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Credit Invoices

Zuora

Credit Invoices

This guide will walk you through the steps to credit a list of Invoices by creating a credit memo (for those that have the Invoice Settlement feature) or invoice item adjustments. The workflow allows you to indicate the list of invoices, the percent to credit, and the subscription. This guide will walk through the following three steps to execute this workflow.

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Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

Overview

What is it?

The Credit Invoice workflow allows you to apply a percent-based credit to a list of invoices. The credit is in the form of a credit memo, for those tenants that are using the Invoice Settlement feature, or as an invoice item adjustment. If a subscription name is also provided, the credit will apply only to those invoice items that are on the subscription.

Why does it matter?

To quickly respond to the COVID-19 business impact, this workflow will apply a percent-based credit to a list of Invoices. If your business is seeking to provide a goodwill credit to your customers, this workflow is an efficient way to do so. 

How does it work?

The Credit Invoice workflow iterates through a list of invoices and creates either a credit memo or an invoice item adjustment. The credit applied is a percentage of the invoice. The user will define the following values:

  • Invoice Number: The list of invoices that the credit will be applied to.
  • Percent: This is percent-based credit and must be an integer.
  • Subscription Name: This is an optional parameter. If included, the percentage credit will only be applied to the invoice items for the specified subscription.

Note that the accounting code override will not be included.  

Getting started

Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

covid_credit_invoices_steps.png 

Step 1: Create a custom field and a reason code

In this step, create the custom invoice field that will be used by Workflow, as well as the Invoice Item Adjustment Reason Code.

Steps

Description

Navigate to the Billing Settings page

In Zuora UI, click your user name on the top-right corner, and then click Billing from the drop-down list.

zuora_billing_settings.png

Click Manage Custom Fields.

zuora_billing_settings_1.png

Add a new field

Click Invoice Fields from the list of customizable objects.

zuora_custom_object_list.png

Click add new field in the Invoice Custom Fields & Relationships (Indexed) section.

zuora_invoice_fields_1.png

Configure the new field

• Choose the field type: Text

• Field Label: creditapplicationstatus
Please note that this field is important in the workflow, and it is case sensitive.  

• API Name: (leave this blank; it will be auto-populated)

• Length: 255

The end result will look like the following:

zuora_invoice_custom_field_1.png

Navigate to Payment Settings

Now, let’s navigate to payment settings to create the Invoice Item Adjustment Reason Code.

In Zuora UI, click your user name on the top-right corner, and then click Payments from the drop-down list.

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Choose Configure Reason Code

Click Configure Reason Codes.

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Select Invoice Item Adjustment

Click Invoice Item Adjustment.

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Add a new reason code, and name it “Covid-19”.

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Step 2: Create a list of invoices 

In this step, create the list of Invoices you want to apply a credit to.

Steps

Description

Create your list of Invoices

Create a CSV file to capture your list of Invoices. Your file can include the following columns:

Invoice Number, Percent, Subscription Number

• The InvoiceNumber value identifies all the invoices that you want to apply the credit to.

• The Percent value is an integer only.

• The SubscriptionNumber value is optional.  If this field is left blank, all invoice items for the Invoice will be given a credit. If this field is populated, only the invoice items for that subscription will be given a credit.

credit_sample_csv.png

Click here to view or download an example CSV file.

You must replace the values of these fields with data that is available on your tenant. Otherwise, the workflow will fail.

You can use Datasource Export to create your file.

Step 3: Execute the workflow to credit invoices

In this step, execute the workflow.

Steps

Description

Navigate to Workflow

Navigate to Platform > Workflow > Workflows.

Create a new workflow

In the Workflows tab, click the plus icon ( + ) and click From Template > COVID-19 > C19: Credit Invoices.

Open the workflow

Click on the workflow, and you will see the following.

Credit_Invoices_Workflow.png

Workflow tasks overview

You will notice a number of tasks in this workflow:

• Credit Invoices: This is the starting point; clicking on the arrow will open up a prompt to enter the list of invoices (CSV file), and other input parameters

• Check for Invoice Settlement: This task will determine whether your tenant is using the Invoice Settlement feature.

• Set url as Invoice Item Adjustments: If the Invoice Settlement feature is not used, then the workflow will create the invoice item adjustments.

• Create Credit Memo or Invoice Item Adjustments: This task applies a percent-based credit as a credit memo or an invoice item Adjustment.

• Update Invoice - Credit Failed: If the update to the invoice fails, a custom field on the Invoice (invoice.creditapplicationstatus__c) will be updated with credit not fully applied.

• Post Credit Memo: Post the credit memo if the Invoice Settlement feature is used.

• Retrieve Invoices with failed Credit Application: This task will retrieve the invoices with the custom field of invoice.creditapplicationstatus__c. An email will only be sent with the list of failed invoices.

Input parameters

Click on the arrow in the green box. When prompted to confirm, click OK.

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The new workflow run window will open. You need to specify input parameters for the workflow.

1. Click Choose File and select the file that is created in Step 1. Note that a file is needed to execute the workflow. The file must include values for Invoice Number and Percent fields. The Subscription Name column can be empty.

2. Enter the email to be sent an attachment with the list of Invoices that fail to be updated (note that an email will not be sent if there were no errors found).

Execute the workflow

Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

After you click Run, the workflow will execute.

You can view the results in the Run History tab.

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Clicking Tasks will show you the results of each task

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A credit memo is created

OR an invoice item adjustment is created

An invoice item adjustment will be created for each invoice item. The reason code will indicate “Covid-19”.

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