How To Create A New Account

To create a new Account in your system, navigate to the Account tab and click the "New" button in the detail section.

Account Information and Billing Details

The image below depicts the first step in adding a new Account. Here you define the Account’s name and billing details. Table 1 below the example describes each field on the screen depicted below. Fill out the information and click Save to submit the new account record.

Terms Defined

Table 1
Field Name Description
Name A unique name for the new account.
Account Type Type of account based on the available Account Type options in the system. This influences whether billing information is captured for the account and as such, will also influence whether invoices are generated for this account or not.
Invoice at this level

When checked, invoices will be generated for this account. This will expose the billing profile fields to capture billing data for the account.

If un-checked, billing profile fields will be hidden and invoices will not be generated for this account.

Parent Account Parent customer/account of the account (if applicable). This is used when nesting an account to another parent account.
Bill To Indicates the name to which bills are addressed to. This is what typically appears on the invoice PDFs that are generated out of the system.
Invoice Template Choose from a list of existing invoice templates.
Close Invoice Every Interval defining when to close an invoice.
Billing Cycle

The cycle on which invoices are closed. Available options are:

  • Daily
  • Monthly
  • Yearly
  • Weekly
  • Manual
  • Biweekly
Allow Event Based Billing

When checked, event invoice cycle rules will be evaluated for the customer. These will take priority over the billing cycle defined on the customer's profile. This field is only visible when there are active event invoice cycle rules. Otherwise, this field is hidden.

Billing Cycle Closing Day If billing monthly, the day of the month that the invoice closes. For weekly and bi‐weekly cycles, the billing cycle starts and ends at 12:00AM on Sunday.
Manual Close Flag Indicates whether invoices that are generated after a billing cycle is closed automatically or not. If checked, invoices will remain in the CURRENT status after the billing period has lapsed. If un-checked, invoices will be closed, and usage data will be gathered and rated.
Approve Invoices Before Delivery Approve all invoices for this account before sending. Check this field if you DO NOT want the system to send out invoices automatically when they are closed and processed. This option will require you to manually send the invoice to the account.
Restrict Rate Hierarchy

When checked, all rating activities will be limited to products, contracts, and packages that are provisioned to the account. This matters if the account has a parent where you do not want the rating engine to go up the hierarchy to find a suitable rate to use rate the usage/charges and is not checked by default.

When checked, it will obtain the rate within the current account's account product, account package product, or contract rate before moving on to the package product and product defaults. If the account has a parent, the engine will no longer check the rates available on the parent account and higher.

Invoice File Format

Specify which filename format when the invoice PDF is generated. Invoice and related fields can be sourced using the Insert Field button. For example, the following value will produce an invoice PDF with the filename MyINV-12345, where 12345 is the invoice Id record.

MyINV-{!InvoiceObj.Id}
Payment Terms (Net) Indicates the number of days from when the invoice is closed to when the payment is expected. This is the same as the "Payment Due Date" sections of common subscription invoices.
If a customer is configured to have a credit card used for payments, the system will attempt to process the payment via the credit card information provided after the # of days indicated in the field lapses.
Dunning Process Indicates the type of dunning to be applied for the customer. Dunning refers to the reminders that are sent to the customer to follow-up on accounts receivable. Available options are:
  • None
  • Strict Dunning
  • Standard

More information on dunning can be viewed using this link.

Billing Method Indicates the manner of accepting payments into the account. Additional fields will become available to fill up depending on the type of method (ie. credit card information, checking information, etc.).
Invoice Delivery Method Indicates the manner of delivering the invoice to the account.
Statement Cycle

Indicates the interval on when statements are sent to the customer. Available options are:

  • No Statements
  • Daily
  • Weekly
  • Bi-weekly
  • Monthly
Statement Template  Choose from a list of existing statement templates.
Statement Delivery Method  Indicates the manner of delivering the statement to the account.
Approve Statements Before Delivery Approve all statements for this account before sending. Check this field if you DO NOT want the system to send out statements automatically when they are generated. This option will require you to manually send the statement to the account.
Billing Address Address attached to payment method. 
Locale Information

Customize billing methods according to account location. Fields that can be updated are:

Field Name Description
Invoicing Time Zone Time zone used for invoice closures, rate/pricing start and end dates/times, as well as service start and end dates/times.
Date Display Format

This allows the specifying of specific date and time display format for various objects/displays that are associated to the account such as invoices and reports. The following parameters can be used:

DD - day
MM - Month
YYYY - Year
HH - hour (12 hour)
HH24 - hour (24 hour)
MI - minutes
SS - seconds
TZR - timezone in text
TZH - timezone hour
TZM - timezone minute

Activity Time Zone Defines the timezone to be used for usage collected for this account. Incoming usage will be converted to the account's timezone if a different timezone is used on the collector. 
Invoice Currency This is the currency that will be used in obtaining the rates for invoices generated for the account and rendering them onto the invoices.
Allow Different Currency Enables the ability to use product pricing for a currency other than the Invoice Currency. For instance, the pricing to be used is in € but the invoice is supposed to be shown in $. Checking this box exposes a new Pricing Grid.
Pricing Currency

This is a grid that will allow the entry of currencies other than the Invoice Currency to obtain the rate/price that will be use in the rating process. When usage is received and then rated, the resulting cost will then be converted based on the exchange rates configured in the org based on the activity date of the usage.

Column Name Description
Currency Indicates the currency for pricing. All of the enabled currencies on the org can be selected here.
Order of Selection In the case of having to handle multiple pricing currencies, this helps to prioritize which records are used with 0 being the highest. If usage is rated and no pricing record exists for the first currency, the next currency is used, and so on and so forth.

Related Topics

Setting Up Account Types

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