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Knowledge Center > Billing and Payments > Billing Operations > Bill Runs > Creating Bill Runs

Creating Bill Runs

An ad hoc bill run lets you create a bill run for a specific and usually one-time purpose. A scheduled bill run lets you create a bill run on a regular schedule. You can schedule a bill run so that it is run daily, weekly, or monthly.

If you have the Advanced AR Settlement feature enabled, bill runs can automatically generate credit memos for negative charges based on your invoice and credit memo generation rule

What is a Target Date?

The target date is used to determine which charges to bill. All charges to bill as of or prior to the target date are included in the bill run. Zuora automatically keeps track of all charges that need to be billed and that have not been billed prior to the target date.

To send an invoice in advance of a billing period, set your invoice date to the date of your bill and the target date to the billing period you are billing in advance. For example, if you want to send an invoice on March 1 for an April 1 to April 30 billing period, set the invoice date to March 1 and the target date to April 30.

Zuora has set a 10 year limit on bills runs created on the Zuora UI or from the BillRun SOAP API. You can no longer schedule a bill run 10 years after the current date.

Create an Ad Hoc Bill Run

You must have the Create Bill Runs permission to create bill runs. See Billing Roles for more information.

To create a new ad hoc bill run:

  1. Navigate to Billing > Bill Runs in the left-hand navigation section and click new bill run.
  2. Select either Multiple Customer Accounts or Single Customer Account.
    • If you select Multiple Customer Accounts:
      • Select which customer accounts to include. Select All Batches, or select Specific Batch and then select a batch from the list.
      • Select the bill cycle day to use. Select All Bill Cycle Days, or select Specific Billing Cycle Day and select a day from the list. See Customer Accounts for more information about billing batch and billing cycle start dates.
    • If you select Single Customer Account and you do a search that returns several customer accounts, select the specific customer account to be invoiced.
  3. Optionally Filter Charges based on charge type. Deselect charge types that you would like to exclude from the bill run.
  4. You can also optionally select the processing rules that are applicable to the bill run. See Bill Run Processing Rules, below, for more information.
  5. Enter your desired bill run dates under Enter Date.
    1. Invoice Date: The invoice date displayed on the invoices.
    2. Target Date for the Bill Run: The date used to determine which charges are to be billed. All charges that are to be billed on this date or prior will be included in this bill run. By default, the target date is equal to the bill run date.
       

      Creating a bill run whose target date is over one year from the creation date may cause the bill run to run for an extended period of time. See Future Dated Bill Runs for more information.

  6. Click yes to start the bill run.

Create a Scheduled Bill Run

To create a new scheduled bill run:

  1. Navigate to Billing > Bill Runs in the left-hand navigation section and click new scheduled bill run.
  2. Select either Multiple Customer Accounts or Single Customer Account.
    • If you select Multiple Customer Accounts:
      • Select which customer accounts to include. Select All Batches, or select Specific Batch and then select a batch from the list.
      • Select the bill cycle day to use. Select one of the following:
        • All Bill Cycle Days. Includes all accounts.
        • That Matches the Bill Run Day. Includes all accounts with a bill cycle day that matches the bill run day. When the bill run day is the last day of the current month, includes all accounts with a bill cycle day greater than or equal to the bill run day.
        • Specific Billing Cycle Day and select a day from the list. 
      • See Customer Accounts for more information about billing batch and billing cycle start dates.
    • If you select Single Customer Account and you perform a search that returns several customer accounts, select the specific customer account or accounts that you want to invoice.
  3. Optionally Filter Charges based on charge type. Deselect charge types that you would like to exclude from the bill run.
  4. Optionally select the processing rules that are applicable to the bill run. See Bill Run Processing Rules below for more information.
  5. Enter information for the Schedule Date:
    • Bill Run Date: The date that the first bill run is executed. The default value is today's date.
    • Choose Invoice Date: The invoice date displayed on the invoices. You can choose any date before, on, or after the bill run date. The invoice date updates each time the bill run is repeated. If you choose an invoice date that is, for example, 5 days after the bill run date, then the invoice date will always be 5 days after the bill run date each time that the bill run is repeated. For example, if you create a scheduled bill run with a bill run date of 01/01/2016 and an invoice date of 01/06/2016, if the bill run repeats on 02/01/2016, then the invoice date for that bill run will be 02/06/2016. By default, the invoice date is equal to the bill run date.
    • Choose Target Date: The date used to determine which charges are to be billed. All charges that are to be billed on this date or prior will be included in this bill run. By default, the target date is equal to the bill run date.

      Creating a bill run whose target date is over one year from the creation date may cause the bill run to run for an extended period of time. See Future Dated Bill Runs for more information.

    • Pick the time of day: The time of day in the tenant time zone that the bill run is executed. The bill run is executed plus or minus 20 minutes from the specified time.
    • Repeats: How often the bill run is repeated. You can choose not to repeat the bill run, or to repeat daily, weekly, or monthly. For daily, weekly, or monthly, you must specify the Range. The range determines how long the scheduled bill run is repeated for. For weekly, you must additionally specify which days of the week the bill run is to be executed on.
  6. Click yes to start the scheduled bill run.

Future Dated Bill Runs

If you create a bill run whose target date is over one year from the creation date, you will receive the following message:

future_dated_billrun.png

Once you click Yes, the processing bill run cannot be canceled. This may cause the bill run to run for an extended period of time.

Bill Run Processing Rules

The following options assist with fine-tuning your bill run processing.

Automatically Renew Auto-renew Subscriptions

Renew all subscriptions that are configured to automatically renew and are due for renewal during this billing period. Auto-renewals are triggered by an auto-generated renewal amendment created by Zuora on the first day of the next subscription renewal term at 2:00 am PST. If you would like to generate an invoice for a subscription that has not yet auto-renewed, select the option (in the billing run) to automatically renew auto-renew subscriptions that are up for renewal. When this option is selected, Zuora will create an auto-renewal amendment at the same time the invoice is generated. See Renewing Subscriptions Automatically for more information.

Do Not Email Invoices for Accounts with a Zero Invoice Total

On the New Bill Run page, you can configure Processing Rules for your bill run.

Invoices with a zero total will not be emailed when you do a batch email of invoices. You may have an annual subscription with a recurring charge that is billed up front but you have monthly usage that is billed in arrears. If there is no usage for a given month, you may have a $0 invoice and in that case, this feature will allow for you to specify that you do not want to send the invoice.

Bill Run with Processing Rule Set to Not Send Email When Invoice has Zero Balance

Email Delivery Option for Sending All Invoices or Last Updated Invoices

Zuora calculates the number invoices that qualify for Email Invoices delivery when processing email invoices from a bill run. To email invoices, click Email Invoices from the Bill Run expanded view. If you have Advanced AR Settlements feature enabled, click Email billing documents.

A confirmation pop-up appears when customers have several updated invoices in the current bill run.

billRunDeliveryOption.png

To send the invoices, you have the option to:

  • Select the check box to send only invoices that were last updated in the current run. Your customers get only the last updated invoices associate with the current bill run.
  • Clear the check to send all invoices associated with the current bill run. This option is useful when you need to resend invoices.

Auto-Post Invoices Upon Completion of Bill Run

You can set up bill runs to automatically post invoices after the bill run is completed. You can also automatically batch and send invoice emails after the bill run completes.

If you have the Advanced AR Settlement feature enabled, the credit memos that are generated in bill runs can also be auto-posted.

Review the Billing Workflow to better understand the process before implementing auto-posting invoices and auto-sending invoice emails.

To auto-post invoices, you must first enable the Support bill run auto-post billing rule. Once enabled the following options are available from the Create Bill Run page:

  • Auto-post invoices upon completion of bill runs.
  • Email invoices after auto-post is complete.

Email Invoices after Auto-Post is Complete

Zuora automatically batches all email that the invoices included in the bill run after completion of the bill run. To auto-post invoices, you must first enable the Support bill run auto-post billing rule.

If you have the Advanced AR Settlement feature enabled, the credit memos that are generated in bill runs can also be sent in emails upon posting.

Last modified
18:23, 12 Jul 2017

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