Quick Start Guide

This article outlines the basic configuration that needs to be performed in a fresh installation of LogiSense Billing. Following this guide you will be able to configure the system to the point where you can:

• Create products (packages)
• Create accounts
• Add the package to the account, bill it and generate an invoice

Steps which you do not need to perform/do not need to perform immediately are noted as Optional. Steps that are required are noted as Required.

This guide contains the minimum configuration steps required to setup the system, it is not a comprehensive list of all available configurations.

Base System Configuration Process #

1 – Configure Countries and States/Provinces #

1. Required: Countries UI Location: Setup → Regional Setting → Countries
   Accounts cannot be created without countries and states defined. Countries and States are required when populating an address, such as an address on an account contact (e.g. address of an account’s billing contact)
   Regional Setting Configuration Example

2 – Configure Owner Settings #

1. Required: Financial Settings: Setup → Users & Accounts → Owners → Financial Setting
   If you wish to change the default Owner currency or delete currencies configured you must do so before the currencies are in use (configured on a package, on exchange rates or an account). Once currencies are in use they cannot be deleted and the default currency cannot be modified.
   Financial Settings Configuration Example
2. Optional: Password Policy: Setup → Users & Accounts → Owners → Password Policy
   System defaults are provided. Password policy settings govern the password requirements for users that log into the LogiSense Billing application.
   Password Policy Configuration Example
3. Optional: Branding: Setup → Users & Accounts → Owners → Branding
   Branding settings change the logos displayed within the LogiSense Billing Application.
   Branding Configuration Example
4. Optional: Automatic Naming: Setup → Users & Accounts → Owners → Automatic Naming
   Automatic naming schemes allows you to define Invoice numbers and/or credit note numbers.
   Automatic Naming Configuration Example
5. Optional: Locales: Setup → Users & Accounts → Owners → Locales
   Locales allow you to define translations for product names in multiple languages. Locales are attached to invoice templates so that the translations are presented on the invoice.
   Locales Configuration Example
6. Optional: Payment Types: Setup → Users & Accounts → Owners → Payment Types
   Payment types are the methods that an account is permitted to use to make payments (credit cards, ACH, etc.). The payment methods that a payment gateway supports will be automatically populated when the gateway is configured in LogiSense Billing, you do not need to manually add them.
   Payment Types Configuration Example
7. Optional: Payment Gateways: Setup → Users & Accounts → Owners → Payment Gateways
   Payment Gateways are used to process manual and automatic payments for the payment types that the gateway supports (credit cards, ACH).
   Payment Gateway Configuration Example

3 – Configure Email Settings #

1. Optional: Email Settings: Setup → Extensibility → Email Settings
   Email settings are used to send emails to users of the system as well as account contacts. If Email Settings are not configured new system users will be unable receive the email that allows them to setup their password. This step does not need to be performed initially but must be performed before system users are setup.
   Email Configuration Example

4 – Configure Users and Roles #

1. Optional: Role Groups: Setup → Users & Accounts → Users → Role Groups
   Role Groups allow you to define specific screen permissions that can be configured on roles in the LogiSense Billing application. Roles are then assigned to users to determine what the user can see and do in the system.
   Role Group Configuration Example
2. Optional: Roles: Setup → Users & Accounts → Users → Roles
   Roles are assigned one or more role groups to determine the permissions that a role is granted. Once roles are set up they can be assigned to users in order to impart the needed permissions to that user.
   Role Configuration Example
3. Optional: Users: Setup → Users & Accounts → Users → Users
   Users can log into the LogiSense billing system and access screens/features of the system based on the role they are configured with
   User Configuration Example

5 – Configure Account Settings #

1. Required: Account Types: Setup → Users & Accounts → Accounts → Account Types
   Account types are used to classify accounts (partner, enterprise, etc.). An account type is required to create accounts.
   Account Types Configuration Example
2. Required: Account Status Types: Setup → Users & Accounts → Accounts → Account Status Types
   Account status types allow you to define what statuses an account can be in (Pre-Active, Active, Suspended, etc.). At least one Account Status Type is required to create accounts.
   Account Status Types Configuration Example
3. Optional: Contact Types: Setup → Users & Accounts → Accounts → Contact Types
   Contact types are setup in order to configure certain types of contacts on accounts (a billing contact, administrative contact, site contact, etc.). Contact types contain contact points which are configured to store contact related data (email addresses, physical addresses, phone numbers, text, etc.). Contacts are important depending on what system functionality you are using. E.g. if you are emailing invoices then you will need a billing contact on an account with a valid email address. If you are applying taxes to charges you will need a service or billing contact on an account so that the contact’s physical address can be used to determine which taxes apply to the charge.
   Contact Types Configuration Example

6 – Configure Currency Exchange Settings #

1. Required: Currency Exchange: Setup → Finance → Currency Exchange
   Currency Exchanges define currency exchange rates when you have more than once currency configured. At least one currency exchange must be setup for bill runs to know what exchange rates to use when billing.
   Currency Exchange Configuration Example

7 – Configure Templates and Invoice Delivery Settings #

1. Required: Invoice Delivery: Setup → Finance → Invoicing
   Invoice delivery defines how invoices are sent (via email or offline) and which invoice template to use. Invoice delivery settings are attached to bill groups to define how to invoice the accounts under the bill group (e.g. email deliver invoices to the ‘corporate’ bill group and use the invoice template ‘corporate’).
   Invoice Delivery Configuration Example
2. Optional: Email Template: Setup → Extensibility → Templates → Email
   Email templates are used to notify account contacts and users when system events such as dunning, billing and invoicing activities occur (e.g. an email sent when payment is overdue).
   Dunning/Payment Overdue Email Template Example
3. Optional: Invoice Template: Setup → Extensibility → Templates → Templates
   Invoice templates are only required if you will be generating invoices and sending them to account contacts (a sample template is included with a new installation, so this configuration does not need to be performed immediately). From the invoice template screen you can also create Credit Note templates.
   Invoice Template Configuration Example

8 – Configure Billing Settings #

1. Required: Bill Groups: Setup → Finance → Billing → Bill Group
   Bill Groups define how accounts are billed. In order to setup an account in the system you must have a bill group to assign to the account.
   Bill Group Configuration Example
2. Optional: Bill Runs: Setup → Finance → Billing → Bill Runs
   Bill runs are configured to bill accounts. They can also trigger invoicing and payment collection actions and execution of contract and accounts receivable terms (dunning rules). Bill runs can be configured at a later time if desired (e.g. when you have created an account and are ready to bill it).
   Bill Run Configuration Example
3. Optional: GL Codes: Setup → Finance → Billing → GL Codes
   GL Codes can be associated with services (charges) as well as tax rates. If you do not use GL Codes you can skip this configuration step.
   General Ledger (GL) Code Configuration Example

9 – Configure the Product Catalog #

1. Required: Service Types: Setup → Product Catalog → Services → Service Types
   Service types provide a means to categorize services within the system. Services cannot be configured without first configuring service types.
   Service Type Configuration Example
2. Required: Service Status: Setup → Product Catalog → Services → Service Status
   Service statuses are used to setup the service states you require, for instance ‘Preactive’, ‘Active’, ‘Suspended’. Service Statuses are required in order to configure packages.
   Service Status Configuration Example
3. Required: Service: Setup → Product Catalog → Service
   Services are chargeable elements in the system (for instance an access service, device, license, etc.). Services represent the individual line items that when bundled together as a package become the offering that is sold and added to accounts. Services are required to setup packages.
   Service Configuration Example
4. Required: Package Status: Setup → Product Catalog → Packages → Package Status
   Package statuses are used to setup the package states you require, for instance ‘Active’, ‘Suspended’. These statuses define if a package is billable and if package settings can be modified based on how you configure them.
   Package Status Configuration Example
5. Required: Package: Setup → Product Catalog → Package
   Packages are containers for services which have services associated with them (e.g. ‘Monthly Service A’ and ‘Monthly Service B’). Services by themselves cannot be added to an account directly, they are always contained in a package.
   Package and Package Frequency Configuration Example
6. Required: Package Frequency: Setup → Product Catalog → Package → on the Package to add the Package Frequency
   Package frequencies allow you to configure packages with as many billing frequencies as you require (monthly, quarterly, annually, etc.). Service pricing and other charges are also defined at the package frequency level.
   Package and Package Frequency Configuration Example
7. Optional: Service Transitions: Setup → Product Catalog → Services → Service Transitions
   Service transitions are setup to permit charges to be applied when a service is switched from one status to another (e.g. an activation fee). Service transitions only need to be setup if you wish to charge fees when a service transitions from one status to another.
   Service Transitions Configuration Example
8. Optional: Account Contract Status Types: Setup → Product Catalog → Contracts → Status Type
   Account Contract Status Types allow you to define the statuses that account contracts can be in. E.g. ‘Pre-Active, Active, Renewed, Terminated’. If you wish to utilize account contracts this step can be performed now or at a later time.
   Account Contract Status Types Configuration Example

10 – Configure Accounts Receivable Terms #

1. Required: Payment Terms: Setup → Finance → Dunning Process → Payment Terms
   Payment terms allow you to define how invoice due dates are set and are required in order to setup accounts receivable terms (AR terms).
   Payment Terms Configuration Example
2. Required: AR Terms: Setup → Finance → Dunning Process → AR Terms
   Accounts receivable terms determine when payment is due (using configured payment terms) and what actions are executed when payment has not been received (using dunning rules). AR Terms are required in order to create accounts.
   Accounts Receivable Configuration Example
3. Optional: Dunning Rules: Setup → Finance → Dunning Process → Dunning Rules
   Dunning rules allow you to define the events which are triggered when account invoices become overdue (send emails, apply fees, suspend an account). Dunning rules execute during bill runs, but only if the ‘Run Dunning Process’ setting is enabled on the bill run.
   Dunning Rules Configuration Example

11 – Configure Taxation #

1. Optional: Tax Configuration: Setup → Finance → Taxes
   Taxes can be configured using the internal LogiSense tax vendor or by using the AvaTax integration. Taxation doesn’t need to be setup immediately, this configuration can be done at a later time if desired.
   LogiSense Tax Configuration Example