Overview
This is the online help for the bill-to 365 app. This chapter provides an overview of the bill-to app and helps you get started with the app. The other chapters are based on the division in the Subscription Manager Role Centre. In addition, there are a few chapters that take a closer look at important areas.
Initial considerations
You should answer the following questions at the beginning of a test phase or when starting to use bill-to:
| Question | Description |
|---|---|
| What should be billed? | Subscription items |
| What is the pricing structure? | Prices |
| How often should billing take place? | Billing interval |
| When should billing take place? | Billing interval |
| How long should billing take place? | Subscription term |
| What information should be included on the invoice? | Design |
| Does the invoice amount need to be accrued? | Accrual templates |
| How should it be evaluated? | Default dimensions and dimensions |
| What does the commercial process look like? | Integration |
Flash Setup
Under Subscription Setup, there is a Flash Setup action that sets up number series and a few other basic settings.
After execution, the settings required for the first steps are available in the tables: Billing interval and Subscription term. The billing interval also determines the next invoice date.
Subscription
The subscription contains all the information required to generate the invoice automatically. At the header level, this includes information on sales to debtors, invoicing to debtors, the billing interval (frequency and invoice date), and subscription periods. Further information can be found here.
For initial testing, the Preview function in the subscription card is important so that an invoice does not always have to be created for the subscription, but an invoice simulation can take place instead. In this simulation, the user sees all the information that would be created by bill-to when the invoice is generated.
Subscription items
Subscription items are normal items that are supplemented with additional information. The way in which the items are treated in billing is determined by the calculation method.
| Calculation method | One-time/Recurring | Calculation type | Special feature |
|---|---|---|---|
| Software licence | Recurring | Daily | |
| Standard subscription | Recurring | Not daily | |
| New Commerce Experience | Recurring | Daily | Different effect for credits within a billing period |
| Purchase Licence | One-time | ||
| Standard consumption | One-time | New per period | |
| Maintenance | Recurring | Percentage | Linked to purchase licence or assessment amount |
| Quota | Both | Advance/Consumption | Linked to standard consumption |
| You can find more detailed information about the options on the item card here. |
Prices
A price is required so that subscription items can be billed. Bill-to uses the new sales price calculation. Check under Function Management to ensure that this is activated for the client. The following fields have been added to the price lists so that the item master remains small despite different application options.
| Field | Description |
|---|---|
| Subscription term | The price lists have been expanded to include the subscription term field, allowing the same item to be used even if it is available in annual and monthly versions. |
| Billing interval | The price lists have been expanded to include the billing interval field, allowing the same item to be used even if it is available in annual and monthly versions. |
| Quantity range | A quantity range can be created using the minimum and maximum quantity fields in the price list. Bill-to does not calculate the best price, but uses the price that falls within this quantity range. |
| Bundle | The price lists have been expanded to include the Bundle field to enable individual prices for an item that apply to a specific bundle. |
| Index price | An index price can be stored in the standard price list or in a subscription if prices are to increase automatically. |
| In order to be able to set individual prices in addition to standard prices, there are different places to fill in the price. | |
| Price type | Description |
| :- | :- |
| Standard prices | The standard prices are filled in via the sales and purchase price lists. |
| Subscription prices | Subscription-specific prices can be set using subscription price lists. Once these are no longer valid, the system |
| returns to using the standard price list. | |
| Subscription line prices | Different prices for the same item in a subscription can be activated via the Subscription Setup. |
| The price found can also be interpreted differently, for example as a flat rate. The Flat rate field can be activated on the item card. This is usually linked to a quantity corridor. | |
| All information about prices can be found here. |
Quantity changes
Quantity changes for an item can be made in various ways in bill-to.
| Quantity change | Description |
|---|---|
| Manually | Quantity changes can be entered manually in the operational quantity field in the subscription line. |
| Subscription book sheets | Quantity changes can be transferred to multiple subscriptions via the subscription book sheets. |
| Sales offers | Quantity changes to a subscription can be made via sales offers. |
| Purchase documents | Quantity changes can be made to a subscription via purchase documents. |
| Imports | Quantity changes can be made via Excel, CSV, XML or API imports. |
| Subscription Zoom View | The Subscription Zoom View makes it easy to manually post quantity changes to a subscription. |
| Code | Many functions are provided to simplify quantity changes in the code. |
Design
The design determines which information is to be dynamically created in the line area when invoices are generated. In addition, much of the information can also be maintained at item level, depending on how detailed and transparent the invoices are to be. Information on how the design can be customised can be found here.
Processes
There are many possible commercial processes for subscriptions.
| Process | Description |
|---|---|
| Manual | Subscriptions can be created entirely manually. |
| Templates | A subscription can be created from a subscription configuration, which pre-fills fields. This goes down to the subscription line level. |
| Quotes | One or more subscriptions can be created from an offer. |
| Purchasing | Purchase documents can be created from a subscription. |
| Credit Memo | There are different ways to create a credit Memo. |
| Service | Service articles can be linked to subscriptions. |
| Resources | A subscription can be stored in the resource book sheet. |
Accruals
Especially for subscriptions that are billed in advance for longer periods, it is necessary to post accruals. For example, if a subscription is billed in advance for one year, the entire revenue should not be allocated to January (or whatever the starting month may be), but rather spread over the twelve periods of the year. Bill-to Bill-to extends the Business Central standard functionality of accrual templates, which ensure that a transfer posting to the defined periods is carried out automatically. More detailed information on accruals can be found here.
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