Billing Schedule Workflow

General Workflow

To use billing schedules, follow this general workflow: 

1. On the SBS ARCB Billing Schedule Card page, follow the steps for adding a billing schedule.
2. From the SBS ARCB Billing Schedule Order/Invoice Creator, create the sales documents.

From a Sales Order or Invoice

A billing schedule can be created from a sales order or sales invoice for service items or resources.

Tip: If needed, you can start from a sales quote. For more information, see Make Sales Quotes .

1. Follow the instructions in the Microsoft Dynamics 365 Business Central documentation to create a transaction.
2. Select Manage > New Line.
3. To add a service item, set Type to Item, select the item number, and select SBS Options> Item Defaults. in the dialog that appears, do the following: 
   1. Turn on Recurring Item.
   2. Ensure that Interval and Number of Periods have non-zero values.
   3. If needed specify the Period to Delay (in Months).
   4. Edit any of the other settings as needed and select Close.



If the transaction contains inventory items, the invoices for the inventory items must be created and the items shipped before the billing schedule for the service items can be created.

4. To add a resource, set Type to Resource, and select SBS Options> Item Defaults. In the dialog that appears. do the following: 
   1. Turn on Recurring Item.
   2. Specify the values for Number of Period, Frequency, and Interval.
      The Item Type Option option is set to Include 1st Billing Period and cannot be changed.
   3. Edit any of the other settings as needed and select Close.
5. Back on the sales order, for the line specify the Billing Start Date and Billing End Date.
6. Select Actions > SB Functions > Create Billing Schedule.
   1. If the billing schedule does not already exist, select the billing schedule group for the new billing schedule. When the SBS ARCB Billing Schedule Card opens, complete and edit the additional fields for the billing schedule as needed.

   After you add the items and close the SBS ARCB Billing Schedule Card, the Billing Schedule Number box in the header is updated with the billing schedule number.

7. If the billing schedule already exists, the items or resources are added to the existing billing schedule. You can edit the new lines as needed.

Sales lines that have been added to a billing schedule are updated to indicate that the invoices have been created and the items are shipped (i.e., Quantity Invoiced and Quantity Shipped are updated and Quantity to Invoice and Quantity to Ship are updated with empty values).

Notes: Review the following notes for service items:

• To be able to create a billing schedule for a sales invoice that has both inventory and service items, the invoices for the inventory items must be created and the items shipped before the billing schedule can be created.
• Changes to the sales line item can be made any time before the first invoice for the corresponding billing schedule line is created.
• If the Recurring Item check box for an item is changed from selected to cleared, the following occurs:
  • The sales line is updated to indicate that the invoice has not been created nor has the item been shipped (i.e., Quantity to Invoice and Quantity to Ship are updated and Quantity Invoiced and Quantity Shipped are updated to empty values).
  • The corresponding billing schedule line must be manually deleted if the invoice for the line has already been created.