 †<derived from Timecard - Implement> -25 Yes
  Billing Event 3 Total 300  
*Billing Event 4 *Billing Event Item 11 *Miscellaneous Adjustment 3 †<derived from Expense - Taxi> 50 No
  Billing Event 4 Total 50  
*Billing Event 5 Billing Event Item 8 Expense - Meals Engineering 100 No
*Billing Event Item 12 *Miscellaneous Adjustment 3 †<derived from Timecard - Implement> 25 No
  Billing Event 5 Total 125  
Total 925  

* Indicates a record that is generated automatically as a result of billing event optimization.

† The allocated budget is derived from the budget allocation on the business record that led to overage.

In this example, three billing events each have multiple billing event items allocated to different budgets. The budgets in each billing event share the same customer reference, which means that their business records can be grouped together for billing.

  • In Billing Event 1, the Consultancy budget is not capped, and the amount available within the R&D budget is 10,000.
  • In Billing Event 2, no amount remains available in the Design budget, and the amount available within the Engineering budget is 5,000.
  • In Billing Event 3, the amount available within the Training budget is 3,000, the amount available within the Travel budget is 750, and no amount remains available in the Hardware budget.

Billing Event Item 1 for 3,000 can be released because the Consultancy budget is not capped. Billing Event Item 2 for 2,000 can also be released because the amount available in the R&D budget is 10,000.

Billing Event Item 3 cannot be released because no amount remains in the Design budget, therefore Billing Event 2 will be split into two with Billing Event Item 3 being moved to a new unreleased billing event. Billing Event Item 4 for 3,000 can be released because the amount available in the Engineering budget is 5,000.

Billing Event Item 5 for 3,500 can be released with a miscellaneous adjustment for -500 to bring the amount down to the Training budget amount of 3,000. Billing Event Item 6 for 750 can be released because the amount available in the Travel budget is 750. Billing Event Item 7 cannot be released because no amount now remains in the Travel budget, and Billing Event Item 8 cannot be released because no amount remains in the Hardware budget, therefore Billing Event 3 will be split into two and these two billing event items will be moved to the new unreleased billing event.

Example 2 (Bulk Release): Before Release

For reference, the budget caps are: Consultancy - not capped; R&D 10,000; Design 0 (zero); Engineering 5,000; Training 3,000; Travel 750; Hardware 0 (zero).

Example 2 (Bulk Release) Showing Billing Events Before Release
Billing Event Billing Event Item Linked Business Record Allocated Budget Amount Released
Billing Event 1 Billing Event Item 1 Timecard - Analysis Consultancy 3,000 No
Billing Event Item 2 Timecard - Engineering R&D 2,000 No
  Billing Event 1 Total 5,000  
Billing Event 2 Billing Event Item 3 Milestone - Deliver Prototype Design 7,000 No
  Billing Event Item 4 Timecard - Testing Engineering 3,000 No
    Billing Event 2 Total 10,000  
Billing Event 3 Billing Event Item 5 Timecard - Deliver Training Training 3,500 No
Billing Event Item 6 Expense 1 - Flight Travel 750 No
Billing Event Item 7 Expense 2 - Hotel Travel 400 No
Billing Event Item 8 Milestone - Installation Hardware 10,000 No
  Billing Event 3 Total 14,650  
Total 29,650  

Example 2 (Bulk Release): After Release

Billing Event Items 1 and 2 are released.

Billing Event Item 3 is moved to a new unreleased billing event (Billing Event 4). Billing Event Item 4 is released.

Billing Event Item 5 is released along with a miscellaneous adjustment for -500 which is included in Billing Event 3. An equal and opposite miscellaneous adjustment is created in a new unreleased billing event (Billing Event 5) for the overage amount that is not billed. Billing Event Item 6 is released. Billing Event Items 7 and 8 are moved to the unreleased billing event (Billing Event 5).

Example 2 (Bulk Release) Showing Billing Events After Release
Billing Event Billing Event Item Linked Business Record Allocated Budget Amount Released
Billing Event 1 Billing Event Item 1 Timecard - Analysis Consultancy 3,000 Yes
Billing Event Item 2 Timecard - Engineering R&D 2,000 Yes
  Billing Event 1 Total 5,000  
Billing Event 2 Billing Event Item 4 Timecard - Testing Engineering 3,000 Yes
  Billing Event 2 Total 3,000  
Billing Event 3 Billing Event Item 5 Timecard - Deliver Training Training 3,500 Yes
Billing Event Item 6 Expense 1 - Flight Travel 750 Yes

*Billing Event Item 9

 *Miscellaneous Adjustment 1 †<derived from Timecard - Deliver Training> -500 Yes
  Billing Event 3 Total 3,750  
*Billing Event 4 Billing Event Item 3 Milestone - Deliver Prototype Design 7,000 No
  Billing Event 4 Total 7,000  
*Billing Event 5 Billing Event Item 7 Expense 2 - Hotel Travel 400 No
Billing Event Item 8 Milestone - Installation Hardware 10,000 No
*Billing Event Item 10 *Miscellaneous Adjustment 2 †<derived from Timecard - Deliver Training> 500 No
  Billing Event 5 Total 10,900  
Total 29,650  

* Indicates a record that is generated automatically as a result of billing event optimization.

† The allocated budget is derived from the budget allocation on the business record that led to overage.