InvoiceCardlineManagement

Invoice Cardline Management

Note: For a brief video on pending cardlines and the manage invoice section, please see the bottom of this article!

Cardlines are the individual charges, credits, or items that are presented on customer invoices, such as service fees, usage, products etc. A cardline may either summarise or itemise a service’s usage records as applicable to the specific service type. The Billing and Rating engine creates cardlines automatically, based on package plan’s and service plan’s setup fees, access fees, service usage, service features, bolt-ons and other service fees and equipment. In addition, cardlines are created by the system for product purchases and installment plans. Cardlines can also be manually created for ad hoc charges.

Cardlines are the items related to charges and credits that are presented on customer invoices.

Pending Invoice Cardlines

Pending invoice cardlines are cardlines that have been created against an account for charges and credits (e.g. purchases, package fees, plan fees etc), but have not yet been included on, or allocated to, an invoice. The Billing and Rating engine creates pending cardlines throughout the billing period, based on the attributes of the package plans and accounts (such as pro-rata, billing in advance/arrears, align package period to account period etc).

Pending cardlines are also created when a charge or credit is raised when there is an existing pending Invoice against the account (e.g. when a product purchase is made after the bill run but before the pending invoice was approved). Pending cardlines may be also created manually against an account for ad hoc charges or credits using the Pending Ledger Cardlines function.

Any pending cardlines held against an account, which are not allocated to the current pending invoice, will be available on the Manage Invoice page. They can then be allocated to the invoice as required.

Managing Cardlines on Pending Invoices

The Manage Invoice page allows various invoice cardline management operations, as follows:

Modify an existing Cardline
Allocate Pending Cardlines to the Invoice
De-allocate a Cardline from an Invoice
Delete a Cardline
Add a New Cardline to an Invoice

To Modify an Existing Cardline

Cardlines that are the result of an aggregate calculation, such as system generated usage charges, cannot be modified. These cardlines will appear on the Manage Invoice page greyed out. Only the cardlines that appear in enabled, active fields will be enabled for editing. Cardlines on Approved invoices will appear inactive and cannot be modified.

Note: Cardlines on Approved invoices cannot be modified.

In the Allocated Cardlines section of the Manage Invoice page, locate the required cardline.
Update the cardline date by clicking on the cardline’s Date field. A calendar tool will appear to allow you to select the required cardline date. This date will appear on the Invoice as the date the cardline charge was incurred.
Edit the cardline Description by entering and / or overtyping text as required. This description will appear on the Invoice against the cardline charge.
If required, enter an updated amount in the Amnt field. Note that the cardline amount is exclusive of tax.
Update the Tax amount as applies to the updated cardline amount. Note that the system will not automatically re-calculate the cardline’s tax amount when you update the cardline amount.
Select a different Ledger Code using the drop list if required. The cardline will be recorded against the selected ledger in the system for accounting purposes.
Update the Covers From and Covers To dates as required. These reflect the period that particular charge applies to, such as a service access fee that covers from the 1st to the 31st of the month.
Update the Vanity Covers From and Vanity Covers To dates as required. These dates will appear on the invoice, which you may update to be different dates than the actual Covers From and Covers To dates i.e. to assist the customer understand their invoice and charges.
Click the Save button below the Allocate Cardlines section. The system will update the cardline information on the current pending invoice.
Click the Re-render button to re-create the invoice .PDF to reflect the changes made to the cardlines.

The system usually re-renders the invoice immediately (or within 10 minutes at most). The updated invoice .PDF file will then be available to download, review and approve as required.

To Allocate a Pending Cardline to an Invoice

Allocating a pending cardline to an invoice adds the selected charge to the current pending invoice. Once you allocate the pending cardline to the invoice, it will appear in the Allocated Cardlines section of the Manage Invoice page.

In the Pending Ledger Cardlines section of the Manage Invoice page, locate the required pending cardline.
Tick the check box beside each pending cardline you wish to allocate to the current invoice. Multiple cardlines can be selected.
Click the Add Pending Cardlines button. A message will display at the top of the screen informing that the cardline was allocated successfully.
The selected cardline(s) will appear in the Allocated Cardlines section of the Manage Invoice page.
Click the Re-render button to re-create the invoice .PDF to reflect the allocated cardlines.

The Difference between ‘Deleting’ and ‘De-Allocating’ a Cardline

Deleting a cardline simply removes the charge from the system. The charge cannot be restored. De-Allocating a cardline removes the cardline from the current invoice, but it will remain on the account to be picked up and allocated to a subsequent invoice.

To De-Allocate a Cardline from an Invoice

De-Allocating a cardline removes the charge associated with the cardline from the invoice, but not from the customer’s account. Once you de-allocate the cardline from the invoice, it will appear in the Pending Ledger Cardlines section of the Manage Invoice page. The pending cardline can be allocated to a subsequent invoice as required.

Note: Cardlines on Approved invoices and cardlines that are the result of an aggregate calculation cannot be de-allocated.

In the Allocated Cardlines section of the Manage Invoice page, locate the required cardline.
Click the De-Allocate link beside the required cardline entry. A message will display at the top of the screen informing that the cardline was de-allocated successfully.
The selected cardline will appear in the Pending Ledger Cardlines section of the Manage Invoice page.
Click the Re-render button to re-create the invoice .PDF to reflect the de-allocated cardline.

To Delete a Cardline from an Invoice

Deleting a cardline removes the charge from the system, not just the current invoice. The cardline charge cannot be restored. If the cardline is deleted in error, you will need to either create a new cardline, or contact Emersion Billing Support to assist, which will considered as chargeable work for which you may be invoiced.

Note: Cardlines on Approved invoices and cardlines that are the result of an aggregate calculation cannot be deleted. Cardline's with a ledger code that contains the word USAGE also cannot be deleted even if they were created manually / imported and do not actually aggregate real usage.

In the Allocated Cardlines section of the Manage Invoice page, locate the required cardline.
Click the Delete link beside the required cardline entry. A message window will appear prompting you to confirm that you want to delete the cardline.
Click the Yes button to delete the cardline. A message will display at the top of the screen informing that the cardline was deleted successfully. Click the No button to cancel the cardline deletion and return to the Manage Invoice page.
Click the Re-render button to re-create the invoice .PDF to reflect the Deleted cardline.

To Add a New Cardline to an Invoice

From time to time you may need to manually create a charge on an invoice (e.g. for a service fee or charge that has not been automatically created by the system etc). The system allows you to create and add a new cardline to the current pending invoice. The cardline will appear in the Miscellaneous Charges section of the invoice, and the charge will be added to the invoice total. If the cardline is a credit (i.e. a negative cardline amount) the amount will appear in the Adjustments section of the invoice, and the amount will be deducted from the invoice total.

Note: Cardlines entered for a negative amount will appear as a credit against the account.

In the Add new cardline to invoice section of the Manage Invoice page, update the Transaction Date as required. A calendar tool will appear to allow you to select the required date. This date will appear on the Invoice as the date the cardline charge was incurred.
Enter the charge amount including tax in the Total (inc. Tax) field. The system will automatically calculate the Actual Value (ex Tax) and the Tax Amount and display in the corresponding fields.
Alternately, enter the cardline amount in the Actual Value (ex. Tax) field. The system will automatically calculate the Total (inc Tax) and the Tax Amount.
Select the Tax Type applicable to the cardline in the drop list. By default, this is set to ‘Australian GST’.
If you need to enter a manual tax amount, tick the Manually enter tax check box. The Tax Amount field will re-display enabled for editing. Enter the tax amount required.
Enter the description to show on the invoice in the Description field.
Select the Ledger Code in the drop list. The cardline will be recorded against the selected ledger in the system for accounting purposes.
Click the Save button. A message will display at the top of the screen informing that the cardline was created and allocated to the invoice successfully.
The created cardline will appear in the Allocated Cardlines section of the Manage Invoice page.
Click the Re-render button to re-create the invoice .PDF to reflect the added cardline.

For a brief video on pending cardlines and the manage invoice section, please see the below;

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InvoiceCardlineManagement

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