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learning center  >  ACCOUNTING - UNOFFICIAL ACCOUNTS  >  Unofficial Accounts – Running a Bill

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Unofficial Accounts

Topics Discussed Below

Viewing Your Billing History

Rolling Back a Billing Cycle

Exporting Your Billing History

Running a Bill - Unofficial

Within Billing Cycle History, you can view the bills have are completed or are in the process of completion for all cycles. You can also generate or schedule a bill for a cycle.


! You cannot generate a bill on a cycle if there is already one in place. If this is the case, you must Rollback the current bill to generate another.  See Billing History – Official à Rolling Back a Billing Cycle.  

Viewing Billing History

1.       Click the Accounting menu.

2.       Within the Navigation pane, click Accounts and then Unofficial Accounts.

3.       Click the plus sign (+) next to Unofficial Accounts to access the submenus. Click Run Bill Requests – Unofficial.  A list of the bills you have asked CES to run populates within the pane on the right-hand side of the screen.

4.       To view the complete information, double-click any row.

5.       The General – Billing Cycle History window opens. The top pane displays the same information as listed above while the lower pane breaks the bill down based on account.

6.       To view the complete account information, double-click the row. The General Account’s window opens. To return to the General – Billing Cycle History window, click the X in the upper right-hand corner of the account.

7.       To view the complete account information, double-click the row. The General Accounts window opens. To return to the Billing Cycle History window, click the X in the upper right-hand corner of the account.

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Run Bill

Before you can run a bill, you must set-up your Billing Cycle; this determines the dates of the billing period, run month, run date and due day of the bill. Each bill run is determined by the billing cycle. 

! Within the Billing Cycle Plan, there is a Run Month and Run Day. These determine when cairs.net is allowed to generate the bill. For example, if you have the following scenario:

Bill Start Date – January 1                                                     Bill End Date – January 31

Run Month – February                                                                      Run Day – 6

All charges between the 1st and 31st of January are included in the bill.

The bill cannot be generated before February and not before the 6th. This allows you to review and correct any issues with accounts, if necessary.

If you put a request to generate the bill before February 6th, the bill will not generate until the 6th. You will see the request as Not Yet Started, on the 6th you will see a In process status.  

If you put click on the Run Bill link on the 7th, the bill runs right away, there is no wait time.

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Unofficial Accounts.

3.     Click the plus sign (+) next to Unofficial Accounts to access the submenus. Click Run Bill Requests – Official.

4.     Before the list of bills generated or are in the process of being generated are populated in the pane to the right you must click the Show All button. The most recent bills appear at the top of the list.

! Before you run a bill, it is a good idea to make sure that no other bills relates to the billing period. Pay close attention to the Status column, this column displays whether the bill is completed, in process, or not yet started.

5.     Within the Actions pane, click the Run Bill – Unofficial link

Once you click the link, a message box appears.   As stated in the message, the bill runs based on the billing cycle’s run month and run day. You have the option of viewing the cycle plan by clicking the View Cycle Plan button.  

6.     Click on Yes to continue the run bill process, this process may take several hours to complete.

7.     A status box appears with the following information:

·         Bill Status

·         Processing # of #

·         Accounts Billed

·         Account Failed

·         Account Current

·         Accounts Unassigned

·         Accounts Closed and Suspended

9.   The status box stays open until the bill is completed. To view the complete details of the bill, click the View Details button. This General – Billing Cycle window opens. This window displays three panes of information:

·         General Information – this pane displays the status of the bill, including start time, total accounts processed, total bills succeeded, total bills failed, to name a few fields.

·         Bills Generated – once cairs.net generates a bill for an account, the account number lists within this pane. The pane displays such information as total payments, total charges, etc.

·         Failed Bills – if cairs.net is unable to generate a bill for an account, the account number displays within this pane. Any additional information that cairs.net can provide also displays.

10. To make sure you are viewing the most current information, click the Refresh button within the Actions ribbon group.

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Schedule a Bill

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Unofficial Accounts.

3.     Click the plus sign (+) next to Unofficial Accounts to access the submenus. Click Run Bill Requests – Official

4.     Before the list of bills generated or are in the process of being generated are populated in the pane to the right you must click the Show All button. The most recent bills appear at the top of the list.

! Before you schedule a bill, it is a good idea to make sure that no other bills relates to the billing period. Pay close attention to the Status column, this column displays whether the bill is completed, in process, or not yet started.

5.     Within the Actions pane, click the Schedule Bill – Unofficial link

Once clicked the following popup becomes available:

6.     To schedule the bill for a future date, click on the dropdown arrow to access a calendar. There are two ways to change the date:

·         Click the right or left arrow, and once at the appropriate month and year, click the number to select the date.

·         Click the month name, a list of the months opens, from the list select the appropriate month. To change the year: click the year to access a set of up and down arrow, use the arrows to select the appropriate year. Once at the appropriate month and year, click the date.

Within either selection, the date appears in the box.

7.   Once you have the appropriate date, click the Schedule button.

8.   Alternately, click the Cancel button to not schedule the bill and return to the Accounting menu. 

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Deleting your Billing Cycle History

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts and then Unofficial Accounts.

3.     Click the plus sign (+) next to Unofficial Accounts to access the submenus. Click Run Bill Requests – Unofficial.

A list of the bills you have asked CES to run populates within the pane on the right-hand side of the screen.

4.     Within the list, highlight the cycle that you want to delete.

5.     Within the Actions pane, click the Delete Billing Cycle History link

6.     A message box opens asking if you really want to delete the history, within the box click Yes to continue or No to cancel the operation.

7.     Once you click yes, the cycle history is removed from your database.

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