Manage Unbilled Usage Balances

Overview

Prerequisites

To take advantage of usage monitoring, you must:

1. Assign currency amounts to your usage records by either:

• Uploading usage records into Aria with currency amounts assigned to them.

-OR-

• Having Aria assign currency amounts to your usage records when they are uploaded into the system by enabling Automatically Rate Un-rated Usage Records at Load Time (in Configuration > Billing > Invoice Settings).
• Enable Manage Unbilled Usage Balances (in Configuration > Billing > Invoice Settings).
• Enable the Rated/Unbilled Usage Aria module so that you can view unbilled usage balances and unapplied service credit balances and manage unbilled usage balance thresholds (in Configuration > Security > Account Access > Usage History).
• If the Manage Unbilled Usage Balances system setting is set to True and your usage records in Aria have currency amounts assigned to them, then Aria will maintain two separate balances for each account:
  • MTD: This is the currency amount of an account’s month-to-date unbilled usage balance, which is automatically reset to zero on the account's billing day each month.
  • PTD: This is the currency amount of an account’s billing-period-to-date unbilled usage balance, which is automatically reset to zero each time the Aria invoicing batch process invoices the account.

Managing Unbilled Usage Balances

1. Click Rated/Unbilled Usage.

• MTD Balance: This is the currency amount of the account’s month-to-date unbilled usage balance, which is automatically reset to zero on the account's billing date each month.
• PTD Balance: This is the currency amount of the account’s billing-period-to-date unbilled usage balance, which is automatically reset to zero each time the Aria invoicing batch process invoices the account.
• Account Notice MTD Threshold: This is the month-to-date unbilled usage balance threshold that will trigger email messages to the account holder.
• Account Notice MTD Delta: The difference between the Account Notice MTD Threshold and the MTD Balance.
• Account Notice PTD Threshold: This is the billing-period-to-date unbilled usage balance threshold that will trigger email messages to the account holder.
• Account Notice PTD Delta: The difference between the Account Notice PTD Threshold and the PTD Balance.
• Client Notice MTD Threshold: This is the month-to-date unbilled usage balance threshold that will trigger event notifications to your system(s).
• Client Notice MTD Delta: The difference between the Client Notice MTD Threshold and the MTD Balance.
• Client Notice PTD Threshold: This is the billing-period-to-date unbilled usage balance threshold that will trigger event notifications to your system(s).
• Client Notice PTD Delta: The difference between the Client Notice MTD Threshold and the MTD Balance.
• Unapp. Service Credit Bal: The customer’s unapplied service credit balance.
• Unapp. Service Credit Delta: The difference between the customer’s unapplied service credit balance and billing-period-to-date unbilled usage balance.

2. Set the thresholds that will trigger email messages to the account holder.
3. Account Notice MTD Threshold: Click Modify Threshold Amount to set the month-to-date usage balance that will trigger email messages to the account holder.
4. Account Notice PTD Threshold: Click Modify Threshold Amount to set the billing-period-to-date unbilled usage balance that will trigger email messages to the account holder.
5. Set the thresholds that will trigger event notifications to your system(s).
6. Client Notice MTD Threshold: Click Modify Threshold Amount to set the month-to-date usage balance that will trigger event notifications to your system(s).
7. Client Notice PTD Threshold: Click Modify Threshold Amount to set the billing-period-to-date unbilled usage balance that will trigger event notifications to your system(s).
8. Enter the currency amount that will trigger email messages or event notifications. You do not need to enter currency symbols. The threshold amount will be based on the currency assigned to the customer.

Example

• To specify that the threshold is fifty dollars, enter 50.
• To specify that the threshold is sixty dollars and eighty-nine cents, enter 60.89.
• If you specify that the Account Notice MTD Threshold is $50, then you can have Aria send an email message to a customer whose unbilled MTD balance went from $40 to $55 or from $60 to $45.
• If you specify that the Client Notice MTD Threshold is $100, then you can have Aria send you an event notification about a customer whose unbilled MTD balance went from $90 to $105 or from $115 to $95.

9. Click Modify Threshold Amount. Repeat Steps 2-4 for each additional threshold amount that you want to specify.