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.
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
- Step 1: Create a custom field and a reason code
This custom field is used by the workflow to distinguish the invoices that were identified by the workflow, and the reason code is used when creating the invoice item adjustments. - Step 2: Create a list of invoices
Create the list of invoices to apply a credit. - Step 3: Execute the workflow to credit invoices
Execute the workflow to apply the percent-based credit.
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.
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Steps |
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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.
Click Manage Custom Fields.
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Add a new field |
Click Invoice Fields from the list of customizable objects.
Click add new field in the Invoice Custom Fields & Relationships (Indexed) section.
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Configure the new field |
• Choose the field type: Text • Field Label: creditapplicationstatus • API Name: (leave this blank; it will be auto-populated) • Length: 255 The end result will look like the following:
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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.
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.
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Steps |
Description |
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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.
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.
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Steps |
Description |
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Navigate to Workflow |
Navigate to Platform > Workflow > Workflows. |
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Create a new workflow |
In the Workflows tab, click the plus icon ( + ) and click From Template > COVID-19 > C19: Credit Invoices. |
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Open the workflow |
Click on the workflow, and you will see the following.
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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. |
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Input parameters |
Click on the arrow in the green box. When prompted to confirm, click OK.
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). |
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Execute the workflow |
After you click Run, the workflow will execute. You can view the results in the Run History tab.
Clicking Tasks will show you the results of each task
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A credit memo is created |
A credit memo will be created. |
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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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