Creating Charges for Balances

You can create Charges for Balances to create single, one-off line items for Balance billing. Charges for Balances are:

• Created for either debit or credit amounts.
• Linked to a Product for accounting purposes.
• Optionally linked to a Contract.
• Given a specific date for billing.
  • When a bill job has run for the specified Charge bill date, a Charge appears as a Balance fee line item on the Bill.
• Assigned a service period.
• Available in any currency defined for your Organization.

When you set up a Charge for a Balance, a separate Bill is created for the specified Charge billing date for the Account the Balance belongs to. If other billing charge types are due on the Account on that date, the Balance charge can be consolidated with those other charge types in a single Bill, and you’ll have to set up consolidated billing if you don’t want separate Balance Charge billing. See Running and Viewing Bills for Balance Charges for details.

This topic explains how to create and manage Charges for Balances:

• Creating Balance Charges
• Viewing Balance Charge Details
• Editing and Deleting Balance Charges

Notes:

• Charge Schedules! You can set up a Charge Schedule for a Balance on an Account. This allows you to generate multiple Charges against a Balance at regular daily, weekly, monthly, or yearly intervals over a specified time period. See Setting Up Charge Schedules for Balances for more details.
• Running and Viewing Bills for Balance Charges? You can run billing for an Account that has a Balance with a Charge on it and check the billed amount and date. See Running and Viewing Bills for Balance Charges for more details.

Creating Balance Charges

You can create a one-off Charge for a Balance from the Balance details page.

To create a Balance Charge:

1. Select Accounts. The Accounts page opens.
2. In the Accounts listing, search for and select the Name text of the Account with the Balance you want to create a Charge for. The Account details page opens with the Overview tab selected.
3. Select the Balances tab.
4. Select the Name hotlink text of the Balance you want to create a Charge for. The Balance details page opens.
5. Scroll down to the Balance charges panel and select Create balance charge. The Create page opens.
6. Complete Balance charge details:

• Name. (Required)
• Code. (Required)
• Currency. Use the drop-down list to select the currency you want to use for the Charge. (Required)
• Amount. Enter the Charge amount. (Required if Units/Unit price not provided)
• Units and Unit price. Enter if you haven’t entered an Amount. At billing, the Charge amount will be calculated as the number of Units multiplied by the Unit price. (Required if Amount not provided)
  • Note that you cannot provide both an Amount and Units/Unit price.
• Service period start date (inclusive) and Service period end date (exclusive). Use the calendar pop-ups to define a service period for the Charge. (Required)
• Bill date. Enter the date the Charge will be billed against the Balance. (Optional)
  • You can omit a specific date for billing the Charge in cases where you want to create the Charge against the Balance but the exact date it will be billed is not yet determined.

7. Enter optional Balance charge settings:

• Accounting product. For accounting purposes, select a Product to link the Charge Balance fee line item on the Bill to. (Optional)
  • Note that if you omit an Accounting product for a Balance Charge, the Fees accounting product defined for the Balance is used.
• Contract. Use this if you want to add the Balance Charge to a Contract on the Account. For more details on Contracts, see Creating Contracts for Accounts. (Optional)
• Description. Enter a custom description that will appear for the bill line item for the Charge. (Optional)
  • Note that if you leave this blank, a default description will be used: Balance fee charge.
• Notes. Use this to enter any notes for the Balance Charge. These will not appear on any Bills, but can be referred to for audit purposes. (Optional)

In this example a Charge will be created against the Balance for a connection service fee of $75:

• A service period of one day - April 15th - is defined to allow for connection testing for a new service setup.
• The Charge will be billed the same day - April 15th.

8. Select Create balance charge. You are returned to the Balance details page and the Charge is listed on the Balance charges panel:

Note that:

• You can read-off the Source of a Balance Charge:
  • User - when an Organization User has created the Charge and as shown in the above example.
  • When the Charge results from a Charge Schedule, then the Source will be identified as: <Schedule Name> (Scheduler), such as Charges listed in the following example:

• When the Bill for a Balance Charge has been generated, this will be shown in the Bill column and you can open the Bill directly:

Viewing Balance Charge Details

When you’ve created Charges for an Account Balance, you can open to review Balance Charge details in two ways:

• From the Account’s Balances tab.
• From the Account’s Charges tab.

To view Balance Charge details:

1. Select Accounts. The Accounts page opens.
2. Select the Name text hotlink of the Account that the Balance belongs to. The Account details page opens.
3. Select the Balances tab.
4. Select the Name text hotlink of the Balance. The Balance details page opens.
5. Scroll down the Balance details page and on the Balance charges panel, select the Name text hotlink of the Charge you want to review. The Balance charge details page opens:

You can review and check the details for the Balance Charge:

• Read-off the Service period and Bill date.
• If a Bill for the Charge has been generated, use a text hotlink to open the Bill.
• Use a text hotlink to open the Balance the Charge is for.
• Use a text hotlink to open the Accounting product for the Charge.
• Copy the ID of the Charge directly to your clipboard.

6. Alternatively, on the Account details page, select the Charges tab. Both ad-hoc Charges created for the Account and Charges created for Account Balances are listed.
7. Select Balance charges to filter the Charges list:

8. Select the Name hotlink text to open the Balance charge details page.

Editing and Deleting Balance Charges

To edit or delete a Balance Charge:

1. Select Accounts. The Accounts page opens.
2. Select the Name text hotlink of the Account that the Balance belongs to. The Account details page opens.
3. Select the Balances tab.
4. Select the Name text hotlink of the Balance. The Balance details page opens.
5. If you want to edit a Balance Charge, on the Balance charges panel select the edit icon:

The Edit page opens.

6. Make the required editing changes and select Update balance charge. Your updates are saved and you are returned to the Balance charges tab.
7. If you want to delete a Balance Charge, select the Delete icon:

A confirmation popup appears

8. Select Yes to confirm and complete the deletion.

Note: Deleting Billed Charges? If a Bill for a Balance Charge has already been generated, you won’t be able to delete the Charge and an error message will show. You must first delete any Bills generated for a Balance Charge before attempting to delete it.