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• Working with Balances for Accounts

Creating Charges for Balances

You can create Charges for Balances to create single, one-off line items for Balance billing. Charges for Balances are:

• Created for either debit or credit amounts.

• Linked to a Product for accounting purposes.

• Optionally linked to a Contract.

• Given a specific date for billing.

  • When a bill job has run for the specified Charge bill date, a Charge appears as a Balance fee line item on the Bill.

• Assigned a service period.

• Available in any currency defined for your Organization.

When you set up a Charge for a Balance, a new Bill is created for the specified billing date for the Account the Balance belongs to. If other billing charge types are due on the Account on that date, the Balance charge can be consolidated with those other charge types in a single Bill.

This topic explains how to create and manage Charges for Balances:

• Creating Balance Charges

• Viewing Balance Charge Details

• Editing and Deleting Balance Charges

Creating Balance Charges

You can create a one-off Charge for a Balance from the Balance details page.

To create a Balance Charge:

1. Select Accounts. The Accounts page opens.

2. In the Accounts listing, search for and select the Name text of the Account with the Balance you want to create a Charge for. The Account details page opens with the Overview tab selected.

3. Select the Balances tab.

4. Select the Name hotlink text of the Balance you want to create a Charge for. The Balance details page opens.

5. Scroll down to the Balance charges panel and select Create balance charge. The Create page opens.

6. Complete Balance charge details:

• Name. (Required)

• Code. (Required)

• Currency. Use the drop-down list to select the currency you want to use for the Charge. (Required)

• Amount. Enter the Charge amount. (Required)

• Service period start date (inclusive) and Service period end date (exclusive). Use the calendar pop-ups to define a service period for the Charge. (Required)

• Accounting product. For accounting purposes, select a Product to link the Charge Balance fee line item on the Bill to. (Optional)

  • Note that if you omit an Accounting product for a Balance Charge, the Fees accounting product defined for the Balance is used.

• Bill date. Enter the date the Charge will be billed against the Balance. (Optional)

  • You can omit a specific date for billing the Charge in cases where you want to create the Charge against the Balance but the exact date it will be billed is not yet determined.

• Description. Enter a custom description that will appear for the bill line item for the Charge. (Optional)

  • Note that if you leave this blank, a default description will be used: Balance fee charge.

In this example a Charge will be created against the Balance for a connection service fee of $75:

• A service period of one day - April 15th - is defined to allow for connection testing for a new service setup.

• The Charge will be billed the same day - April 15th.

7. Enter Charge settings:

• Contract. Use this if you want to add the Balance Charge to a Contract on the Account. For more details on Contracts, see Creating Contracts for Accounts. (Optional)

• Notes. Use this to enter any notes for the Balance Charge. These will not appear on any Bills, but can be referred to for audit purposes. (Optional)

8. Select Create balance charge. You are returned to the Balance details page and the Charge is listed on the Balance charges panel:

Note that:

• You can read-off the Source of a Balance Charge, which can be one of three possibilities:

  • User - when an Organization User has created the Charge and as shown in this example.

  • Service user - when an Organization Service User has created the Charge

  • Scheduler - when the Charge results from a Charge Schedule.

• When the Bill for a Balance Charge has been generated, this will be shown in the Bill column and you can open the Bill directly:

Viewing Balance Charge Details

When you've created Charges for a Balance, you can review Charge details.

To view Balance Charge details:

1. Select Accounts. The Accounts page opens.

2. Select the Name text hotlink of the Account that the Balance belongs to. The Account details page opens.

3. Select the Balances tab.

4. Select the Name text hotlink of the Balance. The Balance details page opens.

5. On the Balance charges panel, select the Name text hotlink of the Charge you want to review. The Balance charge details page opens:

You can review and check the details for the Balance Charge:

• Read-off the Service period and Bill date.

• If a Bill for the Charge has been generated, use a text hotlink to open the Bill.

• Use a text hotlink to open the Balance the Charge is for.

• Use a text hotlink to open the Accounting product for the Charge.

• Copy the ID of the Charge directly to your clipboard.

Editing and Deleting Balance Charges

To edit or delete a Balance Charge:

1. Select Accounts. The Accounts page opens.

2. Select the Name text hotlink of the Account that the Balance belongs to. The Account details page opens.

3. Select the Balances tab.

4. Select the Name text hotlink of the Balance. The Balance details page opens.

5. If you want to edit a Balance Charge, on the Balance charges panel select the edit icon:

The Edit page opens.

6. Make the required editing changes and select Update balance charge. Your updates are saved and you are returned to the Balance charges tab.

7. If you want to delete a Balance Charge, select the Delete icon:

A confirmation popup appears

8. Select Yes to confirm and complete the deletion.

Next: Setting Up Charge Schedules for Balances

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