How to process the billing run

The billing run generates and dispatches bulk invoices and RCTIs (recipient created tax invoices) then schedules automatic payments. Smile generates RCTIs on behalf of creditors to manage commission payments.

CAUTION:
If you identify an issue with an invoice after you begin a billing run it is recommended that you make any corrections in Smile configuration and regenerate the invoice. This way the invoice will stay a bulk invoice and remain managed by the billing run process. If you add or delete an item from an invoice directly it changes the invoice from a bulk invoice to a manual invoice and will no longer be managed by the billing run.

This task explains how to process the billing run.

  1. Check for usage data errors.
    This check ensures that all usage data is correctly imported into Smile.
  2. Generate bulk invoices.
  3. Resolve billing run errors.
    Billing run errors occur when Smile cannot raise a charge for usage data.
  4. Approve the invoices.
    Depending on your Smile configuration, you may need to approve all invoices or only the invoices that exceed approval limits. Smile does not close an invoice until after the invoice is approved.
  5. Allocate unallocated credits.
  6. Reprocess invoices with errors and any invoices that were not approved.
    After you reprocess the invoices, ensure you investigate any errors and approve the new invoices.
  7. Dispatch the invoices.
  8. Schedule automatic payments for the invoices.
    Automatic payments include direct debit and credit card payments. Depending on your Smile configuration, these payments may be scheduled immediately or delayed until after customers receive the invoices.
    Note: For information about processing payments, see the Processing payments chapter.
  9. Complete reporting requirements, as follows:
    • Check the sales report.
    • Close the reporting period.
    • Export financial data.
    The reporting requirements help ensure that your company's accounts are accurate.