Month-end Billing run:
How to complete month end billing video: https://youtu.be/bsaWSZ86Cxk
Introduction:
The document outlines the monthly billing process in DataTill. It includes eight steps, each explained in detail. To begin, navigate to Billing and select Month-End Processing.
On the month-end processing screen, you will see all the necessary “information” that needs to be completed as well as the “steps” that need to be taken to complete the billing run.
Note that should you feel the need, you can run this process twice in one month. All customers who have already been successfully billed will not be billed for a second time.
Step 1: Set the dates:
Start the billing run by setting and checking that all the dates are correct. Once you are done, click on the “Update” button found in the corner on the right-hand side of the page.
Start by selecting the current billing period—this refers to the month you want to run billing for. Once selected, review the remaining settings to ensure everything is configured correctly before proceeding.
| Orange: | This setting determines the final date of the billing period—the cutoff for which invoices are included. It must be set before your first billing run and will remain consistent each month, as it affects the billing range. |
| Red: | You’ll be able to view the current service period, which defines how services align with the billing cycle. Options include: Same month as billing period 1 month before billing period 1 month after billing period 2 months after billing period This configuration must be set before your initial billing run and will remain consistent each month, as it directly impacts invoice timing and billing logic. |
| Pink: | In this section, you can view the billing range—the specific date span during which invoices are eligible for inclusion. This range is directly determined by the month-end cut-off date configured earlier in the setup. |
| Purple: | Here, you will be able to see what the date on the invoices will be. |
If any of these settings or dates needs to be changed, you will be able to do this from your billing setup screen. If you are happy with these settings, click on the “Update” button.
Step 2: Create Recurring Billing Entries:
Once you’ve reached this step, click the “Generate Recurring Billing Entries” button. This action refreshes all customers’ recurring billing details to ensure they’re accurately included in the upcoming billing cycle. It acts like a sync point—refreshing the data without creating draft or final invoices just yet. It’s a preparatory move before proceeding to actual billing generation.
After the refresh is complete, a confirmation message will appear and the updated customer billing entries will be displayed. This indicates that all recurring billing data has been successfully prepared for the draft invoice generation phase. It’s important not to skip or interrupt this step, as it ensures billing accuracy and consistency across all accounts.
A list of all the recurring billing entries can be seen by going to Billing > Recurring Billing > Recurring billing entries.
At this stage, the screen will display a list of all recurring billing items. Each entry will show the associated customer profile and the corresponding product pricing. The “Generate Billing” button located in the black section of the interface serves the same purpose as the “Generate Recurring” button used earlier in step 4—it refreshes and prepares recurring billing data for the invoicing process.
Step 3: Generate Invoices:
Once all billing entries have been refreshed, proceed by clicking the “Generate Invoices” button. This will create the draft versions of all monthly invoices. These drafts are editable and allow for final checks or adjustments before being sent to customers—offering flexibility while keeping the billing workflow in motion.
Next, you will need to click on the on the “Generate Now” button found on the pop-up screen.
Once all the draft invoices have been generated, you will see the following screen.
Note: A list of all DRAFT invoices can be found by going to “Billing” > “Invoices.”
Once the screen is done loading, you will be able to see all the draft invoices that have been generated.
Step 4: Push to Sage:
Once all invoices have been reviewed, they must be pushed to SageOne. This action finalizes the invoices, triggers customer delivery, and locks further editing. To ensure accuracy and maintain quality control, it’s recommended to push invoices in separate batches using filters such as labels, categories, billing groups, customer groups, or specific payment methods. This allows for better oversight and exception handling during the sync process.
4.1. Pushing Selected to Sage:
The first red button at the top of the screen, labeled “Push Selected to Sage,” will only push the currently visible invoice lines to SageOne. For example, if you need to push 200 invoices but can only see 50 on your screen, only those 50 visible entries will be pushed. To manage this, adjust the number of visible rows in the blue section to ensure all required invoices are displayed before initiating the push.
After clicking on the “Push Selected to Sage” button, you will see the following pop-up screen. Click on the “Push Now” button to push the selected invoices to SageOne.
The selected invoices will then start to be pushed through to SageOne.
4.2. Push all to Sage > Invoices Screen:
The second red button at the top of the screen—“Push All to Sage”—allows you to push all invoices at once to SageOne. Alternatively, you can filter and push invoices based on their payment method, offering greater control and precision in how the data is synced. This method is especially useful for batch management when dealing with high volumes or diverse billing preferences.
To start, click on the “Push All to Sage” button. On the pop-up screen, choose the payment type you want to push, and then click on the “Push Now” button.
4.3. Push all to Sage > Month-end Processing Screen:
The third method allows you to push all invoices at once without performing any quality control checks. While this approach isn’t incorrect, it’s recommended to verify invoices beforehand to ensure accuracy. To proceed with this method, go to the Month-End Processing screen. Once the page has fully loaded, click on the “Push to SageOne” button to initiate the bulk sync.
Click the “Push Now” button on the pop-up screen.
4.4. How do I know if the invoices were pushed successfully:
Once the selected invoices have been pushed through to SageOne, you will see a pop-up screen similar to this one?
Invoices successfully synced to SageOne are marked with a ✅ green tick, while those that failed to sync show a ❌ red cross. These visual cues help you quickly identify which entries require attention. If you encounter any issues or need support with the syncing process, our support team is ready to assist—don’t hesitate to reach out.
Step 5: Generating Debit Order Batch:
Once all invoices have been successfully pushed to SageOne, you’ll need to generate your Debit Order batch—either from the Month-End Processing screen or the Generate Debit Batches screen. The system creates a separate debit batch for each billing run; so if you process one debit order per month, you’ll see a single batch. If multiple debit order runs are scheduled, the system generates a corresponding batch for each. Be aware that previously processed invoices won’t be included in any new debit batches.
5.1. Month-end Processing Screen:
After all invoices have been successfully pushed to SageOne, you will need to generate the Debit Order batch. You can do this by either clicking on the “Generate Direct Debit Batch” button.
After clicking on the “Generate” button, you will see the following pop-up screen. Click on the “Generate Now” button.
Once the debit order batch has completed generating, you will see the following message.
After the debit batch has generated, you will be able to download the debit batch (es) from the month-end processing screen or the generate debit batch screen (section 5.2).
5.2. Generate Debit Batch Screen:
Alternatively, you can generate the debit order batch by going to “Billing” > “Debit Run Batches” > “Generate Debit Batch.”
After the screen has loaded, you will see the screen below. The screen will automatically be filtered according to the specific month’s billing run with which you are busy.
To generate a debit batch from this screen, click on the “Generate Batch” button. You will then see the following pop-up screen:
| Green: | Ensure that you have chosen the correct month. |
| Dark Blue: | Give the batch a name: For example: September batch 20170801 |
| Purple: | Select the first dates from which all invoices need to be included. You can view this date on the month-end processing screen. |
| Light blue: | Select the last date for which invoices need to be included. You can view this date on the month-end processing screen. |
All recurring invoices will be included in the debit batch—even those falling outside the “Invoices Till” date. Once you’ve completed the batch details, click the “Generate Batch” button to proceed. For instructions on downloading the debit batch, please refer to section 6.4.
Step 6: Reconcile and downloading the Debit Order batch:
6.1. Reconcile the debit order batch:
Before downloading and submitting the debit order batch, you will need to check the list for any irregularities as well as ensure that all requested changes have been brought into effect. To do this, go to “Billing” > click on Debit Run Batches >“Debit Batch Details.”
On the following screen, you will see a list of all debit orders that have previously been processed.
| Black: | In this section, you need to choose the date for the debit order details that you want to view. |
| Light Blue: | The customer balance shows the total amount still owed based on age analysis and should be considered before debiting. The total due reflects all Debit Order invoices generated for the current month, while the debit amount is what will be charged—this value must be double-checked, as it doesn’t include any outstanding balances from the age analysis. |
| Green: | This is an example of a perfect debit order line item. You can see that the Total Due is the same as the Debit amount. |
| Red: | In this example, both the customer balance and total due suggest a debit is needed, but the debit amount is set to R0—meaning no transaction will occur. This likely points to a setup or calculation issue, and the entry should be reviewed to ensure the correct amount is submitted in the debit batch. |
| Purple: | In this case, the customer has enough credit to cover the total due, as shown in the “Customer Balance” section. Because the credit exceeds what’s owed, the “Debit Amount” should be set to R0—no debit needs to be processed. |
| Dark Blue: | In cases where you need to change the customer’s “Debit Amount,” you can click on the “Edit” button to change the amount. |
6.2. Editing Debit Order amounts:
In cases where you need to edit the customer’s debit order amount, look for the customer and then click on the edit button 
found on the right-hand side of the screen. After you have clicked on the edit button
, you will see the following pop-up screen.
To update the debit amount, enter the correct value in the “Actual Amount” field and click “Update.” This is usually done for customers with credit or special payment terms.
6.3. Updating the Batch After Changes:
After any changes have been made to debit order amounts, you will need to re-generate the batch. To do this, go to Billing > Debit Run Batches > Generate Debit Batch.” When the screen is done loading, look for the debit order batch you want to regenerate and then click on the orange 
button found on the right-hand side.
After clicking on the “re-generate” 
button, you will see the following button. Click on the “OK” button if you are sure that you want to re-generate the debit batch.
Please note that you should never re-generate a batch after the batch has been submitted to SagePay for processing.
6.4. Download the Debit Order Batch:
To download the debit order batch, click on the blue button found under “Batch Breakdown.”
Once the debit order batch is done generating, you will see the following pop-up screen.
After you have downloaded the debit order batch, it will be in the correct format for you to import the document into SagePay.
Month-End Processing’s Billing Settings Explained:
This guide will explain the month end processing screen, especially the billing settings at the top of the Month-End Processing screen.
To find your Month-End Processing on the screen, go to Billing > Month-End Processing.
You’re billing settings needs to be correct before you can continue to complete your billing run with the month end processing action buttons.
Month-End Processing’s Billing Settings Explained:
If you can’t see the 9 pages in the PDF viewer below, you can view the PDF here: Month-End Processing Settings Explained PDF
See full guide on the billing settings on the month end processing screen here: Month-End Processing’ s Billing Settings Explained
See full video on Month End processing here:
Billing Period Reset Request:
Resetting your billing period is only possible in exceptional cases where monthly processing was done incorrectly or prematurely. To avoid errors, follow each step of the process with care and attention. If you require assistance, contact DataTill support—they’ll arrange help where needed.