Adding Debit Line Items to Bills
From Bill management, you can open Bills and add debits for Bill line items using the Debit reasons you've created for your Organization:
Tip: Adding Debit Reasons? For details on how to add Debit Reasons to your Organization, see Creating Debit Reasons.
Adding a Debit for an Existing Bill Line Item
To add debit line items to Bills for an existing line item:
1. Select Billing. The Bill management page opens and the Bills that have been generated for your Accounts are listed. The Bills listed are those for the default settings of monthly frequency and current month period end.
2. If the Bills you want to work with are for a different frequency and period, use the Invoice date (inclusive) calendar pop-ups accordingly. See Running Bills and Viewing Bill Details.
Tip: Invoice dates are inclusive! Note that when you define a period to view Bills using the Invoice date calendar popups, both the start and end date are interpreted inclusively.
3. To select a specific Bill you want to add a debit line item for, select the REFERENCE hotlink text. The Bill details page opens.
Note that this page provides a full breakdown of the charges made to the Account for the billing period up to the Last calc date. You can expand line items to see further details.
4. Select Add debit. The Create page opens and the Debit a line item from a bill option is selected by default.
5. Leave this default option selected and under Debit line item details use the Bill drop-down to select the bill date.
6. Use the Line item drop-down to select the line item from the Bill for which you want to apply a debit.
Note that the Amount field is automatically populated for the selected line item's amount.
7. Select a Debit reason for the debit line item.
Warning: You must create at least one Debit reason for your Organization before you can add a Debit line item to a Bill! If you haven't, the Debit reason drop-down will not be available and you'll see a warning:
Select the create a new debit reason hotlink text provided. This takes you directly to the Create page to create the Debit reason you want to use to add a Debit line item to the Bill. See Creating Debit Reasons.
When you create the new Debit reason, you are taken directly back to the Create page and the Debit reason is selected.
8. Enter a Description.
9. Adjust the Amount as required.
10. If you want to define a specific service period to apply to the Debit Line Item, under Service period settings use the pop-up calendars to enter a Service period start date (inclusive) and Service period end date (exclusive).
Notes!
If you leave these start and end date fields blank, the service period for the Debit line item is the same as the current billing period.
If you intend to set up an integration for sending Bills to an external 3rd-party system, the service period start and end dates for Debit line items may be required when integrating with some external systems. Please check your external system requirements to avoid any issues that might occur with an integration if these dates are left blank.
11. Select Create Debit line item. You are returned to the Bill details page, where the debit item is shown and the bill is re-calculated to factor in the debit item amount:
In this example, a debit item has been added to a Bill in the amount of $10 for one of the line items - GB stored charges.
12. You can expand the debit item to view details and Edit or Delete the debit line item.
Warning: Approving and Locking Bills!
If you Approve the Bill:
You can Edit the debit line item but the Bill will be reverted to Pending.
You cannot Delete the debit line item.
If you Approve and then Lock the Bill:
You cannot Edit or Delete the debit line item.
Adding a Debit Manually
To add debit line items manually:
1. Select Billing. The Bill management page opens and the Bills that have been generated for your Accounts are listed. The Bills listed are those for the default settings of monthly frequency and current month period end.
2. If the Bills you want to work with are for a different frequency and period, use the Invoice date (inclusive) calendar pop-ups accordingly. See Running Bills and Viewing Bill Details.
3. To select a specific Bill you want to add a debit line item for, select the REFERENCE hotlink text. The Bill details page opens.
Note that this page provides a full breakdown of the charges made to the Account for the billing period up to the Last cald date. You can expand line items to see further details.
4. Select Add debit. The Create page opens and the Debit a line item from a bill option is selected by default.
5. Select Apply manual debit. The Create page adjusts for creating a manual debit line item to the Bill.
6. Under Debit line item details, select a Product reference for the manual debit line item.
Note that this is required for accounting purposes and associates the debit line item with a specific Product.
7. Enter a Debit reason, Description, and Amount for the manual debit line item.
Warning: You must create at least one Debit reason for your Organization before you can add a manual Debit to a Bill! If you haven't, the Debit reason drop-down will not be available and you'll see a warning:
Select the create a new debit reason hotlink text provided. This takes you directly to the Create page to create the Debit reason you want to use to add a manual Debit to the Bill. See Creating Debit Reasons.
When you create the new Debit reason, you are taken directly back to the Create page and the Debit reason is selected.
8. Select Create Debit line item. You are returned to the Bill Details page, where the manual debit line item is shown and the bill is re-calculated to factor in the debit line item amount:
In this example, an Overdue Bill Payment Penalty manual debit line item has been added to a Bill in the amount of $10.
9. You can expand the manual debit line item to view details and Edit or Delete the manual debit line item.
Warning: Approving and Locking Bills!
If you Approve the Bill:
You can Edit the manual debit line item but the Bill will be reverted to Pending.
You cannot Delete the manual debit line item.
If you Approve and then Lock the Bill:
You cannot Edit or Delete the manual debit line item.
10. Also, you can add a manual debit line item to a bill for consumption of another Product by the Account:
In this example, an Additional Storage manual debit line item has been added to the Bill in the amount of $125. Note that this new debit line item is clearly listed on the recalculated Bill as a charge due against the Account for a different Product.
Next: Viewing Bill History
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