Once a billing run has been pre-processed, it has a plan with one planned action for each customer it would affect. That action might be a charge, reminder, statement, or cancellation, but nothing has happened to the customer yet. From the run’s page, you can review the plan and decide whether to run it now or let it run at its scheduled time.
When to Use This
Use this after a billing run has been pre-processed and before it runs. You can check who the run will affect, remove anyone who should not be included, and start the run when you are ready. You can also return to a completed run to see what happened and why anything failed.
Prerequisites
- Permission to work with billing runs.
- The run must be pre-processed before it has actions to review. If it has not been pre-processed, use Pre-process Now from the run’s page while it is scheduled to build the plan right away instead of waiting.
Review the Plan
- Open the billing run’s page and select the Actions tab, which shows a count after the actions load.
- Use the Target filter to search by customer name. Use the Action and Status filters to narrow the list to specific actions or outcomes.
- Select a row’s target to open the customer’s page or, for a charge tied to an installment schedule, the order.
If you need to find a pending billing run before you can review it, and a notification email does not take you directly there, see Search and Review Billing Runs to locate it from Finance & Billing › Billing.
Warning
The Actions tab's download option sometimes stays in a loading state without downloading a file, especially on a run that has not finished executing. If the download does not complete, review the list on screen instead, or try again after the run finishes.
For a Send Statement action, the Actions list identifies each row only by contact name. It does not show the statement’s date, amount, PO number, or invoice number. If you need to match a specific statement by one of those details, open the individual record instead of trying to filter this list by it.
Reviewing the plan is different from downloading actions after the run completes. Use the Actions tab to confirm and exclude records before anything happens; use a post-run download only to see what already happened. When you need to verify who is included or excluded in advance, use the Actions tab instead of a later export.
Tip
To preview who a run will affect without sending anything, create the run and review its Actions tab. Nothing is sent or charged until you select Run Now. To preview the notice or statement content, create an open order on a test record, then use that record's Finance 360 Contact Options › Generate/Email Statement action to produce and review a real statement or notice without affecting an actual customer.
Exclude or Restore a Customer's Action
- Find the action in the list.
- Select Exclude on a pending action to keep it from happening, or select Include on an action you already excluded to add it back.
Result
The row updates immediately with its new status. You can exclude or include an action on any run that has not completed. Once a run shows completed, this option is no longer available.
Warning
Exclude and Include save immediately, with no confirmation step. There is no bulk option to exclude several customers at once from this list.
Refresh the Plan
Refreshing rebuilds the run’s plan using its current settings. Customers who now qualify, such as customers whose installment became due after the plan was built, are added. Customers who no longer qualify at the time of the refresh are retired from the plan. A refresh checks qualification only at the moment you run it, so if someone stops qualifying after your last refresh, the run will still act on them unless you refresh again first.
- On the run’s page, select Refresh.
- Confirm the warning, which explains that this reruns the run and updates its actions.
Result
After the refresh finishes, the run’s page shows a Last Refresh Date:, and a Show only actions changed since the last refresh option appears so you can review only what the refresh added or removed.
Refresh is available only on a run that is ready for execution or scheduled for execution. It is not available on a run that is still being planned, already executing, or already finished.
Start the Run
- When you are satisfied with the plan, select Run Now on the run’s page.
- Confirm the warning, which reads "You are about to process this billing run. This cannot be stopped or undone."
Result
Rhythm carries out every pending action as a background job. The run’s page refreshes automatically every few seconds while it works and shows progress. Each action’s status updates to show what happened, and any failure shows the reason next to the transaction it affected.
Tip
If you do not want to start the run by hand, set a scheduled execution time on the run. It will start automatically when that time arrives, and no one needs to be present.
Warning
Running a billing run charges cards, sends emails, or cancels schedules for real. There is no dry run after you select Run Now, so review the plan carefully first.
Related Reading
To adjust what a run does before you pre-process it again, see Create or Edit a Billing Run. To stop a run outright instead of running it, see Cancel or Delete a Billing Run. To find the run you want to review, see Search and Review Billing Runs.