Creating Billing Documents for Billing Events

When PSA is configured to use the Billing Events Integration feature, you can create billing documents for individual billing events or for multiple billing events. The billing documents are created with the "Draft" status and the Document Source field is set to "Services". Billing is then handled in FinancialForce Billing Central. For more information about this integration, see Billing Events Integration Overview.

Note:

When creating a billing document for a billing event, if any of the billing event items have a blank Product or Service field the "Professional Services" product is used by default. If this product has been renamed or deleted, you must manually populate any blank Product or Service fields before the billing document can be created.

Creating a Billing Document for an Individual Billing Event

To create a billing document for an individual billing event:

  1. On the Billing event's detail page, click Create Billing Document. The information message dialog opens.
  2. In the information message, click Create. The newly generated billing document is displayed.

On the Billing event's detail page, click Create Billing Document.

If the Create Billing Document button is not available, check that all the feature steps to enable the Billing Events Integration have been completed. For more information about enabling the feature, see Enabling the Billing Events Integration.

Creating Billing Documents from the Billing Events Awaiting Invoicing Tab

You can use the Billing Events Awaiting Invoicing tab to create billing documents from eligible billing events. For more information about this tab, see Billing Events Awaiting Invoicing Tab.

To create billing documents:

  1. Select the billing events that you want to create billing documents from.
  2. Click Create Billing Documents.

If the Create Billing Documents button is not available, check whether the Billing Events Integration feature is enabled. For more information about enabling the feature, see Enabling the Billing Events Integration.

The billing documents are created in the background by a batch job which notifies you when the job is complete. You are notified by email unless the Create Billing Documents Batch Settings are configured differently. If any errors occur, check the logs on the batch record. For information about the batch records, see Create Billing Documents Batch Fields

After the process finishes, the billing events are still displayed in the grid. The Billing Document field contains the document number of the original billing document related to the billing event. After you complete the billing document, the billing event is no longer displayed in the grid. You can then view it from the Invoiced Billing Events Tab.

Creating Billing Documents for Multiple Billing Events

To create billing documents for multiple billing events:

  1. Click the Billing Events tab.
  2. Select the billing events you want to process, then click the Create Billing Documents button.

If the Create Billing Documents button is not available, check that all the feature steps to enable the Billing Events Integration have been completed. For more information about enabling the feature, see Enabling the Billing Events Integration.

The billing documents are created in the background by a batch job which notifies you when the job is complete. You are notified by email unless the Create Billing Documents Batch Settings are configured differently. If any errors occur, check the logs on the batch record. For information about the batch records, see Create Billing Documents Batch Fields

What Happens Next?

When a billing document is created successfully:

  • The billing document and each billing document line item are created with lookups to the originating billing event and billing event item.
  • The billing event and each billing event item are updated with lookups to the resulting billing document and billing document line item.

You can optionally consolidate multiple "Draft" billing documents to improve efficiency when billing accounts. If a billing document created for a billing event is consolidated with other billing documents, both the original billing document and the latest (consolidated) billing document are identified on the billing event.

When the billing document used to invoice a billing event is completed, the Invoice Date and Invoice Number fields are populated on the billing event and the Invoiced checkbox is selected.

Negative Billing Events are Created as Positive Credit Notes

When the total value of a billing event is negative, it is created as a credit note billing document. All prices on the billing event have their sign switched so negatives become positives and positives become negatives. The total value of the resulting credit note is positive.

If you are using Avalara AvaTax we recommend that you avoid using negative quantities on records that will be processed as billing events. This is because Avalara AvaTax ignores the negative sign on quantities which results in tax being calculated with the wrong sign.