How to Create a Custom E-File Template and Generate E-Files

Overview
In addition to invoice and statement templates, you can create and assign custom "E‐file" templates. In Billing Platform an E‐file is a detailed list or report of raw usage that can be assembled from any standard or custom field in the application. E‐files can be sent along with invoices to give customers more detailed usage information in an electronic format that can be used for reporting and in other applications. A commonly‐used, electronic format is CSV or Comma‐delimited but Billing Platform lets you define a variety of formats and delimiters.

Procedures

To create a new E‐file template go to Setup > Templates > Electronic Files and Click "New".

New_E-file_Template.png

From the new input screen choose a name and a status (Active by default) for your template. The "Template Fields" section is for defining which columns will go into your E‐file report. Click the magnifying glass in the first cell to select the name of the field that will go into the first column of your report. The system will present a relationship window of fields to choose from. They will contain the Object Name and the relationships of fields to the parent, as depicted in the image below.

Field_Selection.png

The Override Label lets you define the column header for the current column and field. The position defines the order of the column. Choosing the character width and alignment accommodates certain fixed‐width formats that use a fixed number of characters to discern between each field in a row of data instead of delimiters.

If the data in the selected field/column is a date data type you can optionally select at date format mask for rendering the date in a format that the target system or customer understands.

Date_Mark.png

Optionally choose a sort order for the current column. To add a new column, select the Green plus icon that renders to the left when you hover over a row in the grid and repeat the previous step for each column in your E-File report. When done, click "Submit" to save your new E‐file template.

You are now ready to use this new E‐file and assign it to a customer's billing profile to be delivered along with their invoices or statements on the same billing cycle. To setup or assign your new E-File go to Setup > Data Management > Electronic File Subscription and click "New".

E-file_Subscription.png

Fill up the necessary fields using the following field definition:

Field Description
Account Lookup to the account that will use the e-file.
Deliver For

Indicates what the subscription is for. Available options are:

  • INVOICE - E-file will be generated for the account when an invoice is closed and approved.
  • STATEMENT - E-file will be generated for the account when a statement is generated.
Efile Naming Pattern

Allows for the definition of a custom filename convention when generating e-files for the account.

Include Header

Indicates if the e-file will be generated with a header.

Include Hierarchy

When applicable, the e-file will include any child objects.

Compress Output Indicates if the e-file is compressed when sending it to the customer.
Efile Template Name Select the template that will be used for the subscription. The new template that was created previously will be listed here.
Email and Delivery fields. This allows for the configuration of the destination server for FTP transfers and Email information for email delivery. This will also allow for the configuration of scheduled delivery and generation.


You can also view or re-run E-File instances that have already been generated. To view past E-File instances go to Accounting > Manage Invoices > Electronic Files.

Generated_E-files.png

Here you can search for and download both the E-File itself as well as the data about the E‐file Event. To view the File itself, click the file Icon in the left‐most column in the results list.

From the Tools Menu while on the Electronic Files Node and with an existing e-file selected, you can Reprocess the selected E‐file by select the operation from the Select an Action menu.

Reprocess_E-file.png

Generating A New E-file

To generate a new e-file, navigate to Accounting > Manage Invoices > Electronic Files and click New. This will display the new e-file wizard similar to the screenshot below.

New_E-file.png

From here, you can expand the Filter section to filter through the available invoices/statements to generate e-files for. You can also expand the account hierarchy in case you need to generate e-files for specific child accounts or include child activities with the parent.

After selecting the desired accounts and invoices, click Submit to generate the e-file. The new e-file request will be submitted to the queue and upon generation, it will be available for viewing and download.

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