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Billing Schedules

Modules > Subscription Billing > Billing schedules

Use this page to create and edit billing schedules. For information on standard Subscription Billing functionality, see the Subscription Billing documentation.

With Property Lease Management, the following additional fields and actions have been added to the to extend the functionality of Subscription Billing.

Using Invoice Adjustments

When you turn on Invoice adjustment in your Property Lease Management Parameters and apply an adjustment to a billing schedule line, you cannot change the billing frequency of that line.

If you have selected True up as the invoice adjustment method then adjustment amounts are added to first billing period which has not been invoiced.

If you have selected Catch up as the invoice adjustment method then adjustment amounts are billed in separate sales orders, with one sales order line for each adjusted billing period. For invoiced billing periods, a new sales order is created which contains lines for each adjusted period. For billing periods which are billed but not invoiced, adjusted periods are added to the existing sales order.

Manual Billing Schedule Number

When creating the Billing Schedule, the user can enter the Billing Schedule number if the Number Sequence is set to manual. This same functionality also applies when Copying the Billing Schedule.

All Billing Schedules

The following section describes the available fields when viewing your billing schedules.

Fields

The following field boxes are available:

Field	Description
Invoice split	Displays whether or not Invoice split applies to the billing schedule.
Split by item	Displays whether or not the invoice is split by item.
Split by item group	Displays whether or not the invoice is split by item group.
Split by customer reference	Displays whether or not the invoice is split by customer reference numbers.
Split by customer requisition	Displays whether or not the invoice is split by customer requisitions.
Split by delivery address	Displays whether or not the invoice is split by delivery addresses.

Actions

The following actions are available:

Action	Description
Billing schedule > Copy schedule	Copies the current billing schedule to a new billing schedule. If custom header and line field boxes are used and have values, all data values are copied to the new billing schedule.
Billing schedule > Custom fields > Custom fields	Opens dialog that shows all the custom fields for the header or line (depending on how the action was selected). The custom fields available are based on and in the order as set up on the Property Lease Management Parameters page. For billing schedules, specify or edit the custom fields as needed. For sales orders, the custom fields are updated after they are created from billing schedules through the Invoice Creator. Values for the custom fields can be edited at any time for billing schedules or billing schedule lines that are not terminated or for open sales orders. Note: Only custom fields which are activated are available. See Deactivate Custom Fields. If the status of the header or line is Archived or Terminated, then custom fields which were used but then deactivated will appear.
Billing schedule > Billing class> Billing class	Opens a dialog, where you can review the billing class and billing cycle details. In this dialog, you can select a billing class (if it is currently not selected) or change it. While a billing class is not required, you can change the billing cycle details (such as calculation method and prior months or days) for the billing cycle. For a description of all available options, see Billing Class. When any value is changed, you have the option of updating all billing schedule lines. These values can be changed at any time, even after invoices have been created. However, future billing periods will be affected by the changes.
Align to Header	Opens the Align to Headerpage.
Billing schedule > Invoice split > Invoice split	Opens a dialog where you can review the Invoice split settings. The Invoice split settings are based on your settings in the Billing Schedule Group > Invoice split. This option will decide if the schedule uses the Invoice split functionality or not. The default Invoice split settings are determined by your Property Lease Management Parameters. You cannot use invoice splitting with free-text invoices. Yes: The system will split invoices based on custom fields set up for each schedule. When this option is selected, the Billing Schedules tab will be available. No: You cannot split invoices. Note the following conditions for using invoice splitting: Each billing schedule can have a unique setup for Invoice split. When all invoice split options on a billing schedule header are the same for multiple billing schedules, then the system will consolidate different schedules into one sales order. Separate sales order are created if there are different invoice split options. You can insert and view custom fields for the invoice. You can insert a maximum of five custom fields when you use the Invoice split option. Deactivated custom fields will count towards the maximum number of custom fields. For more information see: Invoice split process on Sales order

Billing Schedule

The following section describes the different sections, actions, and fields that are displayed on a Billing schedule page.

Header Fields

The following field boxes are available:

Field	Description
General tab
Sales group	Select the commission sales group to use for all invoices generated from the billing schedule. The default value is from the customer record and can be changed as needed.
Commission group	Select the commission customer group to use for all invoices generated from the billing schedule. The default value is from the customer record and can be changed as needed.
Sales tax group	Only visible if you have turned on Sales tax in your ASM Parameters. Select the sales tax group to use for the billing schedule. The sales tax group you select on the header level will roll down to the billing lines section. When you invoice transactions and create sales orders, the tax groups for the invoices are based upon the tax group at the schedule line level. The default tax group for the schedule line is based on the tax group you select in the header, but you can change the schedule line level tax group as needed.
Align with renewal date	Allows users to select if they would like to align new escalation and discounts with the renewal date. The default field value will be based on what is set on the Parameters page, but can be adjusted as desired. This field and the Align With field dictate how the escalation or discount is added to the schedule lines. When the values are changed, they won’t affect any existing escalation and discount data or their behavior. Yes: Align with dropdown will be enabled. The "Align with renewal" logic will only be applied to schedule lines that are set to renew automatically. No: Escalation and discount will continue to work with its default behavior, and the Align with dropdown will be disabled.
Align with	Allows users to select whether they wish to align the renewal date with the last renewal or next renewal. This field is only available when Align with Renewal Date is enabled. The default field value will be based on what is set on the Parameters page, but can be adjusted as desired. Changing this value won’t affect existing escalation and discount data or behavior. Last Renewal: Provides a recommended last renewal start date as the escalation start date. Next Renewal: Provides a recommended next renewal start date as the escalation start date. By aligning the dates to renewal, escalation and discount will not be prorated.
Financial tags tab
Financial tag name	Only visible if the invoice transaction type is Sales order. Select financial tags to use for the billing schedule. Financial tags you select on the billing schedule header will roll down as default financial tags for billing schedule lines. Financial tags on the billing schedule header will be used on the sales order header for any sales orders you create based on the billing schedule. For information about financial tags, see: Financial Tags
Financial tag value	Enter the financial tag value.

Header Actions

The following actions are available:

Action	Description
Billing schedule > Multiline advanced pricing options	Opens the Multiline Advanced Pricing Options window. At least two billing schedule lines are required to use this functionality.
Billing schedule > Copy schedule	Copies the current billing schedule to a new billing schedule. If custom header and line field boxes are used and have values, all data values are copied to the new billing schedule.
Billing schedule > Custom fields > Custom fields	Opens dialog that shows all the custom fields for the header or line (depending on how the action was selected). The custom fields available are based on and in the order as set up on the Property Lease Management Parameters page. For billing schedules, specify or edit the custom fields as needed. For sales orders, the custom fields are updated after they are created from billing schedules through the Invoice Creator. Values for the custom fields can be edited at any time for billing schedules or billing schedule lines that are not terminated or for open sales orders. Note: Only custom fields which are activated are available. See Deactivate Custom Fields. If the status of the header or line is Archived or Terminated, then custom fields which were used but then deactivated will appear.
Billing schedule > Billing class> Billing class	Opens a dialog, where you can review the billing class and billing cycle details. In this dialog, you can select a billing class (if it is currently not selected) or change it. While a billing class is not required, you can change the billing cycle details (such as calculation method and prior months or days) for the billing cycle. For a description of all available options, see Billing Class. When any value is changed, you have the option of updating all billing schedule lines. These values can be changed at any time, even after invoices have been created. However, future billing periods will be affected by the changes.
Align to Header	Opens the Align to Header page.
Billing schedule > Invoice split > Invoice split	Opens a dialog where you can review the Invoice split settings. The Invoice split settings are based on your settings in the Billing Schedule Group > Invoice split. This option will decide if the schedule will be using the Invoice split functionality or not. The default Invoice split settings are determined by Property Lease Management Parameters. Each billing schedule can have unique setup for Invoice split. When all split options on Billing schedule header fields are same for all the Billing schedule it will consolidate different schedules into one sales order, otherwise separate sales order are created. If the variable on Property Lease Management Parameters and Billing Schedule Group for Invoice split option is set to turned on, but the invoice split is not enabled for a schedule, then there will not be a split when posting the Sales order. You cannot use Invoice split with Free text invoices. You can insert and view custom fields for the invoice. You can insert a maximum of five custom fields when you use the Invoice split option. Deactivated custom fields will count towards the maximum number of custom fields. For more information see: Invoice split process on Sales order
Billing schedule>Escalation and discount	Opens the Escalation and Discount window where users can update the escalation and discount rates of that billing schedule. Within this window is the Append Escalation and Discount Lines option: Yes: Any escalation or discount will be added to the existing escalation lines on the Billing Schedule Line. No: Any escalation or discount will overwrite any existing escalation lines on the Billing Schedule Line. The Update Empty End Date When Appending option will be automatically set to No and will be disabled. When it is changed back to Yes, the latter will be defaulted to what is set in ASM Parameter window. This setting must be enabled on the Parameters page. Within this window is the Update Empty End Date When Appending option. This option will only be enabled if the Append Escalation And Discount Lines option is set to Yes. If “Append escalation and discount lines” is changed to No, “Update empty end date when appending” will be automatically set to No and will be disabled. When it is changed back to Yes, the latter will be defaulted to what is set in ASM parameter window. Once the new line is added and the prior escalation/discount end date is empty (Never), it will be updated to one day prior to the new start date.

Billing Schedule Lines Fields

The following field boxes are available:

Field	Description
Align to header	Determines whether the billing period start and end dates for a billing schedule line are to be aligned with the billing period of the billing schedule header. The default setting is from Align to Header dialog. This option is available when the billing frequency of the line is the same as the billing frequency of the header. Selected: Aligns the billing period start and end dates for the billing schedule line with the billing period of the billing schedule header. When this option is selected the Align to month option becomes read-only and uses the setting from the billing schedule header. Cleared: The billing period start and end dates for the billing schedule line are independent of the billing period of the billing schedule header. After the first invoice for the line has been created, this option becomes read-only and cannot be changed.

Field

Description

Align to header

Determines whether the billing period start and end dates for a billing schedule line are to be aligned with the billing period of the billing schedule header. The default setting is from Align to Header dialog. This option is available when the billing frequency of the line is the same as the billing frequency of the header.

Selected: Aligns the billing period start and end dates for the billing schedule line with the billing period of the billing schedule header. When this option is selected the Align to month option becomes read-only and uses the setting from the billing schedule header.
Cleared: The billing period start and end dates for the billing schedule line are independent of the billing period of the billing schedule header.

After the first invoice for the line has been created, this option becomes read-only and cannot be changed.

Billing Schedule Lines Actions

The following actions are available:

Action	Description
Custom fields	Opens dialog that shows all the custom fields for the header or line (depending on how the action was selected). The custom fields available are based on and in the order as set up on the Property Lease Management Parameters page. For billing schedules, specify or edit the custom fields as needed. For sales orders, the custom fields are updated after they are created from billing schedules through the Invoice Creator. Values for the custom fields can be edited at any time for billing schedules or billing schedule lines that are not terminated or for open sales orders. Note: Only custom fields which are activated are available. See Deactivate Custom Fields. If the status of the header or line is Archived or Terminated, then custom fields which were used but then deactivated will appear. Custom large text fields: New grid is added to the custom fields, which only displays the large text fields once the label is defined on the Parameters>Custom fields Property Lease Management Parameters Otherwise, no large text field is displayed on the grid. Allow the large text fields to have a maximum of 2000 characters. Allow the large text fields to be stored on the Billing Line Level. It will not flow over to the Sales Order. All large text value should copy from one schedule to another schedule using copy schedule functionality. By default, large text fields will not be visible in the inquiry form. Limitation: In the schedule line inquiry form, the schedule lines cannot be filtered with large new text fields because the data type of these fields is 'memo' which has limitation in F&O that user cannot do filtration on memo fields.
Escalation and discount	Opens the Escalation and Discount window. Within this window is the Update Empty End Date When Appending option. When adding escalation or discount manually on the billing schedule line, the option “Update empty end date when appending” set on the ASM parameter window will be followed, however it can also be changed here. The “Append escalation and discount lines” option is not shown here because a new escalation/discount is always appended in this case.

Action

Description

Custom fields

Opens dialog that shows all the custom fields for the header or line (depending on how the action was selected). The custom fields available are based on and in the order as set up on the Property Lease Management Parameters page.

For billing schedules, specify or edit the custom fields as needed. For sales orders, the custom fields are updated after they are created from billing schedules through the Invoice Creator. Values for the custom fields can be edited at any time for billing schedules or billing schedule lines that are not terminated or for open sales orders.

Note icon. Note: Only custom fields which are activated are available. See Deactivate Custom Fields. If the status of the header or line is Archived or Terminated, then custom fields which were used but then deactivated will appear.

Custom large text fields: New grid is added to the custom fields, which only displays the large text fields once the label is defined on the Parameters>Custom fields Property Lease Management Parameters Otherwise, no large text field is displayed on the grid.

Allow the large text fields to have a maximum of 2000 characters.

Allow the large text fields to be stored on the Billing Line Level. It will not flow over to the Sales Order.

All large text value should copy from one schedule to another schedule using copy schedule functionality.
By default, large text fields will not be visible in the inquiry form.

Limitation: In the schedule line inquiry form, the schedule lines cannot be filtered with large new text fields because the data type of these fields is 'memo' which has limitation in F&O that user cannot do filtration on memo fields.

Escalation and discount

Opens the Escalation and Discount window.

Within this window is the Update Empty End Date When Appending option.

When adding escalation or discount manually on the billing schedule line, the option “Update empty end date when appending” set on the ASM parameter window will be followed, however it can also be changed here.

The “Append escalation and discount lines” option is not shown here because a new escalation/discount is always appended in this case.

Line Details

The following field boxes are available:

Field	Description
General tab
Sales group	Displays the commission sales group to use for all invoices generated from the selected billing schedule line. The default value is from the header and can be changed as needed.
Commission group	Displays the commission customer group to use for all invoices generated from the selected billing schedule line. The default value is from the header and can be changed as needed.
Item sales tax group	Select the item sales tax group to use for the billing schedule line. When you create an invoice and sales order the item sales tax group that you select in this field will be used for the item sales tax group of related sales order lines.
Sales tax group	Only visible if you have turned on Sales tax in your ASM Parameters. Select the sales tax group to use for the billing schedule line. The default value for the sales tax group is based on the sales tax group you select on the billing schedule header. When you create an invoice and sales order the sales tax group that you select in this field will be used for the sales tax group of related sales order lines.
Billing class tab
Displays the billing class name and the billing cycle details for the selected billing schedule line. The default values are from the header and can be changed for the selected billing schedule line as needed. You can select a billing class (if it is currently not selected) or change it. While a billing class is not required, you can change the billing cycle details (such as calculation method and prior months or days) for the billing cycle. For a description of all available options, see Billing Class. These values can be changed at any time, even after invoices have been created. However, future billing periods will be affected by the changes.
Lease tab
General	Lease component: Select to enable using a lease on the billing line Yes: The lease accounts are visible. No: The lease accounts are not visible. Classification: Select the type of lease: Sales type lease Direct financing lease Operating lease Exempt lease: Select the exempt type for the item where the recognition exemption is applied. For example, if you have a low value asset or short-term lease or non-lease components. Payment option: Select the payment option. Advanced: Payment is received at the start of the lease period. Arrears: Payment is received at the end of the lease period. Note: This tab becomes read only after you create a modification journal.
Lease components: Visible if Lease component is turned on. The lease components area displays the accounts related to the lease. Different accounts are visible depending on: The accounting standard set in the parameters The classification of the lease If deferrals are enabled in the parameters setup
Lease components: ASC 842	For a Sales type lease, the following accounts are visible: Lease receivable account Unguaranteed residual value account Asset clearing account Interest income account Direct cost expense account Direct cost clearing account Revenue account Cost of sale account Rounding account Asset reclass clearing account Impairment loss account Interest income deferred account - visible if deferrals are enabled For a Direct financing lease, the following accounts are visible: Lease receivable account Unguaranteed residual value account Asset clearing account Interest income account Direct cost expense account Direct cost clearing account Rounding account Asset reclass clearing account Impairment loss account Deferred profit account - visible if deferrals are enabled Direct cost expense deferred account - visible if deferrals are enabled For an Operating type lease, the following accounts are visible: Direct cost expense account Direct cost clearing account Unamortized direct cost account Revenue account Rounding account Loss on termination account Tenant incentive account Deferred lease receivable account - visible if deferrals are enabled Lease income deferred account - visible if deferrals are enabled Direct cost expense deferred account - visible if deferrals are enabled
Lease components: IFRS 16	For a Sales type lease, the following accounts are visible: Lease receivable account Unguaranteed residual value account Asset clearing account Interest income - lease receivable account Interest income - unguaranteed residual value account Direct cost expense account Direct cost clearing account Revenue account Cost of sale account Rounding account Asset reclass clearing account Impairment loss account Gain on modification account Loss on modification account Unearned income - unguaranteed residual value account Interest income deferred account - visible if deferrals are enabled For a Direct financing lease, the following accounts are visible: Lease receivable account Unguaranteed residual value account Asset clearing account Interest income - lease receivable account Interest income - unguaranteed residual value account Direct cost clearing account Unearned income - unguaranteed residual value account Rounding account Gain on modification account Loss on modification account Asset reclass clearing account Impairment loss account Interest income deferred account - visible if deferrals are enabled Unearned income deferred – lease receivable account - visible if deferrals are enabled Unearned income deferred – unguaranteed residual value - visible if deferrals are enabled For an Operating type lease, the following accounts are visible: Revenue account Direct cost expense account Direct cost clearing account Unamortized direct cost account Revenue account Rounding account Loss on termination account Tenant incentive account Deferred lease receivable account - visible if deferrals are enabled Lease income deferred account - visible if deferrals are enabled Direct cost expense deferred account - visible if deferrals are enabled
Note: If you are viewing a lease item and make any changes on the Billing schedules window, the following warning appears: A lease has been modified, please process the lease modification. To process a lease modification, select the View billing detail on the Billing schedule lines tab. Then, select the lease accounting standard button - ASC 842/IFRS 16 - which opens the Lease Details form.
Financial tags tab
Financial tag name	Only visible if the invoice transaction type is Sales order. Select financial tags to use for the billing schedule line. For information about financial tags, see: Financial Tags
Financial tag value	Enter the financial tag value.

Billing Schedules

Using Invoice Adjustments

Manual Billing Schedule Number

All Billing Schedules

Fields

Actions

Billing Schedule

Header Fields

Header Actions

Billing Schedule Lines Fields

Billing Schedule Lines Actions

Line Details

See also