Administration of Automated Billing Functions
Automated billing allows you to generate end-of-month invoices for the services consumed by your end customers and EMP/CPO partners. The invoices are generated automatically and sent to your customers as PDF documents.
Below you will find explanations of the settings and configurations required to operate the billing cycle.
To do this, please first go to: Finance/Tariff Management/Automated Billing. You will see six tabs, but in this tutorial, we will only configure the Common configuration, Finance and E-Mail Delivery tabs.
General settings: Finance/Automated billing/Common configuration
Here you can activate or deactivate various services, such as automated billing or e-mail notifications.
To activate the billing function, please click on "inactive" and note that the automated billing function is subject to a fee.
Afterwards, please contact our support with the billing date to have your desired billing start added!
Please note: The so-called “Global Billing Start” is responsible for the actual billing start. If this is not set by has·to·be, all charging processes from the past will be charged subsequently!
In the following menu items, please complete the following options so that your billing is carried out according to your preferences.
Please process the menu items outlined in red according to your requirements.
All other fields can be ignored.
Financial Settings: Finance/Automated billing/Finance
This menu item is used for the revenue accounts and for defining the bank account information displayed on the invoice.
FILE REVENUE ACCOUNTS = You should get this data from your accounting department
REVENUE ACCOUNT FOR SETUP COSTS - for installation/ one-time initial set up fee
REVENUE ACCOUNT FOR MONTHLY FEES - for monthly basic fees
REVENUE ACCOUNT FOR CHARGING PROCESSES - for charging processes
E-Mail delivery: Finance/Automated billing/E-Mail delivery
- Template text for the e-mail sent with the invoice.
- Select a reply e-mail address and a BCC address.
- Any desired mail template can only be deposited by has·to·be. In this case, please contact your personal contact person or a sales representative.
Please do not copy & paste here!
E-MAIL TO THE CUSTOMER = desired text to be included in the e-mail can be easily inserted here. This can also be customized and can look like the following:
Dear Valued Customer!
Please find enclosed your monthly statement for the charging processes carried out in __INVOICE_MONTH__/__INVOICE_YEAR__.
Invoice no. __INVOICE_NUMBER__
Please note, if there were only a few/ short length of charging processes in the previous billing period, you will notice that an invoice was still issued. If this occurred and you received an invoice for a very small amount, we kindly ask for your understanding. Our invoicing and payment services are carried out by automatic email dispatch and direct debit.
REPLY TO E-MAIL ADDRESS = reply address for comments/questions/complaints.
BCC ADDRESS FOR DOCUMENT SENDING = BCC address for invoice dispatch.
If you have any questions about the variables, please contact the has·to·be Support Team.
With the configurations made so far, you have activated the function to automatically generate invoices and send them by e-mail!
To finish the configuration of the automated billing function, the next step is to create/complete tax configurations, payment terms and number ranges. You will find detailed instructions on how to do this in the article "Configuring accounts and tax rates".