Adjusting the Billing Amount with Manual Entries

An organization may want to adjust the billing amount through ad hoc entries. Billing enables you to do this operation at the billing schedule detail (BSD) level. When the BSD is approved, the amount is rolled up to the respective billing schedule record (BSR) and then to the billing header (BH). When invoicing is done, the BSR is invoiced with the fee amounts from the system-generated and manually inserted BSDs.

This feature is beneficial for:

Organizations that use Conga services to bill, but not to invoice.
The invoice users who want to do manual adjustments at the billing level.

Warning: This feature is not supported for evergreen and usage products.

Prerequisites

The BSR for the corresponding BSD must be in a pending billing status.
The price type is either One-Time or Recurring.
Allow Adjustments in Billing setting is set to True in the Billing Settings.

When you initiate the process, Billing creates new BSDs with the required fee amount. The fee amount can be a positive or a negative value. After the approval of the BSDs, the total fee amount (from the system-generated and manually inserted) BSDs is rolled up to BSRs which can be invoiced. The billing header shows the total adjusted amount as a separate entry.

Warning: To learn more about how Billing works on the Conga Platform, study its architecture in Understanding the Billing Architecture on Conga Platform.

To adjust the billing amount

Bill a Billing One-Time Products or a Billing Recurring Products product. Call the Adjust Amount API to adjust the billing amount.

Warning: Contact your administrator to make this functionality available in your application so that upon clicking a button you can call the billing service API.
Enter the BSR ID for which you want to perform this operation.
Enter the Description and the Actual Fee Amount. The fee amount can be a positive or a negative value.

Billing creates BSDs under the BSRs with the required fee amount. The Category field is updated to Adjustment, and the Description field is updated with the supplied value. The amount from the BSDs rolls up to BSRs after they are approved.

Example

If you configure a recurring order line item with the following details and start billing, Billing creates one billing header, 12 billing schedule records, and 12 billing schedule details.


Order No.	Order Line No.	Product	Price Type	Billing Frequency	Start Date	End Date	Quantity	Per Unit price	Net Price	Selling Term
O-1	1	Services	Recurring	Monthly	01 Jan 2024	31 Dec 2024	1	USD 1200.00	USD 1200.00	1.000

The billing header uses the information from the order line item and contains the following data. The Billing header shows the total adjusted amount (subject to the approval of the BSDs).


Billing Header ID	Order Ref. No.	Order Line No.	Product	Price Type	Billing Frequency	Total Adjusted Amount	Billing Rule	Start Date	End Date	Quantity	Net Unit Price	Selling Term	Bill To	Pricing Source	Billing Preference
BH-1	O-1	1	Services	Recurring	Monthly	USD 75.00	Bill In Advance	01 Jan 2024	31 Dec 2024	1	USD 1200.00	1.000	ABC Corporation	Order Line Item	Billing Preference

Billing schedule records are generated:


Billing Schedule Record No	Billing Header ID	Period Start Date	Period End Date	Actual Fee Amount	Ready for Invoice Date	Status
BSR-1	BH-1	01 Jan 2024	31 Jan 2024	USD 100.00	01 Jan 2024	Pending Billing
BSR-2	BH-1	01 Feb 2024	29 Feb 2024	USD 100.00	01 Feb 2024	Pending Billing
....	....	....	....	....	....	....
BSR-11	BH-1	01 Nov 2024	30 Nov 2024	USD 100.00	01 Nov 2024	Pending Billing
BSR-12	BH-1	01 Dec 2024	31 Dec 2024	USD 100.00	01 Dec 2024	Pending Billing

Billing schedule details are generated. Consider that the BSDs are approved so that the fee amount will roll up to BSRs and BH.


Billing Schedule Detail No	Billing Schedule Record No	Record Type	Period Start Date	Period End Date	Category	Actual Fee Amount	Status
BSD-1	BSR-1	Regular	01 Jan 2024	31 Jan 2024	Fee	USD 100.00	Approved
BSD-2	BSR-2	Regular	01 Feb 2024	29 Feb 2024	Fee	USD 100.00	Approved
....	.....	....	....	....	....	....	....
BSD-11	BSR-3	Regular	01 Nov 2024	30 Nov 2024	Fee	USD 100.00	Approved
BSD-12	BSR-4	Regular	01 Dec 2024	31 Dec 2024	Fee	USD 100.00	Approved

Suppose you want to add some manual entries to adjust the amounts of BSR-2 and BSR-11 by supplying the following details:


BSR ID	Adjustment Amount	Description
BSR-2	USD 20.00	Additional service charge-1
BSR-2	USD 30.00	Additional service charge-2
BSD-11	USD -25.00	Additional service charge-3
BSD-11	USD 50.00	Miscellaneous

Once you initiate the process, two new BSDs are created under BSR-2 and BSR-11 each. The new BSDs have the category marked as "Adjustment".


BSR ID	BSR Fee Amount	BSD ID	Period Start Date	Period End Date	Category	Description	Actual Fee Amount	BSD Status
BSR-2	USD 150.00	BSD-2	01 Feb 2024	29 Feb 2024	Fee	Null	USD 100.00	Approved
		BSD-2.1	01 Feb 2024	29 Feb 2024	Adjustment	Additional service charge-1	USD 20.00	Approved
		BSD-2.2	01 Feb 2024	29 Feb 2024	Adjustment	Additional service charge-2	USD 30.00	Approved
BSR-11	USD 125.00	BSD-11	01 Nov 2024	30 Nov 2024	Fee	Null	USD 100.00	Approved
		BSD-11.1	01 Nov 2024	30 Nov 2024	Adjustment	Additional service charge-3	USD -25.00	Approved
		BSD-11.2	01 Nov 2024	30 Nov 2024	Adjustment	Miscellaneous	USD 50.00	Approved

The entries are added to the intended BSRs.

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Adjusting the Billing Amount with Manual Entries

To adjust the billing amount

Example

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