How to create a scheduled bill/charge?

A Scheduled Bill is a bill created with a future invoice date and the system automatically charges the customer on the due date set by the user

When to use a Scheduled Bill?

Use a Scheduled Bill when you want to issue a bill against the customer on a future date rather than immediately.

How does a Scheduled Bill appear on the system?

In TJ Ops, a Scheduled bill 'entry' is shown with a Draft status and remains in this status until the Invoice Date is reached, after which the status changes to Unpaid.

An invoice number is generated only when the bill is issued on the Invoice Date set by the Ops user.

A scheduled bill entry with a draft status and no invoice number

Dates associated with a Scheduled Bill

A Scheduled Bill involves the following key dates:

Invoice Created Date: The date on which the Scheduled Bill entry is first created by the ops user. At this stage, the bill remains in the Draft status and does not have an invoice number.

Invoice Date: The future date on which the bill is issued in the system, as set by the ops user. When this date is reached, the bill moves from Draft to Unpaid , and an invoice number is generated.

(This is same as the Finalisation Date.)

Due Date: The date on which the payment attempt is made.

How to create an Scheduled Bill on the system?

Go the Bill submodule in the Finance Module.

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

Fill in the details of the customer/booking to be charged in the Create Bill page:

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.

Select Automatic Payment from the Bill Type dropdown.
Set the Invoice Date - the date and time when the bill will be issued.
Set the Due date - the date and time when the payment will be attempted via customer's payment provider.
Select the payment method
Select the items to be charged by clicking + Add Line Item
(Optional) add notes to the bill, if needed and save it by clicking + Add note
Click Create Bill to finalise the scheduled Bill.

Limitations & Considerations

Can a Scheduled Bill be cancelled after creating it?

A Scheduled Bill cannot be cancelled while it is in Draft status.

Only bills with an Unpaid or Paid status can be cancelled. To cancel a Scheduled Bill, you must wait until the Invoice Date, when the bill status changes from Draft to Unpaid, and then issue a Credit Note against the Unpaid bill.

Can a Scheduled Bill be edited or deleted while being in the Draft status?

Editing and Deleting a Scheduled Bill while it is in Draft status is currently not supported. This capability is under development and will be available in a future release.

Article by Roshel Jose

Please note:

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.
Some features and functionalities may require configurations or additional development to work in your environment. Please speak to us if you have any questions.