How to create an immediate bill/charge?

An Immediate Bill is a manual bill used that can be issued to a customer or a booking immediately. The payment for an immediate bill depends on the due date and time set by the user.

When to use an Immediate Bill?

Use an Immediate Bill when you want to issue a bill to the customer right away, without waiting for the next billing cycle.

Immediate Bills are commonly used for

• One-off charges, Ad-hoc charges
• Fees or Penalties that must be collected immediately
• Charges added outside the regular subscription cycle
• Charges that require immediate settlement and so on.

Once created, the bill automatically charges the customer and records the payment.

How to create an immediate bill on the system?

1. Go the Bill submodule in the Finance Module.

2. Click on + Create Bill on the top right side of the screen.

3. Fill in the details of the customer/booking to be charged in the Create Bill page:
4. You can choose to charge a customer with a specific booking or a customer without linking the charge to any booking.

• To charge a specific booking of a customer, click Select Customer and then choose the relevant booking by clicking Select Booking.

Alternatively, you can select the booking directly using the Select Booking field.

• To charge a customer without linking the bill to a booking, select only the customer and leave the Select Booking field empty.

5. Select the Bill type as Automatic Payment from the dropdown. The Invoice Date will show a greyed out  "Invoiced on creation" text and Due By Date fields will populate the current date and time automatically.

A blue Bill Summary box appears at the bottom immediately, giving you the summary of the options you've chosen.

6. Choose the customer's payment method from the dropdown:

7. Click + Add Line Item to add charges against the customer.

8. (Optional) You can add a note to the bill if needed.

9. To issue the bill to the customer immediately, click Create Bill.

Please note, the Save as Draft functionality is currently being developed and will be released in phases. Currently, this will behave as a scheduled bill.

10. After creating the bill, a green toast notification appears at the right corner of the screen and the newly created bill can be seen:

Immediate Bills are tagged as “Additional”, indicating that they are manual, separate, one-off charges.

The bill is initially marked as Unpaid and will automatically update to Paid once the payment is successful. If the payment fails, the status will remain Unpaid after the due time shown on the bill (in this example, in 11 hours).

While the bill is in Unpaid status, the due date displayed in black indicates when the payment attempt will be made. No actions can be performed until the due date has passed, after which the due date will appear in red

Article by Roshel Jose

Please note:

1. The JRNY platform is constantly evolving and new features and functionalities are added all the time. We are constantly updating the Knowledge Base, but some instructions and/or images you see in these articles may vary slightly from what you can see in your own environment. Get in touch with support@tomorrowsjourney.co.uk when in doubt.
2. Some features and functionalities may require configurations or additional development to work in your environment. Please speak to us if you have any questions.