How To - Credit Usage

 

Overview

Credits must be issued on the Orion Customer account (see: Role).

On the Invoices List (located on either the Customer or Enterprise Account (usually the Enterprise Account), there are two columns where you will see the same credit amount.

  • Credits Issued = across from the invoice the credit amount will appear
  • Credits Disbursed = across from the invoice the credit amount will be applied to and reduce the balance due

The steps for entering a credit vary depending on the invoice you want the credit to appear and the invoice you want the credit applied.

  • You can have a credit appear on the current invoice OR have it appear on the next monthly invoice
  • No matter where the credit appears, it can be disbursed to either the oldest invoice with a balance due (Automatic Disbursement) OR a specific invoice by selecting an invoice from the Open Balance Invoices section

Credits can be issued and disbursed to the current invoice.

Do not reverse Usage transactions (in the Transaction section).  Reversing usage transactions will not delete them.  Instead, the usage is held over and billed on the next invoice bill run.

Where Credits Appear (Issued)

Appearing on the current monthly invoice

  • Open the current monthly invoice (Note: If you forget to open the invoice, you will have to reverse the credit and re-enter it.)
  • You MUST 'CLOSE' the invoice AFTER you create the credit. (If an invoice is left open, the next month's transactions will be added to the open invoice.  If this happens, contact BluIP.)
  • DO NOT issue a credit to an invoice already sent to the customer.  (Note:  A date is automatically entered in the Date Sent column if you have either "Emailed" or "Printed" an invoice.  

Appearing on the NEXT monthly invoice

  • To have a credit appear on the NEXT monthly invoice, simply enter the credit without opening an invoice.

Note: Only the invoice you want the credit to appear on has to be open.  The invoice your credit is being applied to, does not have to be open.  

Where Credits are Applied (Disbursed)

Apply the credit to the oldest balance due

  • Select "Automatic Disbursement" at the time you create the credit

Apply the credit to a specific invoice

  • Go to OPEN BALANCE INVOICES and select the specific invoice by placing a check mark in the box to the left of the invoice number at the time you create the credit

Note: The invoice your credit is being applied to, DOES NOT have to be open.  It will be disbursed after you save the credit.

To 'OPEN' an invoice.

Go to the customer's list of invoices.  This list will usually be on their Enterprise Account if the account is set up to send one invoice for all groups within the Enterprise (Enterprise billing), but can also be on the Customer Account if the account is set up so separate invoices go to each customer within an enterprise (Group Billing).

  • Select the current invoice by clicking on the check box next to the invoice.
  • Select 'Open'
  • You will see the Status change from "Closed" to "Open"
To 'OPEN' an invoice.

Determining Credit Amounts

Locate the transaction(s) for usage that need to be credited.

  • Go to Transactions Tab on the customer's
  • In the TRANSACTIONS Section, filter the Detail column by "Telecom Usage"

NOTE:  The major difference between crediting packages and usage is that when entering a credit for packages, the taxes are credited automatically.  When crediting usage, the associated taxes must be entered manually.

Determining Credit Amounts
  • Select the usage transaction to be credited by clicking on the transaction ID

You will see the taxes and/or charges associated with the usage that will need to be credited.  Make a note of the usage amount and the tax amounts associated to also be credited.

Entering Usage Credit

On the Customer account:

  • Go to the Transactions tab
  • Go to the CREDITS section
  • Select Add
Entering Usage Credit

Entering Credit Information

  • Amount:  Enter the amount of the credit
  • Dates:  Defaults to the current date; you may change this if you want, but leaving as current date is fine
  • Service:  Select one of the following types of usage services from the drop-down menu:
    • Usage Credit - Conference Call
    • Usage Credit - International
    • Usage Credit - Long Distance
    • Usage Credit - Service
    • Usage Credit - Toll Free
    • Usage Credit - VoIP
  • Posting Date:  Defaults to the current date; you may change this if you want, but leaving as current date is fine
  • Detail:  This information will appear on the customer's invoice as a description of the credit.  If crediting more than one customer, include the customer name, as the credits are not listed by customer
  • Period Start:  Leave Blank
  • Period End:  Leave Blank
  • Automatic Disbursement:  Select this to automatically apply the credit to the invoice with the oldest balance due OR
  • Go to OPEN BALANCE INVOICES and select the specific invoice to be credited by placing a check mark in the box to the left of the invoice number
  • Tax Exempt: CHECK THIS OPTION
  • Select Save

Note:  A RED box indicates required information. 

 

Entering Credit Information

Entering Tax Credits

To find out what taxes need to be credited:

  • Go to Transactions Tab on the customer's
  • In the TRANSACTIONS Section, filter the Detail column by "Telecom Usage"
Entering Tax Credits
  • Select the usage transaction credited by clicking on the transaction ID

You will see the taxes and/or charges associated with the usage that will need to be credited.  Make a note of these amounts

  • Select the Transactions Tab again
  • Go down to the CREDITS Section and select the TaxAdj button located in the lower right-hand side of the Credits table.
  • Tax Code:  Select "Default" from the drop-down menu
  • Save
  • Amount: Enter the tax amount you will be crediting
  • Date: Defaults to today's date, you can leave or change
  • Service:  Select the appropriate Usage Credit service from the drop-down menu
  • Posting Date:  Defaults to today's date, you can leave or change
  • TaxRate: Select the appropriate Tax Rat from the drop down menu
  • Detail:  Type in the description you want to appear on the invoice.  Recommend including the customer name.
  • Save

Repeat the steps for each "TaxRate"

To 'CLOSE' an invoice.

Go to the customer's list of invoices.

  • Select the "Open" invoice by clicking on the check box next to the invoice.
  • Select 'Close'

You will see the Status change from "Open'' to "Close"

To 'CLOSE' an invoice.
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