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Adjusting the Billing Amount with Manual Entries
An organization may want to adjust the billing amount through ad hoc entries. Billing enables you to do this operation at the billing schedule detail (BSD) level. When the BSD is approved, the amount is rolled up to the respective billing schedule record (BSR) and then to the billing header (BH). When invoicing is done, the BSR is invoiced with the fee amounts from the system-generated and manually inserted BSDs.
This feature is beneficial for:
- Organizations that use Conga services to bill, but not to invoice.
- The invoice users who want to do manual adjustments at the billing level.
This feature is not supported for evergreen and usage products.
Prerequisites
- The BSR for the corresponding BSD must be in a pending billing status.
- The price type is either One-Time or Recurring.
- Allow Adjustments in Billing setting is set to
Truein the Billing Settings.
When you initiate the process, Billing creates new BSDs with the required fee amount. The fee amount can be a positive or a negative value. After the approval of the BSDs, the total fee amount (from the system-generated and manually inserted) BSDs is rolled up to BSRs which can be invoiced. The billing header shows the total adjusted amount as a separate entry.
To learn more about how Billing works on the Conga Platform, study its architecture in Understanding the Billing Architecture on Conga Platform.
To adjust the billing amount
Bill a One-Time or a Recurring product. Call the Adjust Amount API to adjust the billing amount.
Contact your administrator to make this functionality available in your application so that upon clicking a button you can call the billing service API.
- Enter the BSR ID for which you want to perform this operation.
- Enter the Description and the Actual Fee Amount. The fee amount can be a positive or a negative value.
Billing creates BSDs under the BSRs with the required fee amount. The Category field is updated to Adjustment, and the Description field is updated with the supplied value. The amount from the BSDs rolls up to BSRs after they are approved.
Example
If you configure a recurring order line item with the following details and start billing, Billing creates one billing header, 12 billing schedule records, and 12 billing schedule details.
Order No. | Order Line No. | Product | Price Type | Billing Frequency | Start Date | End Date | Quantity | Per Unit price | Net Price | Selling Term |
|---|---|---|---|---|---|---|---|---|---|---|
| O-1 | 1 | Services | Recurring | Monthly |
|
| 1 | USD 1200.00 | USD 1200.00 | 1.000 |
The billing header uses the information from the order line item and contains the following data. The Billing header shows the total adjusted amount (subject to the approval of the BSDs).
Billing Header ID | Order Ref. No. | Order Line No. | Product | Price Type | Billing Frequency | Total Adjusted Amount | Billing Rule | Start Date | End Date | Quantity | Net Unit Price | Selling Term | Bill To | Pricing Source | Billing Preference |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| BH-1 | O-1 | 1 | Services | Recurring | Monthly | USD 75.00 | Bill In Advance |
|
| 1 | USD 1200.00 | 1.000 | ABC Corporation | Order Line Item | Billing Preference |
Billing schedule records are generated:
Billing Schedule Record No | Billing Header ID | Period Start Date | Period End Date | Actual Fee Amount | Ready for Invoice Date | Status |
|---|---|---|---|---|---|---|
| BSR-1 | BH-1 |
|
| USD 100.00 |
| Pending Billing |
| BSR-2 | BH-1 |
|
| USD 100.00 |
| Pending Billing |
| .... | .... | .... | .... | .... | .... | .... |
| BSR-11 | BH-1 |
|
| USD 100.00 |
| Pending Billing |
| BSR-12 | BH-1 |
|
| USD 100.00 |
| Pending Billing |
Billing schedule details are generated. Consider that the BSDs are approved so that the fee amount will roll up to BSRs and BH.
Billing Schedule Detail No | Billing Schedule Record No | Record Type | Period Start Date | Period End Date | Category | Actual Fee Amount | Status |
|---|---|---|---|---|---|---|---|
| BSD-1 | BSR-1 | Regular |
|
| Fee | USD 100.00 | Approved |
| BSD-2 | BSR-2 | Regular |
|
| Fee | USD 100.00 | Approved |
| .... | ..... | .... | .... | .... | .... | .... | .... |
| BSD-11 | BSR-3 | Regular |
|
| Fee | USD 100.00 | Approved |
| BSD-12 | BSR-4 | Regular |
|
| Fee | USD 100.00 | Approved |
Suppose you want to add some manual entries to adjust the amounts of BSR-2 and BSR-11 by supplying the following details:
| BSR ID | Adjustment Amount | Description |
|---|---|---|
| BSR-2 | USD 20.00 | Additional service charge-1 |
| USD 30.00 | Additional service charge-2 | |
| BSD-11 | USD -25.00 | Additional service charge-3 |
| USD 50.00 | Miscellaneous |
Once you initiate the process, two new BSDs are created under BSR-2 and BSR-11 each. The new BSDs have the category marked as "Adjustment".
BSR ID | BSR Fee Amount | BSD ID | Period Start Date | Period End Date | Category | Description | Actual Fee Amount | BSD Status |
|---|---|---|---|---|---|---|---|---|
| BSR-2 | USD 150.00 | BSD-2 |
|
| Fee | Null | USD 100.00 | Approved |
| BSD-2.1 |
|
| Adjustment | Additional service charge-1 | USD 20.00 | Approved | ||
| BSD-2.2 |
|
| Adjustment | Additional service charge-2 | USD 30.00 | Approved | ||
| BSR-11 | USD 125.00 | BSD-11 |
|
| Fee | Null | USD 100.00 | Approved |
| BSD-11.1 |
|
| Adjustment | Additional service charge-3 | USD -25.00 | Approved | ||
| BSD-11.2 |
|
| Adjustment | Miscellaneous | USD 50.00 | Approved |
The entries are added to the intended BSRs.