Billing

A released order supplies the accepted net amounts and their product, tax and revenue-category context. Schedule lines retain the real order-line allocation they bill, including bundle hierarchy and service periods.

An upfront term sale still bills its accepted term amount. Recurring prices normalize independently of whether invoices issue monthly, quarterly, annually, in advance or in arrears. Partial periods use the agreed proration basis and reconcile rounding to the accepted total.

Milestone percentages and amounts must cover their intended net obligation without overlap. Shipment and customer acceptance have different evidence. The configured trigger specifies full completion or proportional quantity, and repeated fulfillment events cannot release the same amount again.

Billing Specialist compares draft schedules with the executed commercial terms, allocated order value and service boundaries before activation. A date correction must remain within the authorized billing plan. A changed price, milestone amount or commercial scope requires the appropriate amendment and review rather than an unrestricted schedule edit.

Only an Active parent schedule can supply eligible billing lines. Draft, Suspended, Cancelled and Completed schedules do not issue invoices because a child line still happens to have a past date. Suspension preserves the plan while stopping new issuance.

The billing run selects due, eligible and unclaimed obligations and creates the corresponding invoice lines. Claims prevent a repeated run from consuming the same schedule amount twice. Invoices group due lines within one schedule and run date. Each retains its order, contract where applicable, purchase-order number, billing contact, payment terms and source allocation.

Configured tax treatment uses the taxable net amounts, effective evidence and applicable exemption. Milestones allocate net amounts; invoice tax is calculated separately once. If accounting owns the calculation, its finalized tax and total must be reconciled locally before local issue, buyer sending or cash application. Missing tax evidence remains unresolved until corrected.

Local issuance and remote posting have separate outcomes. Event deliveries records the accounting request, acknowledgment or uncertainty. A lost response requires reconciliation before another potentially duplicating post. Local posting retains its own time. The external reference and accounting acknowledgment identify actual destination acceptance. Buyer sending follows the configured acknowledgment policy with final reconciled tax and totals.

Payments record the account, amount, date, ACH, wire, card or check method, and bank or processor identity. Billing Specialist can match a receipt to one or more compatible open invoices, with payment applications recording each settlement.

Application checks the same account, remaining payment funds and current invoice balance together. Concurrent matches cannot spend the same receipt twice or overpay an invoice. An unapplied remainder stays visible for investigation rather than being silently attached to another customer.

A returned payment reverses its effective applications through linked financial adjustments and reopens the appropriate debt. Historical receipts and applications remain available. Returns, refunds and disputed corrections require independent Executive Approver approval; cash effects also require confirmed bank or processor evidence.

Billing Specialist requests a credit with its reason and invoice-line allocation. The cap is the remaining uncredited eligible value, including the applicable tax correction, so a fully paid invoice can still be corrected. Repeated credits cannot consume the same line value again.

The explicit within-limit policy permits Billing Specialist to approve their own eligible credit request, with that authority and decision recorded. Above that authority, Executive Approver decides the submitted request. Rejections remain visible. Only unissued draft invoices can be voided directly. Issued records require linked corrections that preserve their historical amounts.

An effective credit first settles the source invoice’s open balance. Any surplus becomes account credit while the original cash applications remain intact. Account credit applications can apply the remaining credit to compatible invoices for that account or consume it through a confirmed refund. Pending refunds reserve their funding through uncertainty. A credit-funded refund consumes account credit, without reducing the original payment again. Invoice balances remain nonnegative.

Open Invoices, Overdue Invoices and Unapplied Payments support daily collection work. Credit Memos Awaiting Approval shows outstanding credit decisions. Billing Specialist can place or release an account credit hold with a reason; Deal Desk rechecks it before order release.

Credit exposure includes valid receivables and committed uninvoiced order obligations, without counting the same value again when invoiced. Invoice Aging and Days Sales Outstanding use effective settlement history, while Billing Backlog identifies accepted value that still needs an active billing plan.