The purpose of this article is to explain when a monthly recurring charge is eligible to generate in the system, when a customer's cycle date is eligible for advancement, and when a customer is eligible to appear in the Create Statement queue by default.

Overview

A customer's cycle date in Rev.io drives the creation of its monthly recurring charges and credits. It's used to derive the due date on bills, and it's even used to determine whether a customer is eligible to have a bill generated in the first place.

The below article explains when a customer's cycle date may advance forward, prompting the creation of recurring charges on your customers' accounts in Rev.io. It also discusses how customers become eligible for bills.

Customers - Create Statements

Statements are not automatically created for customers unless specifically set up to do so in your portal. The criteria that determine whether a customer is eligible for to appear in the Create Statement queue is as follows:

Eligibility

The relevant Bill Profile fields are Lead Days and Terms Days, and also Due Day and Cycle Day if a specific bill profile cycle was set up on the bill profile (Settings -> Bill Profile).

Cycle-based billing:

  1. The customer's status is 'OPEN' or 'CLOSED'.
  2. 'Lead Days' plus the current date must be greater than or equal to the customer's current cycle date.
  3. One of the below 2 criteria must be true.
    1. The customer must not have had a bill generate before OR
    2. The customer's current cycle date plus 'Lead Days' must be at least 5 days greater than the customer's most recent statement creation date.
  4. The customer's current cycle date plus 'Terms Days' must be at least 5 days greater than the customer's most recent statement due date.
  5. The customer must be a parent or standard account.
  6. There must exist an unposted charge, credit, or payment with an amount greater than $0.00 on the customer or one of its children.

Daily-based billing:

  1. The customer's status is 'OPEN' or 'CLOSED'.
  2. 'Lead Days' plus the current date must be greater than or equal to the customer's current cycle date.
  3. One of the below 2 criteria must be true.
    1. The customer must not have had a bill generate before OR
    2. The customer's current cycle date plus 'Terms Days' must be at least 5 days greater than the customer's most recent statement due date.
  4. The customer must be a parent or standard account.
  5. There must exist an unposted charge, credit, or payment with an amount greater than $0.00 on the customer or one of its children.

Customer Profile - Billing & Collections - Unposted tab

Monthly recurring charges (MRCs) are generated automatically by the system based on the customer's cycle date. Another relevant field the system looks at is 'Advance Months' on the bill profile.

In order for an MRC to generate on an active product in Rev.io, the below criteria must be true:

  1. The product must not be in a 'DISCONNECTED' status.
  2. The product must be associated with a recurring product type.
  3. The product's 'Billed Through Date' must be less than the customer's current cycle date plus 'Advance Months', all minus 1 day. (Advance Months is usually 0 or 1 for our standard monthly billing customers.)
  4. The line's status must not be 'PENDING'.

Once an MRC has generated for a product, that product's 'Billed Through Date' is advanced by 1 month. No more than 1 month's billed range can be housed in a single transaction, i.e., the 'Billed Through Date' will only advance 1 month at a time until the product is no longer eligible to generate a transaction.

Customer Profile - Cycle Date

Finally, the below explains when a customer is eligible for Rev.io to step forward its cycle date automatically by a month at a time, thereby potentially affecting the processes/queue eligibility in the prior sections of this article.

In order for a customer's current cycle date to be moved forward a month, the below criteria must be true:

Relevant Bill Profile fields are 'Lead Days' and 'Advance Months' (Settings -> Bill Profile).

  1. The customer must be in an 'OPEN' status.
  2. The customer's current cycle date plus 'Advance Months' minus 'Lead Days' must be less than or equal to the current date.

Things to Consider

Customers are not 'flagged' to appear in the Create Statements queue. Each time any user navigates to Customers -> Create Statements, the above criteria are checked in real time against your customer data. If after changing billing rules, you expect a customer to appear in the Create Statements queue, try navigating to the queue from scratch to perform a fresh check against the new billing rules.