Billing the Evergreen Assets
Evergreen subscriptions do not end automatically. Like normal evergreen assets, subscriptions for legacy evergreen assets are persistent unless explicitly canceled.
The Auto-Renewal and Evergreen Billing functionality operates the same as normal evergreen assets. For more information refer to Billing for Evergreen Assets.
Prerequisites
- The object and fields required to support legacy billing for legacy asset line items are configured. For more information, see Understanding Billing Schedules and Asset Termination_1.
- The following minimum criteria are met:
- The Is Legacy for Billing checkbox is set to
True. - The Price Type is not
Usages. -
Billing Frequency is not
One Time.
- The Is Legacy for Billing checkbox is set to
- The Original Start Date, Start Date, End Date, Remaining Billable Amount, TCV, Selling Term, and CPQ Pricing fields (Base Unit Price and Net Price) are captured accurately on the asset line record.
- The asset line item is billed recurrently in the legacy system. This implies that the asset has been billed consistently in the legacy period where the remaining billable amount is in accordance with the formula: remaining billable amount= (net unit price * quantity * billing term).
- If the billing is not done in a recurring fashion, Conga Billing will create a catchup amount and a corresponding redundant billing schedule.
To bill evergreen legacy assets
To bill evergreen legacy assets, follow the following steps:
Example
Suppose you are a billing administrator of a company selling computer hardware with a Total Contract Value (TCV) of $5400 for 36 billing terms. You have already invoiced the customer for $2400 over a 16-months billing period and the remaining billable amount is $3000, to be billed over 20 months. The legacy contract was started in 2018 but the last known major price or config happened on 7/20/21. So the asset's start date is 7/20/21. The first billing date is 11/20/0222.
Conga Billing creates billing schedule BS-001 with the amount already invoiced in the legacy system and the type set to Informational. Conga Billing sets subsequent normal billing schedules for 20 months, with the type set to Contracted. Suppose you have invoiced 16 billing schedules. You have set the Auto-Renewal Term to 6. Clicking the Refresh Evergreen Billing on the asset detail page, creates two more billing schedules (BS-022 and BS-023) having a pending billing status.
|
Billing Schedule ID |
Period Start Date |
Period End Date |
Fee Amount |
Ready for Invoice Date |
Type |
Status |
Legacy record? |
|---|---|---|---|---|---|---|---|
|
BS-001 |
7/20/2021 |
11/19/2022 |
$2,400.00 |
7/20/2021 |
Informational |
Invoiced |
TRUE |
|
BS-002 |
11/20/2022 |
12/19/2022 |
$150.00 |
11/20/2022 |
Contracted |
Invoiced |
|
|
BS-003 |
12/20/2022 |
1/19/2023 |
$150.00 |
12/20/2022 |
Contracted |
Invoiced |
|
|
BS-004 |
1/20/2023 |
2/19/2023 |
$150.00 |
1/20/2023 |
Contracted |
Invoiced |
|
|
BS-005 |
2/20/2023 |
3/19/2023 |
$150.00 |
2/20/2023 |
Contracted |
Invoiced |
|
|
BS-006 |
3/20/2023 |
4/19/2023 |
$150.00 |
3/20/2023 |
Contracted |
Invoiced |
|
|
BS-007 |
4/20/2023 |
5/19/2023 |
$150.00 |
4/20/2023 |
Contracted |
Invoiced |
|
|
BS-008 |
5/20/2023 |
6/19/2023 |
$150.00 |
5/20/2023 |
Contracted |
Invoiced |
|
|
BS-009 |
6/20/2023 |
7/19/2023 |
$150.00 |
6/20/2023 |
Contracted |
Invoiced |
|
|
BS-010 |
7/20/2023 |
8/19/2023 |
$150.00 |
7/20/2023 |
Contracted |
Invoiced |
|
|
BS-011 |
8/20/2023 |
9/19/2023 |
$150.00 |
8/20/2023 |
Contracted |
Invoiced |
|
|
BS-012 |
9/20/2023 |
10/19/2023 |
$150.00 |
9/20/2023 |
Contracted |
Invoiced |
|
|
BS-013 |
10/20/2023 |
11/19/2023 |
$150.00 |
10/20/2023 |
Contracted |
Invoiced |
|
|
BS-014 |
11/20/2023 |
12/19/2023 |
$150.00 |
11/20/2023 |
Contracted |
Invoiced |
|
|
BS-015 |
12/20/2023 |
1/19/2024 |
$150.00 |
12/20/2023 |
Contracted |
Invoiced |
|
|
BS-016 |
1/20/2024 |
2/19/2024 |
$150.00 |
1/20/2024 |
Contracted |
Invoiced |
|
|
BS-017 |
2/20/2024 |
3/19/2024 |
$150.00 |
2/20/2024 |
Contracted |
Invoiced |
|
|
BS-018 |
3/20/2024 |
4/19/2024 |
$150.00 |
3/20/2024 |
Contracted |
Pending Billing |
|
|
BS-019 |
4/20/2024 |
5/19/2024 |
$150.00 |
4/20/2024 |
Contracted |
Pending Billing |
|
|
BS-020 |
5/20/2024 |
6/19/2024 |
$150.00 |
5/20/2024 |
Contracted |
Pending Billing |
|
|
BS-021 |
6/20/2024 |
7/19/2024 |
$150.00 |
6/20/2024 |
Contracted |
Pending Billing |
|
|
BS-022 |
7/20/2024 |
8/19/2024 |
$150.00 |
6/20/2024 |
Contracted |
Pending Billing |
|
|
BS-023 |
8/20/2024 |
9/19/2024 |
$150.00 |
6/20/2024 |
Contracted |
Pending Billing |
Since Auto Renewal Term is set to 6 and you have four billing schedules with a Pending Billing status, clicking Refresh Evergreen Billing creates two new billing schedules with a Pending Billing status.
