Single bill adjustment

A comprehensive guide to managing bill adjustments within a billing term, from initial draft review to final processing.

Adjustments are a critical part of the billing lifecycle in BillSpree. They allow administrators to correct errors, apply manual credits, or modify usage data before a bill is finalized and posted to the customer.

1. The Adjustment Lifecycle

The adjustment process ensures that every change is captured and recalculated correctly through the plan’s pricing modules.

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2. Step-by-Step Instructions

Step 1: Access the Term Records

Navigate to BillSpree > Billing Ops > Terms. Find the active term and click on it to view the list of draft bills.

Step 2: Open the Adjustment Modal

For any bill in Draft status, click the three dots (⋮) in the rightmost column. Select Make Adjustment from the menu.

Step 3: Entering Data in the Adjustment Modal

The adjustment modal allows you to modify specific components tied to the subscription:

• Manual Components: Enter positive or negative values to add fees or apply credits (e.g., Support Credit, Special Discount).
• Metered Readings: Override the current meter reading if the automated upload was incorrect.

[!TIP] Always provide a reason in the Remarks field (if available) for audit tracking.

Step 4: Saving and Recalculating (Process)

After clicking Save, the values are updated in the database, but the bill’s total amount remains unchanged.

This is the most important step: You must Process the bill to recalculate charges from the pricing modules and update the final total.

1. Select the bill(s) you have adjusted.
2. Open the Batch Actions menu.
3. Select Process Bills.

Step 5: Verification and Posting

Verify that the Total Amount now reflects your adjustments. Once satisfied, select the bills and choose Post Bills from the batch actions to finalize them.

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3. Comparison of Actions

Action	Result	Reversible?
Save	Updates inputs but NOT the total amount.	Yes
Process	Recalculates total based on new inputs.	Yes (Re-adjust & Re-process)
Post	Locks the bill and generates an Invoice.	No (Requires Credit Note)

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4. Common Troubleshooting

• Adjustment button is missing: The bill is likely already ‘Posted’ or ‘Paid’. Adjustments are only allowed on ‘Draft’ or ‘Processed ‘records, not on ‘Posted’.
• Amounts didn’t update after Save: You missed the Process step. Run Process Bills to see the new totals.
• Negative values not saving: Check if the component configuration allows negative values in Billing Setup > Packages.

1. The Workflow Overview

The adjustment process is a bridge between automated data collection and final invoice generation. It allows administrators to “override” or “add” values before they are finalized.

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3. Summary of Terms

Term	What it means
Configurable	You decide which “lines” on the bill can be typed in manually.
Manual Component	A blank line on the bill for entering any dollar amount.
Draft	A “pencil version” of the bill that hasn’t been sent yet.
Adjustment	Using the “Correction Pen” to fix a line on the draft.
Processing	Telling the system’s calculator to update the total based on your changes.
Posting	”Printing the bill in ink” so it can no longer be changed.

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For Example:

BillSpree Adjustment & Billing Workflow

This guide provides a practical walkthrough of how Packages, Plans, and Adjustments work together using a real-world example.

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1. Concept Definitions

Term	Role in the System	Layman Definition
Package (Service)	The “Bucket”	Defines what items can appear on a bill (e.g., Rent, Fees, Credits).
Plan	The “Price List”	Defines the cost of each item in the Package.
Adjustment	The “Correction Pen”	A manual override for specific components marked as ‘Manual’ in the Package.

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2. Example Scenario: Fiber Internet Service

Setup Configuration

• Package: Fiber Home Plus
• Plan: Monthly Rent = $50, Router =$5.
• Adjustment Points: We added a component called “Support Credit” and set its type to Manual.

The Problem

A customer had 3 days of downtime. The support team promised a $15.00 credit. We need to adjust their bill before it is sent.

The Flow Diagram