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Generate a New Bill
The Generate Bill function makes it easy for Admin Users to generate organization-wide billing reports by month.
To generate a Bill, navigate to Admin > Billing > Bills.
Click the button located directly above the Grid.
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To schedule a Bill, click the 
button to open the 'Generate Bill' form. On the form, there is a "Schedule this Bill" field that is normally blank, click this field to drop-down a clickable calendar. From here, choose the date and time you want to schedule the Bill to run. When the date/time is set, click the
button to schedule the event.
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Because this schedules an Event, even though the Event is visible in the Events grid, there is no way for a User to directly cancel the Event. If you need to remove the scheduled bill generation or alter it, you can contact PCR and we will take care of it for you.
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Viewing the bill allows the User to view and print formatted Bill, edit the Bill details (Date Range, Charge Account, and Bill View), and download as a PDF or CSV file.
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Approve/Unapprove a Bill
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Before an email is generated all of the following things must be true:
The Contact must have the 'Coordinator' Type set for that Contact.
The 'Allow Coordinator Bill Email' flag on the Contact's 'Customer' tab must be True.
The Coordinator must have GLA Permissions to see the GLA that is being Billed.
To determine if a Contact has GLA Permissions, first, the Contact record GLA Permissions are used.
These are added to the GLA Permissions of the Department that the Coordinator belongs to on the Contact record.
Finally the GLA Permissions of all the Departments the Contact is a Coordinator for are added as well. All three sets of GLA Permissions are combined to determine if the Contact has GLA Permissions.
The GLA must appear on the Bill in order to be seen; GLAs that do not appear in the Bill will not be sent for that month.
If a Coordinator Coordinator does not have have GLA Permissions, then the email will not send for that person. This means that there MUST there MUST be GLA Permissions set before the Coordinator will get an email. Using the generic options of of 'Permit All' or 'Permit None' will result in no emails being sent when using the email coordinators button from the Bills grid. A coordinator must be explicitly assigned to a GLA to see permissions and receive the coordinator email.
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When finished, click the button.
Regenerate
Users can re-run the Bill if needed.
Select the Bill Date Range entry in the Bill Generation Grid.
Click Regenerate button located directly above the
button and click the Regenerate button on the confirmation dialog.
A message is received on the homepage when the process is completed. Note: Users can only Regenerate the most recent Bill that is NOT a test bill.
Delete Selected
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Users can clear the cache for a given Bill manually whenever desired. The cache allows large Bills to be viewed quickly. Bill information is read into the cache and is tied to the User's session data. Every time the User logs out their bill cache information will be cleared until the next attempt to view the Bill. For manually clearing the cache, first select the Bill that has been generated previously. Click the button.
This brings up the 'Clear Bill Cache' form.
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The cache can be cleared for All users or for an individual user. Select the User option that is desired to clear the cache for and click the button.
The Clear Cache process runs and returns the User to the Manage Clear Bill Cache form and the cache is cleared.
Notes
If multiple Users attempt to manually clear the cache at different times, it is possible for Bills to look different based on the version of the Bill each generated.
Clearing the cache within PCR360 has no effect on the Browser Cache.
It is recommended to clear the cache before viewing a Bill.
The Date/Time that appears on a Bill is not the current Date/Time, it is the Cache's Date/Time.
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Trigger Exports
From the Bill Generation Grid, select Desired Bill. Click the button. The process will run and the exports are triggered.
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This provides the User with three progress bars. One for 'Processing Bill Calls', one for 'Processing Bill Usage', and one for 'Bill Charges'. This shows the progress for any bill that is selected.
Process Report
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Common Problems with Running the Bill
Missing Revenue GLAs: check the Charge Catalog. All Charge Catalogs used on the Bill MUST have a Revenue GLA
Missing Records: if the process encounters an orphaned Charge record, it reports
Unbillable: Service Desk, Services, Equipment, and GLA Charges show as unbillable if the Service/Equipment or GLAs involved are not flagged as billable
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Charge Behaviours
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PCR-360 contains two different types of Charges.
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Bill Archiving
When the Bill process runs, it inserts all the data into the BILL_DETAILS and BILL_TYPE_* tables. After a specific amount of time elapses, the data is "archived" into a new dated version of those tables. BILL_DETAILS_1701 for January 2017 or BILL_DETAILS_1702T for the Test Bill in February 2017. The User can set the Archive timeout under Admin > Tenant Management. There is a "Bill Archiving" field that specifies the number of days to wait before running the archive. A zero in this field indicates that the Bill archives the night after it was generated. Most of our customers have found that a value of 10 or 15 days allows them to run reports and pull any other data before the bill "archives".
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