Billing the One Time Legacy Assets
For the legacy “One Time” asset line items (ALI), Conga Billing assumes two possibilities:
- The ALI must have been invoiced in the legacy system and hence nothing remains to be billed in Conga Billing.or
- It is not been billed in the legacy system hence Conga Billing bills it for its full amount.
Prerequisites
- The custom setting Creation of legacy BS record is set to a Single Record value.
- The object and fields required to support legacy billing for legacy asset line items are configured. For more information, see Understanding Billing Schedules and Use Case 3.
- The following minimum criteria are met:
- The Is Legacy for Billing checkbox is set to True.
- The Price Type is set to One Time.
- The Billing Frequency is set to One Time.
- The First Billing Date is "not blank" and is greater than the ALI start date.
- 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 is defined as per the guidelines given for “One Time” products which imply that the Price Type, Selling Frequency, Pricing Frequency, and Billing Frequency do not be in conflict.
- As per the definition, the ALI should’ve been either invoiced for the full amount in the legacy system or not billed at all. Partial invoicing is not supported by Conga Billing for one-time products.
- The ALI is not renewed.
To bill one-time legacy asset
Example
-
Asset already billed in the legacy system:Suppose you are a billing administrator of a company selling computer hardware and you have already invoiced the customer in the legacy system. The legacy in Conga should have details as mentioned below. The remaining billable amount should be 0.00 for this ALI.
Original Start Date
Start Date
End Date
Selling Frequency
Billing Frequency
Quantity
TCV
First Billing Date
7/20/2021
7/20/2021
7/19/2024
One Time
One Time
1
$5400
11/20/2022
Since the asset is already billed in the legacy system, Conga Billing creates one billing schedule with the Type as Informational and assigns the Status as Invoiced:
Billing Schedule ID
Period Start Date
Period End Date
Fee Amount
Type
Status
Legacy BS record?
BS-001
7/20/2021
7/19/2024
$5,400.00
Informational
Invoiced
TRUE
-
Asset not billed in the legacy system: Suppose you are a billing administrator of a company selling computer hardware and you have not invoiced the customer in the legacy system. The legacy in Conga should have details as mentioned below. The “Remaining Billable Amount” should be equivalent to the ALI’s TCV (since it has not been invoiced yet).
Original Start Date
Start Date
End Date
First Billing Date
Selling Frequency
Billing Frequency
Quantity
TCV
Remaining Billable amount
9/20/2022
9/20/2022
7/19/2024
11/20/2022
One Time
One Time
1
$5400
$5400
Since the asset is not billed in the legacy system, Conga Billing creates one billing schedule with the Type as Contracted and assigns the Status as Pending Billing:
Billing Schedule ID
Period Start Date
Period End Date
Fee Amount
Type
Status
Legacy BS record?
BS-001
11/20/2022
7/19/2024
$5,400.00
Contracted
Pending Billing
By generating the schedules in either of the above methods, Conga Billing creates the billing schedules in accordance with the definition of the product.
