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The User can read the message in the 'Messages' section of the Landing Page.

When a Bill is run, Service Desk Finalized Items with Non-Recuring Charges, will be set to the Billed Status. For Service Desk Items without Non-Recuring Charges, the Status will remain as Finalized.

Generate Test Bill

Test Bills allow Users to review the charges that will be present on the Bill.  If the Bill does not come out as expected then changes/updates can be made.  Any Test Bill can be Regenerated, so Test Bills can be run months in advance without causing interference to normal Billing activity.  Another difference between a Test Bill and an Actual Bill is that Test Bills are not assigned Invoice Numbers.

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Approve/Unapprove a Bill


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.Approving the Bill v2018.1.
Approving the Bill v2018.1
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Email a Bill

When the Bill is approved, the User can click on the E-Mail Coordinators button button to e-mail each Coordinator their Bill.

Before an email is generated all of the following things must be true:

  1. The Contact must have the 'Coordinator' Type set for that Contact.
  2. The 'Allow Coordinator Bill Email' flag on the Contact's 'Customer' tab must be True.
  3. The Coordinator must have GLA Permissions to see the GLA that is being Billed.
    1. To determine if a Contact has GLA Permissions, first, the Contact record GLA Permissions are used.
    2. These are added to the GLA Permissions of the Department that the Coordinator belongs to on the Contact record.
    3. 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.
  4. 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.

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Excerpt

PCR-360 contains two different types of Charges.

  • Recurring: Charges that recur over time for continued usage of a piece of Equipment or Service. There are four types of Recurring Charges for Organizations to base their Billing practices on.
    1. Monthly: This is the default for a Charge's Charge type. The Charge will be applied every month until it is stopped.
      • These Charges can be set to "Bill Forward", thus Bill one month ahead of the Billing Cycle.
      • These Charges can also be set to 'Bill Backward' in order to catch up on past Billing Cycles.
      • When the GLA for this Charge is updated, the Charge is Stopped and Restarted.
    2. Quarterly: The Charge will be applied every three months until it is stopped. 
      • These Charges are always treated as being set for "Bill Forward".
      • Back Dated Charges will Bill for one cycle only, before continuing on the current cycle.
        • Example, a Charge backdated six months ago, will Bill for only the last three months.
      • When the GLA for this Charge is updated, the Charge is Stopped and a new Charge is Started.
      • The Effective Date for updates to this type of Charges can only be set for the date of the Last Billed.
    3. Semi-Annual: The Charge will be applied every six months until it is stopped. 
      • These Charges are always treated as being set for "Bill Forward".
      • Back Dated Charges will Bill for one cycle only, before continuing on the current cycle.
        • Example, a Charge backdated twelve months ago, will Bill for only the last six months.
      • When the GLA for this Charge is updated, the Charge is Stopped and a new Charge is Started.
      • The Effective Date for updates to this type of Charges can only be set for the date of the Last Billed.
    4. Annual: The Charge will be applied every twelve months until it is stopped. 
      • These Charges are always treated as being set for "Bill Forward".
      • Back Dated Charges will Bill for one cycle only, before continuing on the current cycle.
        • Example, a Charge backdated three years ago, will Bill for only the last year.
      • When the GLA for this Charge is updated, the Charge is Stopped and a new Charge is Started.
      • The Effective Date for updates to this type of Charges can only be set for the date of the Last Billed.
  • Non-Recurring: One-Time Only Charges.

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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".

The View Bill feature functions on archived or unarchived bill data.