Billing Cycles: General Information

In MYOB Acumatica, a billing cycle defines how the customer's service documents are billed and how billing documents are grouped in relation to a service document. You create billing cycles on the Billing Cycles (FS206000) form and assign them to each customer that can potentially buy any services.

Learning Objectives

In this chapter, you will learn how to do the following:

  • Create a billing cycle
  • Assign a billing cycle to a customer

Applicable Scenarios

You create a billing cycle or multiple billing cycles when you plan to provide services to your customers, and want to be able to generate billing documents for the services that are provided, based on both the customer's preferences and your company's business practices.

Billing Cycle Settings

You create a billing cycle on the Billing Cycles (FS206000) form. In the Run Billing For section, you select an option button that determines which customer's service document (either a service order or appointment) will be billed.

  • Appointments (default): The billing will be available for appointments. We recommend that you select this option button when you bill a customer for the actual work time after the appointments have occurred.
  • Service Orders: The billing will be available for service orders. We recommend that you select this option button when you want to bill a customer for the estimated time and price before any appointments occur.

Then in the Group Billing Documents By section, you select one of the following option buttons, which will determine how the generated documents will be grouped in relation to appointments or service orders:

  • Appointments: For each appointment billed, a single billing document will be generated.
    Tip:
    In the context of MYOB Acumatica's service management functionality, a billing document refers to a document or transaction that is generated when the billing process is executed for a service document. Depending on the settings of the service order type, it can be a sales order, sales invoice, AR invoice or project transaction.
  • Service Orders: The generated billing documents will be grouped by service order. That is, one billing document is generated for all the appointments corresponding to the same service order.

    If the appointments are billed and grouped by service orders, one service order with multiple appointments will result in one billing document being generated. If the services are billed by service orders and grouped by service orders, a single billing document is generated for each service order.

  • Customer Order: The generated billing documents will be grouped by the customer's order number, which is specified in the Customer Order box of the Summary area of the Service Orders (FS300100) form.
  • External Reference: The generated billing documents will be grouped by the purchase order provided by the customer, which is specified in the External Reference box of the Summary area of the Service Orders (FS300100) form.
  • Time Frame (default): Billing documents will be grouped on the day of each week or month that you specify under Prepare On in the Time Frame Grouping Settings section of the form. If the services are billed by appointments, for one customer, a single document is generated containing all of the appointments' services performed up to the specified day.

On the Billing tab of the Customers (AR303000) form, you assign at least one billing cycle to each customer account to which the services can be potentially provided.

Multiple Billing Cycles

In MYOB Acumatica, you can specify multiple billing cycles for a single customer by associating different billing cycles with various service order types. The system will utilize the specific billing cycle based on the service order type indicated in the customer's service document.

To use multiple billing cycles, you select the Manage Multiple Billing Options per Customer check box on the General tab (the General Settings section) of the Service Order Types (FS202300) form. When this check box is selected, the Service Billing tab appears on the Customers (AR303000) form.

On the Service Billing tab, you add a row and select a service order type along with the billing cycle to associate with that service order type. You add a row for each required pair of service order type and billing cycle. When a service document with a particular service order type specified is created for the customer, the system will apply the billing cycle linked to that type to manage the billing process.