Balance Forward Billing Setup and Usage Guide

Balance Forward Billing Overview------------------------------------------------------1

Balance Forward Billing Setups---------------------------------------------------------1
Define BFB Cycle--------------------------------------------------------------- 1
Define BFB Payment Terms----------------------------------------------------2
Define Customer Profile Class--------------------------------------------------2
Assign Profile Class to Customer-----------------------------------------------3
Balance Forward Bill Consolidation-----------------------------------------------------4
Use of Balance Forward Bill Number----------------------------------------------------4
Balance Forward Billing Email Delivery--------------------------------------------------4
ESS Jobs for the Balance Forward Billing---------------------------------------4
Setup for Email Delivery of Balance Forward Bills------------------------------4
Setup of Receivables System Options----------------------------------5
Setup of Customer Account and Site Profiles--------------------------5
Setup of Customer Account and site Contacts-------------------------6
How Transactions for Balance Forward Billing are selected-----------------------------7
Balance Forward Billing Overview
Balance forward billing is used to consolidate the open transactions belonging to a customer
account or customer site into a single bill that you send on a regular basis, instead of sending a separate
invoice for each individual transaction.

A balance forward bill contains:

 Beginning balance or the balance carried over from the last billing period.
 Itemized list of current charges and activities (such as invoices, credit memos, debit memos,
adjustments) in either summary or detail format.
 Payment received during the last billing period.
 Current total outstanding balance.

Balance Forward Billing Setups

 Define a balance forward billing cycle.
 Define balance forward billing payment terms.
 Set up the customer profile class for balance forward billing.
 Assign the profile class to the Business World customer account.

Define BFB Cycle

The balance forward billing cycle determines the dates in the year to generate balance forward
bills, and the transactions that are included in balance forward bills.
When you run the Create Balance Forward Bill program, you must select a billing cycle. You can
also select specific customers, customer sites, and payment terms. A run of the Create Balance Forward
Bill program includes all transactions not included on a previous balance forward bill that are assigned
the payment terms with the selected billing cycle, or a subset of these payment terms as determined by
the other program parameters.

1. Go to Setup and Maintenance

2. Select Financials >> Search for Manage Balance Forward Billing Cycles task
3. Click on ‘+’ icon in order to create a New billing cycle

3.1) select the frequency based on the requirement (Available Frequency: - Daily, Weekly,
Monthly)
3.2) select the Repeat value and Day of Month, The Transactions will be picked based on this
setup (User set this value in order to show when user can run the BFB)
Define BFB Payment Terms
 Go to Setup and Maintenance
 Select Financials >> Search for Manage Receivables Payment Terms Task
 Enter the details as per user requirement

Define Customer Profile Class

 Go to Setup and Maintenance
 Select Financials >> Search for Manage Receivables Customer Profile Classes Task
 Complete the general required fields for the profile class
 Make sure to enter the below values in order to use the customer for Balance Forward
Billing
 Field Value
Balance Forward Billing Enable Enable this option.
Bill Level Select Based on Business Requirement
Bill Type Select Based on Business Requirement
Payment Terms The balance forward billing payment terms you defined in
the previous step.
Override terms Enable this option.

Assign the Profile Class to Customer

 Open the Customer which needs to be enabled for BFB
 Click the Profile tab.
 Open the Insert Account Profile page and add the profile you defined in the previous step.
 Make sure that balance forward billing is enabled at the site profile level for all sites belonging to
the customer account that you want to include in balance forward billing.
Balance Forward Bill Consolidation
You can generate bills consolidated at either the customer account or site level:

 Account-level balance forward billing lets you generate one bill for each business unit of the
customer account, addressed to the primary bill-to site of the account.
 Site-level balance forward billing lets you generate a balance forward bill for each bill-to site of a
customer account that has multiple bill-to sites.
 You can exclude a site from a balance forward bill by disabling balance forward billing on the
customer profile of the site.

Use of Balance Forward Bill Number

When you print a draft or final balance forward bill, the program generates a unique balance
forward bill number and assigns this number to each transaction on the bill. You can use the balance
forward bill number to:

 Query transactions that are included in a balance forward bill

 Accept a final balance forward bill
 Optionally reprint a draft or final balance forward bill
 Apply payment against the transactions in a balance forward bill

Billing Date Generation

Billing date will be generated when user is completing the Transaction based on the Billing
Cycle of the Customer.

Balance Forward Billing Email Delivery

Deliver balance forward bills by email as PDF attachments to your customer account or site level
contacts. You can email balance forward bills directly to your customers, in addition to the existing
capability of printing bills

ESS Jobs for the Balance Forward Billing

Once you enable and set up Email Delivery of Balance Forward Bills, the following scheduled
processes are available for generating balance forward bills:

Create Balance Forward Bills: Generate balance forward bills as PDFs and send them by email.
Deliver Balance Forward Bills: Deliver previously delivered balance forward bills using the designated
delivery method (Paper or Email).
Print Summary Balance Forward Bills and Print Detailed Balance Forward Bills: Continue to deliver
previously delivered balance forward bills using the delivery method Paper.

The Create Balance Forward Bills process contains the additional parameter Draft Email ID. When you
create balance forward bills in Draft mode (Print Option parameter = Print draft balance forward bills),
you can use this parameter to send the draft bill to the email address of your choice for testing and
review.
Setup for Email Delivery of Balance Forward Bills
Below are the setups needs to complete in order to implement the Email delivery of Balance
Forward Bills.
 Setup Transaction Delivery in Receivables System Options
 Setup Customer Account and Site level Profiles
 Setup Customer Account and Site level Contacts

Setup of Receivables System Options:-

 Navigate to Setup and Maintenance
 Go to Financials
 Search for “Manage Receivables System Options Task”
 Search for the Business Unit which you wish to configure the Email Delivery
 Go to Billing and Revenue Tab
 Provide all the Necessary information in the Transaction Delivery Using E-Mail section

Setup of Customer Account and Site Profiles:-

 Navigate to Receivables
 Go to Billing >> Manage Customers
 Navigate to the Edit Account or Edit Site page for the customer account or site
 Click the Profile History tab
 Update or Insert a profile for the customer account or site
 In the Balance Forward Billing section of the Profile tab, complete these fields:
o Enable: Enable this option to activate balance forward billing.
o Bill Level: Select the level at which to generate balance forward bills: Account or Site.
o Bill Type: Select the format to use for balance forward bills.
 In the Terms section, select in the Payment Terms field the balance forward billing payment
terms to use for this account or site
 In the Invoicing section, select E-Mail in the Preferred Delivery Method field
Note: Make sure the Bill Level is same in both Account and Site level (Should have active Profiles at
Account and Site level)
Setup of Customer Account and Site Contacts:-
You must set up at least one customer contact for each account or site that receives balance
forward bills by email.

To receive balance forward bills by email, a customer contact must have all of these settings:
Role Type assignment of Contact
Active email address
Responsibility type assignment of any responsibility other than Collections or Dunning

To set up a contact for a customer account or site for email delivery of balance forward bills:
 Navigate to Receivables
 Go to Billing >> Manage Customers
 Navigate to the Edit Account or Edit Site page for the customer account or site
 Click the Communication tab >> Click the Edit Contacts button
 Enter the name of the contact and related job information, according to your requirements,
Select Role type as Contact
 In the Contact Point Type field, select E-Mail and provide the Email address
 In the Responsibilities section, Select the Responsibility for the contact
 For Email delivery of Balance Forward Bills you can select the responsibility type other than
Collections or Dunning
If the Balance forward bill delivery is set to Site level then define the Contact at Customer Account Site
level. If you designate a customer contact as Primary, balance forward bills are still sent by email to all
contacts assigned to the applicable customer account or site.

How Transactions for Balance Forward Billing Are Selected

The Create Balance Forward Bill program selects transactions for inclusion on a balance forward
bill using this sequence:

Determine the payment terms:

o Use the balance forward billing payment terms selected, if applicable
o If no payment terms were selected, use all balance forward billing payment terms that
match the selected billing cycle

Determine the customers:

o Use the customer or customers selected, if applicable
o If no customers were selected, select all applicable customers. This includes:
 Customers that have balance forward billing enabled
 Customers that have the selected payment terms at the account or site level
 Customers with a scheduled billing date that is earlier than or equal to the
submission date
o The Create Balance Forward Bill program doesn't select transactions from customers
who are related either by customer or account relationships

Select transactions of the specified customers:

o Include all transactions that have the selected payment terms
o Include all transactions that were not included on a previous balance forward bill
o Exclude all transactions that have the Print Option set to Do Not Print
o Exclude all transactions with a bill type of Imported

Validate transactions:
o Verify the balance forward payment terms on the transaction
o Verify that the transaction billing date is equal to or earlier than the balance forward bill
billing date