1. Order Management
  2. Billing and Invoices
  3. Advanced Billing
  4. Applying Billing Schedules

Applying Billing Schedules

The Advanced Billing feature enables you to create billing schedules that you apply to sales orders or to line items on sales orders. When you apply a billing schedule, the order is billed in according to that schedule.

Note:

By default, billing schedules are applied to each line individually, not the subtotal, unless you use the Apply to Subtotal option.

Assigning a Default Billing Schedule to an Item

You can assign a billing schedule on an item record. Then, when the item is chosen on sales transactions, the billing schedule is applied by default. You can change default billing schedules on individual transactions.

Note:

The billing schedule shows on line items only if forms are customized to show schedules on lines. Read Assigning a Billing Schedule to a Line Item.

You can assign billing schedules to the following item records:

To assign a billing schedule to a new item record:

  1. Go to Lists > Accounting > Items > New > New.

  2. Click the item type you want to create.

  3. On the item record, enter information in the necessary fields.

  4. On the Sales / Pricing subtab under Sales in the Billing Schedule field, select the billing schedule you want to associate with this item.

  5. Click Save.

To apply a billing schedule to an existing item, go to List > Accounting > Items, click Edit next to the item, and make your changes.

Assigning a Billing Schedule to a Transaction

You can apply a billing schedule to an entire transaction.

To apply a billing schedule to a new sales order:

  1. Go to Transactions > Sales > Enter Sales Orders.

  2. In the Start Date field, enter the date the first invoice is to be created.

    If you leave this field blank, the first billing date defaults to the sales order date.

  3. Choose a customer in the Customer field.

  4. On the Billing subtab, in the Billing Schedule field, choose a billing schedule for all items on this order.

    To enter a new billing schedule, click New.

  5. Fill in other fields as necessary.

  6. Click Save.

To apply a billing schedule to an existing sales order, go to Transactions > Sales > Enter Sales Orders > List, click Edit next to the sales order, and make your changes.

Assigning a Billing Schedule to an Invoice Subtotal

To create a fixed amount billing schedule for an invoice subtotal, set the sales order Type to Standard and the Recurrence Frequency to Custom. Check the Apply to Subtotal box and enter a schedule of fixed currency amounts based on the pre-tax, pre-discount invoice total.

For example, suppose you have an invoice with three transactions with a subtotal of $300. The transactions total $50, $100, and $150, respectively, for a subtotal of $300. The customer wants to pay the invoice in three $100 installments, so define three payments of $100 each, totaling $300.

To apply a billing schedule to a transaction subtotal:

  1. Go to Transactions > Sales Order > Enter Sales Order.

  2. In the Start Date field, enter the first invoice date.

    If this field is left blank, the first billing date is the date of the sales order.

  3. In the Customer field, select a customer.

  4. On the Billing subtab, in the Billing Schedule field, select a billing schedule for the transaction subtotal.

    To enter a new billing schedule, click New. To create and apply a subtotal billing schedule, set the Type field to Standard and the Recurrence Frequency field to Custom, and then check the Apply to Subtotal box.

  5. Fill in any other required fields.

  6. Click Save.

Assigning a Billing Schedule to a Line Item

You can apply a billing schedule to an individual line item on a transaction. To do this, you need to customize the following transaction forms to show line item billing schedules:

To customize your transaction forms for line-item billing schedules:

  1. Go to Customization > Forms > Transaction Forms.

  2. On the Custom Transaction Forms page, click Customize next to the transaction form you want to change.

  3. In the Name field, enter a name for this form. For instance, you could name it Billing Schedule Sales Order.

    This name appears in the Custom Form field on transactions.

  4. Click the Sublist Fields subtab.

  5. In the Show column, check the box next to Billing Schedule to show the billing schedule column when you view the transaction.

  6. Click the Printing Fields subtab.

  7. Click the Columns subtab under Printing Fields.

  8. Check the Print/Email box next to Billing Schedule to show the billing schedule column when you print or email the transaction.

  9. Click Save.

Now, when you choose this custom form in the Custom Form field on transactions, you can choose a billing schedule for each line item.

To apply a billing schedule to a sales order line item:

  1. Go to Transactions > Sales > Enter Sales Orders.

  2. In the Custom Form field, select the customized sales order form.

  3. In the Start Date field, enter the first invoice date.

    If you leave this field blank, the first billing date defaults to the sales order date.

  4. In the Customer field, select a customer.

  5. On the Items subtab, in the Items column, choose an item.

    If the item has a billing schedule assigned on the item record, that billing schedule autofills in the Bill. Sched. column. You can choose another billing schedule for that item.

  6. Click Add.

  7. Fill in any other required fields on the form.

  8. Click Save.

Related Topics

General Notices