When your account bills training providers for the work they do on your behalf, each related application, course registration, and exam registration has a training-provider billing status. This article explains the four statuses, when Rhythm sets them automatically, and how you can view or correct them.
The Four Statuses
A record's training-provider billing status is one of these values:
- Not Yet Billed — the provider still owes for this record.
- Billing Hold — the record is set aside from billing until someone releases it.
- Exempt From Billing — this record will never be billed to the provider.
- Billed — the record has already been billed, usually with an invoice linked to it.
This status applies to applications and course registrations. Rhythm never marks exam registrations with a training-provider billing status automatically, so if you need to bill a provider for exam-related work, you set the status on the exam registration by hand.
When Rhythm Sets It Automatically
Rhythm sets a record's training-provider billing status only when training-provider billing is turned on in your account's settings and the record has a provider assigned. Rhythm sets the status when the record's order is fulfilled, which means it has been paid for. If the status is not set at that point for any reason, the record stays unmarked; Rhythm does not try again later, and the record is not picked up for billing until someone corrects it by hand.
Tip
If a paid application or course registration does not show a training-provider billing status even though it clearly involves a provider, check your Certifications settings to confirm that training-provider billing is turned on and that the record has a provider assigned. If both are true and the record is still unmarked, set the status yourself on the record's edit form.
Where You See a Record's Status
You can see a record's training-provider billing status, its date, and its invoice once billed on the record's own page:
- On an application, it appears on the Dates & Notices tab.
- On a course registration, it appears on the Details tab.
- On an exam registration, it also appears on the Details tab.
This information appears only when the record has a billing status set. If the record has no billing status, nothing appears in that area. Once an invoice is linked, its name becomes a link that opens the invoice directly in your account's billing area.
Setting or Correcting the Status Yourself
To set or correct a record's training-provider billing status, provider, date, or linked invoice by hand, use the Training Provider Billing section on the record's create or edit form. You can reach this section from Manually Create Course Registration, Manually Create Application, or Manually Create Exam Registration, or from the matching edit form for an existing record. This section appears only when training-provider billing is turned on for your account.
The form includes four fields: Training Provider, Billing Status, Date, and Linked Invoice ID. The provider list shows only active providers. You can change any status directly to any other status; there are no restricted transitions. For example, you can move a record from Billed back to Not Yet Billed if you need to correct a mistake.
Warning
A billing run reads these fields to decide whether a record should be billed to its provider. If you change them by hand, you change that billing outcome directly, with no confirmation step beyond an on-screen reminder to be sure before you save.
On an application's create or edit form, you may also see a separate training-provider field elsewhere on the form. It controls the same value as the one in the Training Provider Billing section, so choosing a provider in either place updates the other, even though they appear as two separate controls.
Related
For the checks that decide who may act for a training provider in the Portal in the first place, see Who Can Act for a Training Provider in the Portal.