Billing Groups

Billing Groups, a required entry on Bill-to Companies, are used for the purposes of credit management and to assist with sales and billing analysis. Credit can be checked at the Bill-to Company level, Ship-to Company level, Billing Group level, or all three for any given customer. If credit checking is enabled for all three levels, orders will be subject to credit hold if the credit check fails at any level. Refer to the Managing Order Terms and Customer Credit page for more information on the credit check process. In regards to sales and billing analysis, the "Billing Group" search field appears on multiple pre-filters throughout the system including Sales > Order Reporting, Customers, and Cash Receipts (formerly Sales Order Payments). In addition, the "Receivables Summary - Billing Group" report, available beginning in version 16.00.041, and accessed via Accounting Management or Sales > Bill-To/Ship-To Management, can be used to display a summary of current and future receivables sorted by Billing Group. See the Using Billing Groups page for information on managing and assigning Billing Groups.

Note: User Field capabilities are available to the Billing Group records.

System Navigation

Sales > Maintenance > Billing Groups

Edit Billing Group form

Opened via the "New" or "Modify" buttons on the Billing Groups form.

Button/Field/Flag	Description
Retroactive	If clicked, any changes to the record selected will be re-assigned to all Sales Orders based on the starting date defined in the button window. In other words, if credit terms are updated for the selected Billing Group and this button is used, all orders with this Billing Group assigned will be subject to the new terms (assuming the record is also flagged to "Use Billing Group Credit Limit"). If the Billing Group is changed on a Bill-to Company record and there are existing orders for that Bill-to Company, the "Retroactive" button will update the existing orders with the new Billing Group. This button changes all Sales Order Types and modifies orders in all statuses including Not Shipped, Shipped, Invoiced, and Paid. Historical copies of these orders are updated as well. Use this button with caution as the action cannot be undone.
Credit Hold	If clicked, manually places the selected Billing Group on credit hold and populates the "Credit Hold Applied" and "Credit Notes" fields. When entering new Sales Orders for Bill-to Companies assigned to this Billing Group, all not shipped Sales Orders are placed on credit hold. When removing the Credit Hold (by clicking this button again), credit hold orders must be manually reviewed and returned to an "Order Type" of "Sales Order".
Name	Name of the Billing Group, which must be unique.
Past Due Days	Number of days that an unpaid invoice can be outstanding before new Sales Orders are put on credit hold for companies assigned to this Billing Group. Example: If Terms are "Net 60", enter "5" in this field to have the system raise a warning when an invoice is 65 days past due. With the proper security, certain Users or User Groups may override this setting.
Never Exceed Days	The maximum number of days that an unpaid invoice can be outstanding before new Sales Orders are put on credit hold for companies assigned to this Billing Group. This cannot be exceeded, even if the user has security to override the "Past Due Days". If the value in this field is reached, new orders must be entered with a status of Credit Hold. Using the example above, if "Never Exceed Days" is "10", the system will not accept orders after a company account is 10 days past due. Should not be less than "Past Due Days".
Due To Ship Days	Defines the number of days that should be subtracted from a Sales Order's "Due To Ship" date to determine if the order is included in credit check calculations. Useful for companies who have future confirmed orders (for example, one year out) that should be excluded from the customer's credit. Example: Assume this field is set to "30", the current date is 06/01/2018, and the below two orders exist: Order 1 Due To Ship Date = 07/31/2018 - this order would not be included in credit check calculations because 07/31/2018 - 30 = 07/01/2018 Order 2 Due To Ship Date = 06/29/2018 - this order would be included in credit check calculations because 06/29/2018 - 29 = 05/31/2018
Credit Master	Dollar amount of open orders and unpaid shipments permitted before new Sales Orders are put on credit hold for companies assigned to this Billing Group. There is security to allow certain Users or User Groups to exceed this limit.
Never Exceed Limit	The maximum Credit Limit in dollars, which cannot be exceeded even if the user has security override to the regular Credit Limit. If the "Never Exceed Limit" is less than the "Credit Limit", it is not used. If both "Credit Master" and "Never Exceed Limit" are zero, then the companies assigned to this Billing Group are permitted no credit.
Credit Hold Applied	Automatically populates with the date of when a Credit Hold is applied.
Credit Notes	Automatically populates when an action such as "Credit Hold" is applied. Displays the date, time, and user who performed the action.
Last Credit Note	The date a note was last added to the account.
Use Billing Group Credit Limit	If checked, activates the credit check for the Billing Group. If not checked, the credit check will fall back on the Credit Limits defined on the Bill-to/Ship-to Company records.
Default	If checked, the selected Billing Group is the default, for use when creating a new Bill-to Company.
Active	If checked, the record is active. Only active records may be used in the system.