Invoice Run
The invoice run is the core concept of JustOn Billing & Invoice Management. It is the operation that creates invoices or credits based on your configured source data, which may include
- customer and contract data as stored in the subscription,
- product and price information stored in subscription items,
- usage data available via transactions (see Usage Data Billing),
- customer and product data as stored in an arbitrary object, if set up accordingly (see Billing Arbitrary Objects).
There are two ways to trigger an invoice run:
- Manually, or
- Using a scheduled job to have invoices created automatically on a regular basis.
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If the calculated period and the specified filters of a scheduled invoice run belong to an existing invoice run (irrespective of whether created manually or via the scheduled job), JustOn Billing & Invoice Management adds any new invoices to the existing invoice run instead of creating a new one.
Managing Invoice Runs
Scheduling Invoice Run
Invoice Run Types
The regular, subscription invoice run is always active. That is, JustOn creates draft invoices from all subscriptions within the scope.
To limit the scope of subscriptions that are subject to an invoice run, you use subscription filters.
Subscription filters are presented as radio buttons. If there is one subscription filter, it is always selected. If there are multiple subscription filters, users are prompted to select one of them for the invoice run.
If you need a filter for one specific use case, we recommend to create two, however – one that limits the set of subscriptions as required, and another one that returns all subscriptions. This allows for still choosing between all subscriptions and the filtered subset.
To define which objects and records to include when itemizing consumption data, you use transaction filters.
Transaction filters are presented as checkboxes. Users can select multiple (or no) transaction filters.
Executing an invoice run without selecting a transaction filter will skip the transactional invoice run.
To define which objects and records to include in the invoice run, you use generic invoice run filters.
Generic filters are presented as checkboxes. Users can select multiple (or no) generic filters.
Executing an invoice run without selecting a generic filter will skip the generic invoice run.
Repeating Invoice Run
If there have been deleted draft invoices from a recent invoice run, you can restore the invoices based on the corresponding subscriptions or accordingly configured objects using the View Remaining functionality.
When re-running the latest invoice run, you are prompted to individually select the subscriptions for which to restore invoices. Now this list may include subscriptions that have already been processed or that you would not expect for other reasons.
So what are the conditions that make JustOn consider subscriptions to be in the scope when re-running the invoice run?
The basic criteria are, of course, matching subscription and invoice run periods, as well as an applicable subscription filter.
Other conditions may include:
- The subscription is new – that is, it has been created between the original invoice run and its repetition.
- The subscription's association with the original invoice run has been removed (
Last Invoice Runhas been cleared). - The invoice run has not produced an invoice for the subscription because it could not create invoice line items.
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Be aware of the following specifics:
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You can repeat the latest invoice run for a given data set.
Assume, for example, you have multiple subscription filters or generic filters and execute individual invoice runs for selected filters. This means, you can always re-run the latest invoice run that has been executed for a given filter selection.
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Re-running the invoice run applies the initial configuration (start date, end date, invoice date, filters, etc.).
- When repeating an invoice run with subscriptions in its scope, you are prompted to individually select the subscriptions for which to restore invoices.