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Billing setup video: https://youtu.be/SDwCii-dV30

1. Billing Setup

In order to use the billing functions, the billing needs to be set up. This involves setting up the billing setup, creating billing groups, and setting up the accounting integration. Currently, only SageOne integration is supported.

1.1. Setup steps:

  1. Go to Billing > Billing Setup
  2. Billing settings include:
    Currency
    Financial year end
    Month end cut-off
    VAT
  3. Don’t forget to click on the update button.

1.2. Billing Groups:

1. Go to Billing > Billing Setup > Billing Groups

2. Click on.

3. Insert a Group title and a group description.
4. Click on 

5. At least one billing group needs to be created. Customers cannot be created without a billing group.

6. Billing groups are used to group all the customers on the same billing date, e.g., customers who want a debit order on the 1st of each month will be put in one group, so all the customers who want to be billed on a specific day will be grouped accordingly.


7. The Billing Group will be synced to SageOne.

1.3. Invoice Setup:

1. Go to Billing > Billing Setup > Inv & Credit Note Setup

2. Fill out the General Settings.


3. Add Bank Account Details

4. Setup how you want your invoices.


5. Add in Credit Note Settings.

6. Statement Settings.

7. Click update at the bottom of the page after your setup and changes has been done.

1.4. Accounting Integration Setup:

1. First create a dedicated API user in sage with full administrator rights, for DataTill.

2. Then on DataTill go to Setup > System Settings > Accounting Integrations.

3. Fill in these details in this form. A minimum transaction date is critical. Note: for products you cannot have the same in datatill as in SageOne, so just make some slight variance of the names in either Sage or in DataTill.

4. This is Absolutely Critical. If the API test is successful, then you can proceed with syncing.

5. Fill in all the necessary information, Test the API.

6. If the API test is successful, then update the settings. Sync: item categories, analysis codes, account list and Tax rates. Make sure you click on all the sync buttons at the bottom.

7. Note: Please avoid generating test data that you would like to delete if you would like to delete information. Please contact us and we will guide you through the correct process.


8. If you do this incorrectly you can run into major problems.

9. The 3 analysis codes are the analysis codes that can be used in Invoices. e.g., the invoice can be linked to a Highsite or payment method, etc.

2. View Imported SageOne Data

1. Go to Billing > SageOne Data >List of accounts.
2. Here you will see a list of account, bank accounts, item categories, items, customers, and GL transactions.
3. These are all details that are synced with SageOne, they can only be edited in sage but are used in DataTill.

 Navigate to Billing >SageOne Data >List of Bank Accounts.

Navigate to Billing >SageOne Data >List of Item Categories.

Navigate to Billing >SageOne Data >List of Items.

Navigate to Billing >SageOne Data >List of Item Customers.

Navigate to Billing >SageOne Data >List of GL Transactions.

SageOne Sync queue

1. Go to Billing > SageOne Data > Sync Queue.

2. Any records that do not sync successfully will be listed here.

3. You can try and sync items individually by clicking on the little refresh button on each row.

4. Check the sync queue regularly to see if there are any syncing errors.

3. Product Pricing
3.1. Product Types:

1. Go to Billing > Products > Product Types.

2. These are basically product groups.

3. Each type is dependent on a SageOne category; therefore, the product type needs to first be created in SageOne and then created here.

3.2. Non-Data Products:

1. Go to Billing > Products > Non-Data Products.

2. Click on  to create a product.


3. Add you desired product. There can be many products for each product type.

4. Each Product is linked to a Sales Account, these Sales accounts come from SageOne, and so if you need a sales account not listed then it needs to be created in SageOne.

5. Products cannot be disabled for selection.

6. Make sure to add in a product cost.

7. When all information is filled in make sure to click the  button.

3.3. Data Products:

These are just your Radius Data Packages.

1. They can be added by either going to Data > Data Products or Billing > Products > Data Products.
2. Click on  to add a data packages.

3. See the Radius Guides on how data packages work.

3.4. Data Pricing Matrix:

Please refer to the Radius Guide for a better explanation of this.

This page is part of Radius. The data pricing matrix is an easy way to create and manage related Radius data products. Each pricing cell represents a radius data package. Each row the unshaped button just adds a ‘U’ or S to the end of the product code for the data packages. You can view the various product codes by hovering your mouse over the cells.

4. Finance
4.1. Invoices:

To get to invoices navigate to Billing > Invoices.

In the screenshot, you can see the invoices page. It gives you a list of all the invoices that have been created. To create an invoice, click on the  button.

Example:

While the invoice is still in draft status, you will be able to “editthe invoice details as well as “Remove Invoices.

Once an invoice has been created, it has to be generated. To do this, click on this button.  Once generated, the invoice will be synced with Sage one and DataTill will generate a .pdf version and email it to the client. Once the invoice has been generated, you will not be able to edit it again which is why you need to be sure that the invoice is 100% correct before pressing the generate button.

To send the invoice to the client, you can:

  • Download the invoice by clicking on  and add it to your ticket.
  • Click on  to send it to the client or an alternative email address.

4.1.1. Creating a New Invoice:

The important thing to remember when creating invoices is to add the analysis codes. You can add these by scrolling all the way right on the invoice pop-up screen. The analysis codes are usually as follows: High site, Jobs, and Projects. You can, however, change the analysis codes according to your needs in the accounting integration settings. The analysis codes need to be set up in Sage One first though and will then be imported from Sage One to DataTill.

1. Start by going to Billing > Invoices.

2. Click  to bring up the create invoice menu.

3. Select the Customer that is being invoiced.

4. Select the Payment Method.

5. Make sure the Invoice Date and the Due Date is correct.

6. Add a Customer Reference if necessary (this could be a ticket number in most cases).

7. Add the Product Type on the first tab.

8. Then add the Product on the second tab.

9. Double check if the Prices are correct.

10. You can bill the same product more than once by increasing     the Qty from 1 to how many you need.

11. Click  to add another Product line.

12. You can select a Category if necessary.

13. You can type an Invoice Message if necessary.

*If the Select Customer menu does not work properly then try using Google Chrome. Make sure that there is a minimum transaction date set in the accounting integration settings. For the customer reference, try using the ticket number if a ticket exists.

4.1.2. Recurring Invoices:

Recurring invoices are invoices that are repeatedly created at a set date and for a set period. DataTill will only generate recurring invoices for clients who have a constant month to month service with you. The product for which you would like to invoice must also be listed in DataTill.

All the Recurring Invoices will be auto generated at the specified date you choose for your billing run. Please see the screenshot below to see what fields a recurring entry has. Recurring invoices can be used for the following examples.

  • Monthly capped or uncapped packages.
    • Monthly domain renewals.
    • etc.

4.1.3. Recurring Billing Entries:

To get here navigate to Billing > Recurring billing > Billing entries.

Example:

1. Go to Billing > Recurring Billing > Recurring Billing Entries.

2. Click  to add a recurring entry.


3. Select the Customer for which the recurring billing is.

4. Select the Product Type.

5. Select the Product.

6. Select a Category if necessary.

7. Type in a Description of the recurring billing if necessary.

8. Set a Start Date for the recurring billing.

9. Set the Interval for the recurring billing (Weekly, Monthly, Bimonthly, Quarterly, and Bi Yearly, Yearly).

10. Set the End Date for the recurring billing.

11. Set the Recurring Amount.

12. You can add a Discount if necessary.

13. Enable or disable the recurring billing by clicking on the on/off switch if in use or not.

  Then once all this has been done click  to add the recurring entry.

 4.1.4. Recurring Billing Summary:

To get here Navigate to Billing > Recurring Billing > Recurring Billing Summary.

4.1.5. Recurring Billing Summary by Product Category:

To get here Navigate to Billing > Recurring Billing > Recurring Billing Summary by Category.

4.2. Credit Notes:

Credit notes work similar to invoices in DataTill, so they also need to be generated. To generate a credit invoice, you need the “modify accounting adjustments permissions”.

Once generated the credit note will be pushed through to Sage and the customer will be sent the credit note.

To get here Navigate to Billing > Credit Notes.

1. Go to Billing > Credit Notes.

2. Click on  to create a Credit Note.

3. Select the Customer for which this credit note is for.

4. Select the Original Invoice that needs to be credited.

5. Set the Credit Note Date.

6. If there is no original invoice then you can manually add the products in the Product Line by adding the Product TypeProductDescriptionQuality, and Including Price.

 

4.3. Adjustments:

Adjustments are used to load balance brought forward etc.

1. Go to Billing > Adjustments.

2. Click on  to create an Adjustment.

3. Customer Age Analysis will show when customer is selected.

4. Select the Customer that requires the adjustment.

5. Add a Customer Reference if necessary.

6. Add a Description for the adjustment.

7. Add Comments if necessary.

8. Select Categories that are related to the adjustment.

9. Set Analysis Codes if necessary.

10. Set the Adjustment Date.

11. Select the Affected Account (SageOne Account).

12. Select the Vat Type if not using the default vat rate.

13. Type in the Total of the adjustment.

4.4. Write-Offs:

1. Go to Billing > Write Offs.


2. Click  to add a write off.

3. Select the Customer that needs the write off.

4. Add in a Customer Reference.

5. Add in a Description for the write off.

6. Add in a Category if necessary.

7. Add in Labels if necessary.

8. Set the Write Off Date.

9. Set the Total of the write off.

10. Click  to create the write off.

4.5. All Documents:

Go to Billing > All Documents.

This is a list of all the finance documents in DataTill. i.e., Invoices, Credit Notes, Adjustments and Write Offs.

4.6. Age Analysis:

Go to Billing > Age Analysis.
Age analysis gives you a clear overview of the customers that has paid their accounts as well as customer’s accounts that is overdue.

5. Finance in the customer menu

these are the finance forms found in the customer menu.

Go to customers >Total Usage List >Edit customer button  and the forms will be at the bottom right of the page. The Finance info in the edit customer screen.

Go to the customer menu. (Go to Customers > Edit Customers and search the customer’s name or code)

5.1. Billing Details:

Each customer has a default highsite. This will be the default highsite selected for invoices.

5.2 Age analysis in customer menu:

All the invoices pertaining to the customer can be viewed here.

6. Debit-Run Batches

Generate Debit Batches:

1. Go to Billing > Debit Run Batches > Generate Debit Batches.

2. Select the Debit Date month and year.

3. Add in a Batch Description.

4. Set the Invoices from an Invoices Till date.

5. Click button to generate the batch.

6. Click on the blue Batch Breakdown button to download the debit batch in .csv format.

7. Note: that you can click  to re-generate the debit batch if necessary.

7. Customer Portal

Here is a snapshot of what billing information the customer can see in the customer portal. The customer must log into the portal and click on the billing tab.