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Tired of the Invoice Pile? Think “Consolidated Billing Invoice”

Posted on September 10th, 2008 by Sanjit Anand ||Email This Post Email This Post

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The Consolidated Billing Invoice works in similar way that Statement Generation program works. The Consolidated Billing Invoice program lets you print a single, monthly invoice that includes all of your customer’s transactions for the period . This will you send one consolidated billing invoice instead of a separate invoice for each transaction. For each bill to site one Consolidated bill will be generated.

dgreybarrow-2Other Oracle Vanilla Features of Consolidated Billing Invoice are:

  • You can print a single, monthly bill that includes all of a customer’s transactions for the period. Consolidated Billing Invoice is normally generated at the Bill-To location level. A Consolidated Billing Invoice itemizes only Invoices, Credit memo and adjustment.
  • Consolidated Billing Invoice also have details for receipts in summarized form.
  • Customer qualified consolidated billing invoice are selected by the Cutoff date and payment terms.
  • Consolidated Billing Invoice does not includes aging.

These are bit different from Statement .

dgreybarrow-2Oracle Vanilla Features of Statements

  • These are normally generated at the customer level.
  • Customer uses this document for informational purpose.
  • Statement display itemize adjustment, credit memos, debit memo, invoices, chargeback’s, deposits, receipts and on-account credits.
  • Statement are subjected for aging
  • Customer are selected by statement Cycle

dgreybarrow-2Typical Business scenarios

questionIf you made several invoices in fortnight and want to send only one consolidate invoice to the client , is it possible to do a consolidate invoice even if I capture individual invoices?

Yes, You can do it with this assumption that you are using either the invoice interface or manual , but not using a combination of manual and imported invoices. Also, consolidated billing requires the use of a single bill-to site

In order to create consolidated invoices, you will need to enable them. You will probably want to setup a customer profile class, with the CONSOLIDATED BILLING INVOICE enabled. If the customer has multiple bill-to-sites, you can set up consolidated billing at the customer level (i.e., for each bill-to site).

In following section , you can find detailed discussion for enabling this feature in R11i.

dgreybarrow-2Types of industry using these features

Health care, Telecom, Utilities, Retails are heavy usage of consolidated Billing Feature.

dgreybarrow-2Quick Points on major vanilla Features

  1. All Transaction created before the cut-off date specified and that have not included on previously on a Consolidated Billing Invoice
  2. A beginning balance
  3. An Itemized list of new charges including invoice, CM and adjustment, in either summary or details format depending on the parameter chosen.
  4. Separated reporting on consumption tax.
  5. The total amount of any payment received since the previously CBI
  6. The total balance due for this customer or Bill-to site.
  7. Groups the invoices created in a billing cycle.
  8. You can manage high volume invoicing with this feature.
  9. You can also make this feature for imported invoice through auto invoice.

dgreybarrow-2Pre-requsite SetupSetup step for Consolidate Invoice Billing for enabling Oracle Vanilla “Consolidated Billing” Feature

By using Consolidated Billing related Invoice of customer can be grouped in a given billing cycle. Once you will do system, system generate and store a unique reference number on these invoices. To enable this functionality you need to perform these setups.

  • Define Proxima Payment Term
  • Set the “show Billing Number” system options
  • Assign Proxima Payment term to customer
  • Enable the Consolidated Billing Options on customer

1. Define Proxima Payment Term

You need to define payment term for the Consolidated Billing Invoice

Setup ->Transaction -> Pyament Terms

Payment Terms1

Normally Consolidated Billing Invoice requires the use of Proxima Payment terms.

Lets we have example name our payment term “HUB24”,when running Consolidated Billing Invoice, the program will use the cutoff Date selected in the submission parameter and the payments terms defined as:

Here we defined cutoff days =24

This is day of the month that determines when an invoice with proxima payment terms is due.

That’s means when you run the CBI on Aug 24, invoice dated/created before Aug 24 are due in the next billing period, invoice dated after 24th are due in the following period.

Payment Terms

If you are using OracleEBS 11i , Take a note::

  • Payment Terms without cutoff date cannot be used for consolidated billing.
  • You can create multiple payment terms can be defined with different cutoff dates
  • You cann’t use multiple due dates by spliting payment term.

2. Show Billing Number

system Options

Once you enable this system option, Billing Number field is displayed on the following places in AR.

(i)Transactions (ii)Transaction Overview (iii)Receipt Application and Mass Application window (iv)Customer Calls (v)Account Details

3. Qualifying Customer for Consolidated Billing Invoice

Here is how payment term is associated by a particular customer.

customer1

customer2

customer3

customer4

customer5

customer6

You can also setting up Customer Profile Class and tag customer, that will eliminate some sets to tagging payment term.

4. Invoice selection criteria & Bill creation

  • Invoice due date derived form the payment terms cutoff date
  • Due date on consolidation report determines

You need to run Consolidated Billing process. These seeded processes Oracle provides you :

  • Accept Consolidated Billing Invoices :If you are satisfied with the draft invoices, choose this option to accept them. When you do this,AR changes the status from Draft to Accepted. This option does not reprint the consolidated billing invoices
  • Print Draft Consolidated Billing Invoices:This lets you review your consolidated billing invoices for accuracy and completeness, then either accept or reject them. The printed copy of the draft appears exactly as it will appear when you choose to print new consolidated billing invoices; the only difference is that the draft invoice has a status of Draft rather than Accepted.
  • Print New Consolidated Billing Invoices :This generates and prints the consolidated billing invoices and changes the status to Accepted.
  • Reject Consolidated Billing Invoices : If you are not satisfied with the draft invoices, choose this option to reject them. AR changes the invoice print status from ‘Printed’ to ‘Pending.’ You can print these invoices again using either the Draft or New function.
  • Reprint Consolidated Billing Invoices : Choose this option to reprint draft or final (accepted) consolidated billing invoices.

You can Consolidation request can be printed by running (2) and (3) of above, the Only difference is

  • Draft Invoice -You can use review,can be modified
  • New Invoice –This cann’t be modified

req

requset run

consolidated Invoice Print

puzzleBusiness Case

If you have situation , you already run draft consolidated billing and got to know account department wants to add more bills in current cycle? Then how to do?

If this the case , what you have to do, in order to accommodate additional invoices in consolidated bill, perform these steps:

  • Reject a consolidated invoice by running Reject Consolidated Billing Invoices concurrent program and choose the proper consolidated invoice in the parameters.
  • Once this Concurrent Process is completed, run the Print Draft Consolidated Billing Invoices program again.This way all new invoices will now be in the consolidated invoice

dgreybarrow-2 ” what if ‘ if you are getting “NO DATA FOUND” after running these processes:

You need to do quick check of your setup , parameter , checklist are:

  1. Proxima Payment Term , have you specify a cut off day and a single due date.
  2. Is the customer for which you are making qualified for consolidate Invoicing is compliant or not. Check it out at what level you have attached.
  3. Have you opened the Business Purpose form for the usage of Bill To and assign the CBI Payment Term.
  4. What parameter you are passing , is the day specified within the Cut Off date must match the cut off day given to the Payment Terms. This is required so that Consolidated Billing Invoice can determine which terms codes will be selected (even if the terms code is provided as on of the run time parameters).
  5. If the Consolidated Billing Invoice Profile: Print Document – Format (Customer form) is defined to be ‘Summary’, the report Type must also be ‘Summary Consolidated Billing’; likewise, if Profile: Print Document – Format is defined to be ‘Detail’, the Type must also be ‘Detailed Consolidated Billing’.

Let me know, in case if you stuck or some information.

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Posted in Oracle Receivable | 3 Comments »Email This Post Email This Post |

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3 Responses
  1. Sathyanarayana Sarma Says:

    good article

  2. MM Rafay Says:

    Hi Sanjit,

    It was very good article. But question can I do like my client is based PA. He has multiple projects and each projects has several events for the same customer. Customer is on monthly billing. Each project generating invoice so, he would to have only one invoice for same customer for all multiple projects. He want to consolidate all projects with only invoice for the same customer. Any idea or suggestion I can follow to achieve this goal.
    -Here is may be make more sense-

    I am trying to get multiple Projects and Job Events from the same Client to show up on one invoice.

    Example:
    For Client ABC I have set up Project “A”. Under Project “A” I have Job Events 1,2, and 3.
    Also under Client ABC I have set up Project “B”. Under Project “B” I have Job Events 1,2, and 3.

    I want both Project “A”s Job Events and Project “B”s Job Events to print only one invoice.

    Right now I have to print Project “A”s Events. Then print Project “B”s Events on a separate invoice.

    Hope this makes sense. Thanks in advance.
    Thanks in advance.
    MM Ray

  3. Pulkit Says:

    Nice article

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