Enhance Your Workflow with Invoice Preview for Operations

Invoice preview for Operations

hi my name is Chris Manchester senior NetSuite consultant at Sikich and today we're going to look at NetSuite billing operations some of the benefits that billing operations provide streamlining the billing automation what this means is it relieves the finance or billing teams from having to manually generate invoices on a set schedule whether that be daily weekly monthly or some custom frequency part of the billing operations will allow us to automatically communicate those invoices to the customers generated from the invoices that were created from the billing operations and lastly it creates a element of billing standardization it allows us to group and create invoices on set schedules for particular customers or for a series of transactions that we designate as being able to be together let's take a quick look at the billing operations in NetSuite first thing we're going to look at here is a sales order where you can see on this sales order is that we're selling to a be sharp music customer and what we're doing is we're selling a development services to them the services is more of a contract and it's going to be based on a year long term so we can see our start date and our end date from a revenue recognition forecast but more importantly what we want to talk about today is our billing schedule here you can see that we've applied a quarterly one-year billing schedule to the sales order in order to set up the frequency in which we want it voiced the sales order if we navigate to the billing tab we can see that the invoices are queued up to be sent out in April July October and January of next year or a set amount now normally if we did not have billing operations turned on for this particular customer or this transaction a somebody on the finance team or the billing team would have to come in manually generate this invoice and send it off to the customer we're going to try and show today is the ability to turn on our billing operations functions automatically generate invoices communicate those to the end customer this point if we navigate over to the billing operations we can see that I have a prebuilt billing operations scheduled the first thing we want to do is provide a name of this billing operations again we can have multiple billing operation schedules running simultaneously for different reasons secondly we want to be able to provide a description for this billing schedule what it is we're putting in the billing schedule who were sending these customers out possibly for what subsidiary or division of the company anything that gives an end-user more clarification on what it is this billing schedule is providing the next thing we're gonna do is we're gonna choose the frequency how often are we sending invoices out and you can see it gets down to an hourly billing billing operation and it can go anywhere from annual to one-time and anything in between we have the ability to say repeat every X periods so I identified by your frequency we can repeat this every two months every six months so we have a lot of options on how we want to set up our schedules and what is the frequency in which we want to generate invoices the schedule will always dictate what is the next run date that we have there for this particular billing operations will even specify a time which we want to run it so if we want to send it two times a day if we wanted to send it early in the morning or late at night we have the ability to to specify a time and the next bill run as updates so we have a lot of flexibility in how from both a date perspective and a time perspective how we want to go and generate these invoices the next set of options that we have available to us is do we want to actually generate credit memos from possibly return authorizations or is this strictly a bill run from a customer perspective we have to define what subsidiary were running this billing operations for it now if it's non one-world environment this won't be in applicable field however it is applicable for specifying exactly what subsidiary we're creating this board do we want to run this spilling schedule for all customers who have eligible invoices to be created or do we want to actually specify a Save Search dictating exactly what customers we want to be creating the invoices for this can either be a dynamic list or a very specific list which I actually want to handpick and identify what customers are going to belong to this billing operation we can start to specify what type of transactions will be included in this particular run we can build charges from projects we can build billable time billable expenses billable items from say a vendor bill and in our case we have a billable sales order that has an X build date that's either on or before today like the customers we can actually specify a Save Search if we want to further refine what type of transactions are actually eligible to be included in this particular run much like the Preferences on an invoice we can specify what accounts receivable account we want these posted to and some information regarding how we want these things to be presented to the customer in this case I'll choose that we want the invoices to be emailed and we can go ahead and save this billing operation now at this point these billing operations will run on a schedule but for whatever reason let's say we wanted to kick this off and execute it now we have the ability to go ahead and click run now the system will start to identify which type of transactions will be included in this particular run you know begin the process once the billing operation is done running we get a result see what submission it was so if we wanted to see if a particular billing operation was successful or failed we have a result here it'll tell us from what schedule was created from what was the name of it the description of this particular billing operation when was it run what was included in it and what customers we were in it for down in the summary we can see what type of results we had from this particular run how many records were processed whether they were started or completed if they were as successful or if we had any particular fails now we can see in this particular one we did actually generate one invoice if we want to see what invoice was generated we can come over to our records tab which they identify what invoice was created from what sales order was the source I can go ahead view that information we can see the invoices that were generated and we can ensure that they were emailed to the customer this demonstration just gave you a bit of glimpse on the power of your billing operations and how we can start to automate your order to cash invoicing procedures