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Edit a Billing Schedule

Overview​

You can edit the Billing Schedule created to automatically issue billing invoices.

Purpose​

The function to edit Billing Schedules is used for the following purposes:

  • Modify name or description: Modify the name or description to match the latest information or operations to improve the identifiability of the schedule.
  • Change Billing Schedule conditions: Reflect changes or adjustments to the basic settings in the schedule operation, such as recurrence and cut off date.
  • Adjust payment due rules: Respond to changes in the payment due date settings for each buyer setting the Billing Schedule (e.g., changing from closing at the end of the month and paying on the 15th of the next month to paying on the 20th).

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.
    You will be redirected to the Billing Schedule Management page.
  3. Click the Edit button for any Billing Schedule you want to edit.
    The Edit Billing Schedule modal opens.

Enter the Form​

You can edit items 1 to 7. Edit the items you want to change

  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. Update
    Click Update to apply the new settings.
    If successful, the Billing Schedule will be changed with the edited content.
    If an error is displayed, please check if a duplicate code with other Billing Schedules is registered.

Important Notes​

When utilizing the function to edit Billing Schedules, please note the following points.

Scope and timing of editing impact​

Edits to the Billing Schedule immediately affect all buyers to whom the Billing Schedule to be edited is applied.
Please note the following points in particular.

  • Bulk impact on buyers: If you change the recurrence, cut off date, or payment due rule, the billing cycle from the next time onwards for all buyers for whom the schedule is set will be changed uniformly.
    If you want to change the rule only for a specific buyer, create a new schedule dedicated to that buyer without editing the current schedule, and apply it.
  • Impact on invoices already created: This schedule edit does not retroactively affect data that has already been completed as a draft billing invoice in the system or approved as a formal billing invoice.
    Changes will be applied from the next creation of draft billing invoices.

Changing recurrence and cut off date​

When changing the Recurrence or Cut Off Date, please verify in advance that there are no omissions in the aggregated Invoices.

If the Cut Off Date is moved earlier (e.g., changing from End of Month cut-off to 20th cut-off), a blank period (billing omission) where Invoices are not aggregated may occur between the previous billing period.
Also, if a draft billing invoice has already been issued, you must delete it and re-aggregate.

Note that there is no risk of double billing due to changes in recurrence or Cut Off Date.
Since an Invoice once linked to a Billing Invoice is excluded from the Billing Schedule aggregation, the same Invoice will never be linked to another Billing Invoice again.

You cannot use a code that duplicates a 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.