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Create a Billing Schedule

Overview​

You can create a Billing Schedule required to automatically issue Billing Invoices.

Purpose​

The Billing Schedule feature is used for the following purposes:

  • Automation of regular billing tasks: Automatically creates Draft Billing Invoices based on the specified frequency and closing date, reducing manual work.
  • Management of billing cycles for each buyer: Manages billing under individual conditions tailored to different closing dates (e.g., end of month, 20th) for each buyer.
  • Prevention of billing omissions: The system automatically aggregates data within the period, preventing manual calculation errors and billing omissions.
  • Flexible application of payment due rules: You can choose from respecting payment due date settings different for each buyer to managing them collectively on the schedule side, achieving optimal deadline management according to the business partner.

Feature Description​

In each brand environment, by creating a "Billing Schedule" and applying it to each Buyer, you can issue Billing Invoices based on the Billing Schedule settings.

A Billing Schedule allows you to set the "Recurrence" and "Cut Off Date", and based on these settings, "Draft Billing Invoices" are automatically issued.
The timing for automatic issuance of Draft Billing Invoices is 12:05 AM (JST) on the day following the "Cut Off Date".

Conditions for automatic issuance of Draft Billing Invoices​

The conditions for automatic issuance of Draft Billing Invoices are as follows:

  • A Billing Schedule must be applied to the Buyer.
  • At least one of the following data exists within the Billing Schedule (Recurrence x Cut Off Date period):
    • Delivery Invoice: References the delivery date. Non-billable Delivery Invoices are excluded.
    • Return Delivery Note: References the document date.
    • Credit Note: References the issue date.
    • Payment Confirmation: References the confirmed date. Treated as "Previous Deposit Amount".
    • Billing Balance: When a Billing Balance exists as a positive or negative number (not 0 yen).
  • The document of the target data is not already linked to a Billing Invoice.

Maker Bank Account for Draft Billing Invoices​

The "Default maker bank account" set for the Buyer is applied to the Maker bank of the Draft Billing Invoice.

If a Default maker bank account is not set for the Buyer in advance, the Draft Billing Invoice is created with the bank account unregistered.
Since individual editing operations will be required, please set a Default maker bank account for each Buyer if you want to automate this.

Timing of reflection on Billing Balance​

At the "Draft Billing Invoice" stage, the "Billing Balance" is not increased or decreased. It increases or decreases when formally confirmed as a "Billing Invoice".

However, the data sources such as "Delivery Invoice" and "Return Delivery Notes" are linked in the same way as regular Billing Invoices even in the draft state.

Instructions​

Go to the Operation Screen​

  1. Click Settings in the header menu.
  2. Click the Billing Schedule Management button.
    The Billing Schedule Management page opens.
  3. Click the Create Billing Schedule button.
    The Create Billing Schedule modal opens.

Enter the Form​

  1. Code *Required
    Enter a Code, mainly used as an identifier by the system within DEXTRE.
    We recommend registering with half-width alphanumeric characters and symbols.
    Note that you cannot register a code that duplicates another Billing Schedule.

  2. Name *Required
    Enter the name of the Billing Schedule.

  3. Description *Optional
    You can enter a description of the Billing Schedule.

  4. Recurrence *Required
    Set the issuance frequency of the Billing Invoice.
    Select one of "Daily", "Weekly", "Monthly", or "Yearly" from the dropdown.

  5. Cut Off Date *Required
    Select the Cut Off Date corresponding to the Recurrence from the dropdown.

    • Recurrence: Recurrence Daily ⋯ Cut Off Date: End of Day only
    • Recurrence: Recurrence Weekly ⋯ Cut Off Date: Specify the day of the week
    • Recurrence: Recurrence Monthly ⋯ Cut Off Date: Specify the date
    • Recurrence: Recurrence Yearly ⋯ Cut Off Date: Specify the day of the year (Jan 1 = 1).
      *If a value of 364 or more is specified, it is treated as the end of the year.

  6. Override Payment Due Rule *Required
    Switch the button to select "Disable" or "Enable".

    • Disable:
      Since the Default Payment Due Rule registered in the "Buyer" is referenced, the payment due date setting in step 7 is not displayed.
      If no Default Payment Due Rule is registered in the "Buyer", the Payment Due Date of the Draft Billing Invoice is also not registered.
      Suitable when you want to schedule only the Recurrence and Cut Off Date, and control the Payment Due Date by setting it directly for each Buyer.

      Do not proceed with the setting in step 7. Please proceed to step 8.

    • Enable:
      Registers a Default Payment Due Rule to this Billing Schedule and preferentially registers the Payment Due Date of the Draft Billing Invoice based on the Billing Schedule settings.
      The Default Payment Due Rule registered in the "Buyer" is not referenced.
      Suitable when you want to control the Recurrence, Cut Off Date, and Payment Due Date on a Billing Schedule basis.

      Payment Due Rule setting is required. Please proceed to step 7.

  7. Payment Due Rule
    Configure this when 6. Override Payment Due Rule is set to Enable.
    Select one of the following two options from the dropdown to set the payment due date.

    • By Month + Day(e.g. 2 months later, end of month)
      Month: Select one from "Current month" to "In 12 months" from the dropdown
      Day: Select a date from the dropdown

      *If the Recurrence is "Monthly" and the Cut Off Date is the "End of Month (On or after the 28th)", "Current month" cannot be selected.
      Also, if the Recurrence is "Monthly", dates earlier than the Cut Off Date cannot be selected.

    • By Days(e.g. 30 days after billing date)
      Specify the number of days to pay from the invoice date (e.g., NET30 = within 30 days)

Execute the Operation​

  1. Create
    When various settings are completed, click Create.
    Upon successful creation, the created Billing Schedule is displayed in the Billing Schedules list.
    If an error is displayed, please check if a duplicate code with another Billing Schedule is registered.

Important Notes​

Please note the following points when using the Billing Schedule settings and automatic issuance function.

You cannot use a code that duplicates an already registered code.​

Since the "Code"serves as an identifier for the entire system, you cannot register the same code as an existing Billing Schedule.
Please set a unique half-width alphanumeric string that is easy to manage.

Depending on the "Payment Due Rule" settings, the payment due date may not be displayed on the Draft Billing Invoice.​

  • If Override Payment Due Rule is set to "Disable": The rule registered in the Buyer information is applied.
    Please note that if the Default Payment Due Rule is not set on the Buyer side either, a Draft Billing Invoice with a blank Payment Due Date will be created.
  • If Override Payment Due Rule is set to "Enable": The Billing Schedule settings are forcibly applied regardless of the Buyer information settings.

Draft Billing Invoices are not issued during the day of the "Cut Off Date".​

The system automatically creates them at 12:05 AM (JST) on the day following the Cut Off Date.

Some documents are excluded from the target of Draft Billing Invoices​

Slips already linked to an invoice and Delivery Invoices set to "Non-billable" are excluded from Draft Billing Invoices.

If documents required for billing are not included in the Draft Billing Invoice, please check the status of the documents in Transaction > Delivery Management > Delivery Invoices.

  • Slips already linked to an invoice: Displays "Billing Invoice Created" in the status
  • Delivery Invoice set to "Non-billable": Displays "Non-billable" in the status

Reflection on Billing Balance​

At the stage of the automatically created "Draft Billing Invoice", the Buyer's "Billing Balance" is not updated.
It is reflected in the balance at the timing when the content is confirmed and formally confirmed(approved) as a Billing Invoice.

Editing Amounts​

You cannot directly edit the amount of a created Draft Billing Invoice. If you want to correct the amount, you need to delete the Draft Billing Invoice once and correct the underlying data such as Delivery Invoices and Return Delivery Notes.