Use Case: Validation on Period Start Date and Period End Date

Business Context

In Conga Billing, validating Period Start and End Dates is crucial for accurate and compliant billing. This process automates correct period calculations and prevents manual discrepancies.

Overview

This use case explains how Conga Billing validates Period Start Date and Period End Date on the Define invoice date and amount page while creating a billing plan.

Scenario

While configuring a billing plan for an order line, a sales representative left the Billing Start Date and Billing End Date fields blank on the Define Billing Plan page and continued to the next page. To maintain accuracy, the Billing application must validate these fields and auto‑populate the Start Date of the first installment and the End Date of the last installment using the dates defined in the selected line items.

To validate the Period Start Date and Period End Date

Go to your quote page, go to the Billing Plan related list, and click New Billing Plan.
The Select Line Item(s) page is displayed.

Select the following products for which the billing plan must be created.


Line Item	Start Date	End Date
LI-001	1-Mar-22	30-Nov-22
LI-002	15-May-22	30-Nov-22

Click Next.
The Define Billing Plan page is displayed.
From the Plan Type drop-down, select Fixed.
Leave the Billing Start Date and Billing End Date fields blank, and click Next.

Note: If you do not select the dates, Billing will auto-calculate the Start Date and End Date from the selected line items.

On the Number of Installments field, enter 3. The Define invoice date and amount page is displayed.


Plan Item Name	Period Start Date	Period End Date
Installment 1	1-Mar-22
Installment 2
Installment 3	Note: When the page is loaded, this field is blank.	30-Nov-22

Note:

Conga Billing populates Period Start Date and Period End Date by default, based on the following logic:

Period Start Date of the first instalment = MIN (Billing Start Date of all lines on the billing plan). You can overwrite it with a different date, but it must be greater the default date and less than the Period End Date.
Period End Date of the last instalment = MAX (Billing End Date of all lines on the billing plan). You can overwrite it with a different date, but it must be less than the default date and greater than the Period Start Date.

Overwrite the dates based on the following guidance.


Plan Item Name	Period Start Date	Period End Date
Installment 1	15-Apr-22 Note: It is defaulted as 1-Mar-22. You can overwrite with a date >= 1-Mar-22 but it must be <= Period End Date (30-Nov-22).
Installment 2
Installment 3		30-Oct-22 Note: It is defaulted as 30-Nov-22. You can overwrite with a date >= Period Start Date (1-Mar-22) but it must be <= 30-Nov-22.

When you define the Period Start Date and Period End Date for installments, Conga Billing checks whether the dates are within the valid service period. If a selected date exceeds this range, the system alerts you by displaying an error message.

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Use Case: Validation on Period Start Date and Period End Date

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