SIGNALS Documentation
API Reference

Running a Billing Run

Scope period-end invoices, review exceptions, test with a dry run, issue, and use the undo window.

Choose what to bill

  1. Open Finance → Billing runs, or go to /billing-runs.
  2. Set the start and end dates under Billing period.
  3. Select at least one warehouse. Each warehouse chip previews its in-scope order (ORD) and project (PRJ) counts.
  4. Select at least one charge type: Hire charges, Sales items, Services & crew, or Project costs.
  5. Read the live scope preview. It shows billable items, order and project counts, currency totals excl. VAT, and a base-currency total when the scope contains more than one currency.
  6. Choose Generate drafts for review. Nothing is issued at this point.

Check the scope first. Changing dates, warehouses, or charge types only changes the preview until you generate drafts. You can return to Scope and regenerate before issue.

Review the run summary

  1. Read the segmented summary for clean, with exceptions, and excluded drafts. Draft totals are labelled incl. VAT.
  2. Start with Exceptions — resolve these. Groups with open decisions are expanded when the drafts are generated.
  3. Open an exception group, then open a row to see its evidence and available actions.
  4. Look for the blue Project costs chip. Those rows represent snapshotted project cost lines; their invoices are generated at issue time, and their warehouse follows the project's primary rental.

Project costs include Labour costs created when project crew is assigned with a Labour service, as well as other eligible non-optional project costs. Selecting Services & crew alone does not sweep those project-owned Labour rows; include Project costs.

Resolve rate disagreements

  1. Open the Rate disagreement vs contract group.
  2. Open the affected rental row and inspect the evidence.
  3. Choose Use contract rate to apply the contract rate, or Accept charged rate to keep the rate already on the rental.
  4. Reopen the row with Undo if you need to change that decision before issue.

Resolve the other exceptions

Use the action shown in each open row:

Exception Available decision
Missing PO number Enter the PO number, then choose Save PO to invoice
Credit-hold customer Enter the required reason shown in the row, then choose Approve anyway, or choose Exclude from run
Zero-value line Choose Exclude zero-value line or Keep — intentional
Partially returned early Choose Apply pro-rata credit or Keep full charge
Currency mismatch Choose Exclude until currencies are corrected

For a credit-hold approval, the reason is required. A blank reason is refused; the supplied reason is stored with the override and shown on the resolved row when you reopen it.

When every open exception is resolved or excluded, Continue to issue becomes available. Expand Clean drafts if you want to spot-check up to 20 ready rows before continuing.

Run a dry run

  1. Choose Continue to issue.
  2. Review the Commit summary, including ready invoice count, total value incl. VAT, excluded count, per-warehouse split, and Send options.
  3. Leave Dry run — simulate the full run, issue nothing selected.
  4. Choose Run dry run.
  5. Check the Dry run complete result. It reports how many invoices would be issued and confirms that nothing was posted.

The run remains in review after a dry run, so you can return to the earlier steps or continue with the live issue.

Issue the invoices

  1. After a completed dry run, choose Switch to live run. If you returned to the commit summary instead, clear the Dry run checkbox.
  2. Confirm the Send options selection.
  3. Choose Issue N invoices.
  4. Watch Issuing invoices for the issued total and any failures.
  5. Wait for Completed, Completed with failures, or Failed. Completed with failures means some invoices issued and others did not; inspect the failed rows before starting any separate corrective work. If the run remains Issuing after the queue batch stops, ask an operator to inspect the retained issue attempt and reconcile its claims. Do not run Issue again or manually change item status.

Completed means all items are Issued or Excluded and at least one invoice issued. Failed means no item issued, including when every item was excluded. A cancelled queue batch is not a Cancelled run or a reversal of invoices. A completed run can still have pending PDF or delivery effects: ask an operator to retry the recorded effect rather than issuing the invoice again. Keep the retained attempt and its receipts; do not delete or edit recovery evidence to force a result.

Undo an eligible run

  1. On a Completed or Completed with failures run, read the time shown in The run can be undone until….
  2. Use Undo run only if the action is offered and the issued documents are non-posting and still voidable.
  3. Confirm Void all invoices issued in this run?
  4. Check that the run shows Undone. Undo voids eligible non-posting documents; it does not delete them or reverse posted financial invoices.

The undo window is controlled by invoices.billing_run_undo_minutes and defaults to 15 minutes. An administrator can change it under Admin → Money & Pricing → Finance. The deadline is fixed when the issue batch finishes. A posted invoice, recorded payment or settlement allocation, or persisted PDF/share/email/view document effect blocks undo even inside that window. Posted financial invoices use the separate authorized cancellation action, which retains the original posting and records the remaining frozen credit; it does not refund cash. See the shipped finance contracts.

Reference Use it for
Billing runs Scope rules, exception semantics, issue processing, currencies, and undo behaviour
Invoicing & Payments Invoice issue, delivery, payments, and voiding
Rental Projects Project costs and the primary-rental rule
Finance settings Configuring the billing-run undo window