Case 7: Regenerate invoice for past term after bill-to contact and payment term change
This use case involves regenerating invoices after updating the bill-to contact and payment terms for subscriptions, correcting errors in previously generated invoices, and ensuring accurate billing information.
In this use case, two subscriptions are created without the bill-to contact and payment term being specified. After the first invoice is generated, both subscriptions are renewed, and the bill-to contact and payment term of one subscription are changed. Then, another bill run is created to generate two invoices. However, the updated bill-to contact and payment term information of the first invoice that has not been paid is wrong. Therefore, all the generated invoices are reversed to correct mistakes. After the bill-to contact and payment term information is corrected, a third bill run is created to generate the correct invoice.
As listed in the following table, two subscriptions are created without the bill-to contact and payment term being specified in the initial version. A bill run is created with the targetDate field as 2022-01-01 and the autoPost field as true. Invoice INV001 is generated for both subscriptions. The default bill-to contact is Ray Lockman and the payment term is Net 30 according to the account settings.
| Subscription | Generated Invoice | ||||||
|---|---|---|---|---|---|---|---|
| Subscription Number | Bill To Contact | Subscription Term | Effective Date | Payment Term | Invoice Number | Bill To Contact | Payment Term |
| S001 | Not specified | 12 Month | 2022-01-01 | Not specified | INV001 | Ray Lockman | Net 30 |
| S002 | Not specified | 12 Month | 2022-01-01 | Not specified | |||
After the first invoice is generated, the Create an order operation is used to do the following updates:
- Renew subscription S001.
- Renew subscription S002 and update the bill-to contact to Steve America and Payment Term to Net 45.
When the order operation is done, the subscriptions are updated as shown in the table below. Another bill run is created with the targetDate field as 2023-01-01 and the autoPost field as true. Then, invoice INV002 is generated for subscription S001 with the bill-to contact as Ray Lockman and payment term as Net 30. Invoice INV003 is generated for subscription S002 with the bill-to contact as Steve America and payment term as Net 45.
| Subscription | Generated Invoice | ||||||
|---|---|---|---|---|---|---|---|
| Subscription Number | Bill To Contact | Subscription Term | Effective Start Date | Payment Term | Invoice Number | Bill To Contact | Payment Term |
| S001 | Not specified | 12 Month | 2023-01-01 | Not specified | INV002 | Ray Lockman | Net 30 |
| S002 | Not specified | 12 Month | 2023-01-01 | Net 45 | INV003 | Steve America | Net 45 |
After INV002 and INV003 are generated, the end customer finds that the bill-to contact of invoice INV001 is wrong, and INV001 has not been paid yet. Therefore, invoices INV001, INV002, and INV003 are reversed.
- Credit memo CM001 is automatically generated during invoice INV001 reversal with the bill-to contact as Steve America.
- Credit memo CM002 is automatically generated during invoice INV002 reversal with the bill-to contact as Ray Lockman.
- Credit memo CM003 is automatically generated during invoice INV003 reversal with the bill-to contact as Ray Lockman.
Note that canceling the Renewal order action is not supported.
Subsequently, another order is created to update the terms and conditions for subscriptions S001 and S002. The bill-to contact is updated to Tom Lee and the payment term is updated to Net 60. When the order operation is done, subscriptions S001 and S002 are updated as shown in the table below. A third bill run is created with the targetDate field as 2022-01-01 and the autoPost field as true. As a result, invoice INV004 is generated for S001 and S002 with the bill-to contact as Tom Lee and payment term as Net 60.
| Subscription | Generated Invoice | ||||||
|---|---|---|---|---|---|---|---|
| Subscription Number | Bill To Contact | Subscription Term | Effective Start Date | Payment Term | Invoice Number | Bill To Contact | Payment Term |
| S001 | Tom Lee | 12 Month | 2023-01-01 | Net 60 | INV004 | Tom Lee | Net 60 |
| S002 | Tom Lee | 12 Month | 2023-01-01 | Net 60 | |||
Another order is created to update the terms and conditions for subscription S002. The bill-to contact is updated to Steve America and the payment term is updated to Net 45. After the order operation is done, a fourth bill run is created with the targetDate field as 2023-01-01 and the autoPost field as true. As a result, invoice INV005 is generated for S001 with the bill-to contact as Tom Lee and payment term as Net 60, and invoice INV006 is generated for S002 with the bill-to contact as Steve America and payment term as Net 45.
| Subscription | Generated Invoice | ||||||
|---|---|---|---|---|---|---|---|
| Subscription Number | Bill To Contact | Subscription Term | Effective Start Date | Payment Term | Invoice Number | Bill To Contact | Payment Term |
| S001 | Tom Lee | 12 Month | 2023-01-01 | Net 60 | INV005 | Tom Lee | Net 60 |
| S002 | Steve America | 12 Month | 2023-01-01 | Net 45 | INV006 | Steve America | Net 45 |