Managing Bills

The Bill Management page allows you to review your Account Bills and perform common administrative tasks for managing them:

  • Run Bills and view Bill details.

  • Re-calculate Bills.

  • Approve selected Bills.

  • Approve a set of Bills by date range.

  • Lock Bills. When you lock a Bill, it:

    • Cannot be unlocked.

    • Cannot be updated or recalculated.

  • Set a global lock date to lock all Bills up to a specific date.

  • Download Bills.

  • Delete Bills.

This topic explains how to work in the Bill Management page and manage the Bills for your Accounts.

To manage Bills:

1. Select Billing>Bill Management. 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 the current month.

2. If the Bills you want to work with are for a different period, use the Invoice Date calendar pop-ups to adjust the period accordingly. See Running Bills and Viewing Bill Details.

3. To select a specific Bill you want to work with, select the checkbox against it in the list. The Approve selected and Recalculate selected buttons at the bottom of the page are enabled.

Tip: Lock selected? If a Bill has not been approved, the Lock selected button remains disabled.

4. If you want to recalculate the Bill, select Recalculate selected. You might want to do this if you’ve updated the pricing Plan for the Account and want to check that the Bill is correct when calculated using the revised pricing.

5. If you want to approve the Bill, select Approve selected. The Lock selected button is enabled for the Bill.

6. If you want to approve a set of Bills by date range, select Approve bills. The Approve bills modal appears:

7. Use the Calendar pop-ups to select the Invoice start date and Invoice end date to define the date range for Bill approval.

  • Note to clarify: start and end dates for Bill approval date range:

    • The Invoice start date is inclusive. This means, for example, if you've set the Invoice start date for Bill approval date range as April 1st, any Bill with an INVOICE DATE of April 1st or later will be approved.

    • The Invoice end date you select for the date range is exclusive. This means, for example, if you've set the Invoice end date for Bill approval date range as April 30th, any Bill with an INVOICE DATE of April 29th or earlier will be approved. However, a Bill dated April 30th will not be approved.

8. Select Approve bills. The modal closes and all Bills dated within the defined date range are approved:

9. If you want to lock the Bill, select Lock selected. You can no longer select the Bill.

Warning! If you re-run billing, locked Bills are excluded.

10. If you want to set a date for when all Bills will be locked, select Set global lock date. A Set global lock date modal appears:

  • Note that the default date used in the Modal when it's first opened is dependent on the end date set in Bill Management for the Invoice Date range - in this example, the end date was set at 04/30/2023.

11. Use the calendar popup to select the date on which you want all Bills to be locked and then select Save. The modal closes and any Bill with an end date on or before the date you've set will be locked.

12. If you want to download Bills, select a Invoice date range at top-left. The Bill Management page will refresh for the new date range.

13. Select Download Bills. The Bills in the selected date range are exported in a .csv format file and saved locally to your Downloads folder.

Warning - Download Limits! You can only download Bills for a period of up to 31 days or up to a maximum of 5000 Bills. If you attempt a download that exceeds either of these two limits, you'll receive an error message.

14. If you want to delete a Bill, select the checkbox of the Bill and then select Delete selected. A pop-up appears asking you to confirm the delete - click Yes if you want to proceed.

Next: Adding Credit Line Items to Bills

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