NetSuite Billing Operations

by | Nov 5, 2024 | NetSuite for Administrators | 0 comments

The NetSuite Billing Operations feature allows you to create and run billing operations, such as a bill run or a credit memo run. With this feature, you can also set up billing operation schedules, establish pre-defined billing groups, and group invoices. Let’s take a look at this feature and how you would set it up.

Setting Up NetSuite Billing Operations

Enable Features

First, you’ll need to enable the NetSuite Billing Operations feature, which you can do on the Billing section of the Transactions tab in Enable Features. After enabling the feature, your two go-to places for billing operations will be located under Transactions > Billing > Process Billing Operations and Transactions > Billing > Schedule Billing Operations. If you’re running operations using the A/R Clerk role, then you’ll find these options under Billing > Billing Operations.

Create a Billing Group

When you do bill runs or create billing schedules, you have the option to select a customer billing group. So if you plan to use billing groups, you can create them at Lists > Relationships > Billing Groups.
Create a static or dynamic NetSuite billing group

Here, choose what kind of group you will create, whether static or dynamic. A static group can be updated manually, while a dynamic group pulls its data from a saved search. We’re going to look at creating a static group, but the process will be similar for either one.

Create a static NetSuite billing group

On the header level of the Create Static Customer Group page, name your group and set any restrictions on the group, such as restrictions about who can edit the group and restriction on item sets that are excluded from the group. Then, scroll down to the Members tab and add members to this group. When the group is completed, save the record.

Add members to static NetSuite customer billing group

Processing a Billing Operation

Let’s look at the basic way you would process a billing operation. Navigate to Transactions > Billing > Process Billing Operations.
Create a NetSuite billing operation

At the top of the page, enter a brief description of the run and verify that the bill run As Of date is accurate for this run. By default, today’s date will be selected. The Billing Operation Options section let’s you choose exactly what kind of billing operation you want to perform. Your options are (1) doing a standard bill run, (2) doing an off-cycle bill run if you need to do a bill run before the next bill cycle date, and (3) grouping invoices. If you are doing a bill run and grouping invoices, you may want to select the checkbox Do Not Apply Grouping for Bill Run. This will ensure that the new invoices created in the bill run are not grouped. Then, under the Customer field group, define who you want this bill run to apply to.

Bill run billables and communication
At the end of the page, you can choose what billables this run will apply to, whether time, expenses, items, and sales orders. Under the Communication section, either select your preferences for communicating bills with your customers or leave the default selection of “Respect Customer Preference.” Then, hit the Run button at the top of the page.

Setting Up Billing Schedules

You may want to set up billing schedules that will run on a predetermined day and time. Let’s take a quick look at how to set that up. Navigate to Transactions > Billing > Schedule Billing Operations. A creating a billing operation schedule is similar to doing a normal bill run, with one exception: the Schedule section.
Create a NetSuite billing operation schedule
On the Schedule field group, you can set the recurrence frequency for this bill run, determine how often it will run, and select the next date and time. Then, fill out the rest of the billing schedule criteria and save it. Your billing schedule is now all set to run eligible bills automatically.

Conclusion

The NetSuite Billing Operations feature streamlines the process of creating and scheduling bill runs. If this is a feature you would like to begin using in your account or if you have any other NetSuite needs, SuiteRep would love to come on board and help. Our diverse NetSuite experience enables us to provide NetSuite solutions tailored to your unique needs. Contact us to get the conversation started.

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Additional Resources

Billing Operations

Billing or Invoicing a Sales Order