Mapping organization contacts or devices to a billing product

SECURITY  Admin Feature Access to Contracts & Un-Posting and permission to view the contract

NAVIGATION   > Contracts > Billing Product Mapping > Contact to Billing Product

NAVIGATION   > Contracts > Billing Product Mapping > Device to Billing Product

On the Billing Product Mapping pages, you manage the mapping of contacts or devices to billing products from an organization perspective.

These pages have two functions:

  • An audit function - They allow you to find contacts and devices that are NOT associated with a billing product. If you use per contact or per device billing, that would be lost revenue.
  • An assignment function - On both pages, you can easily associate either contacts or devices with a billing product or an additional billing product.

NOTE  For devices, you can set up rules to automatically map them to billing products, based on a combination of source, organization, and device type or device product. Refer to Automated billing product associations.
No automated option is available for contacts.

How to...

The organization drop-down menu displays a list of active organizations that have at least one billing rule. The count of unmapped items is displayed in parentheses after the organization name.

By default, contacts or devices already associated with a billing rule or already dismissed are hidden to make the list more manageable. However, if you want to change the billing product an item is mapped to or assign an item you originally dismissed to a billing product, check Show already associated contacts/devices and/or Show dismissed contacts/devices.

The first table row is a filter row. You can filter the list on the following fields:

Column Description

For Devices:
Device, Serial Number, Reference Number and Reference Name

For Contacts:
Contact Name

 Enter a search string to locate a contact or device. A "Contains" search is performed. For contacts, First Name and Last Name fields are searched, for devices, the Device, Serial Number, Reference Number and Reference Name fields are searched.

If you click the device or contact name link, the Billing Products/Rules page for the contact or device will open. Refer to Manually selecting and reviewing billing products.

Contact Active
Device Active

 Leave blank to display all items, or select Yes (active) or No (inactive).

Note that inactive contacts or devices will not generate any billing charges even if they are associated with a billing rule.
Contact Created
Device Created		 The drop-down menu offers a blank option to display all dates, as well as a series of dynamic date ranges to narrow the search to newly created items.
Currently Associated Billing Products If you checked "Show already associated contacts / devices", this column will show the billing products the items are associated with. Select a billing product to filter on.

To associate a contact or device with a billing product and contract:

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Click the drop-down menu in the Associate a Billing Product column and make a selection.
  3. Adjust the Effective Date. By default, the current date is selected.
    On the effective date, the contact or device starts being counted towards the charge totals for the billing product. If prorating is enabled, proration will start on this date. If it is not enabled, the contact or device is counted towards the totals on the next billing date.
  4. Optionally, enter an Expiration Date. This is the last date on which the contact or device is counted towards the totals for the billing product. If it is blank (default), the end date of the contract is the last date.
  5. Click Save.
    The selected billing product appears in the Currently Associated Billing Products column.
  6. To associate the item with an additional billing product, click the drop-down again. All billing products the item is not yet associated with remain available.
  7. Make a selection and click Save.
    The billing product is added to the first one.

Often, all or most organization contacts are assigned to the same billing products. To copy the selected row's billing products and expiration date to all other visible rows:

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. In the Associate a Billing Product column, select a billing product.
  3. From the context menu of the same row, select Copy Billing Product selection to all other rows.
    All rows that do not yet have that billing product associated will now display it in the Associate a Billing Product column, with the Effective Date defaulted to the current date.
  4. To change the effective and expiration date, make the change to a row and select Copy Effective and Expiration Dates to all other rows.
  5. Click Save.

You cannot disassociate billing products from contacts or devices on the mapping page; you must open the Billing Products/Rules page for the contact or device instead.

  • To open this page, click the name of the contact or device.

Refer to Manually selecting and reviewing billing products.

In addition to showing a blank option and all available billing products, the drop-down menu of the Associate a Billing Product column also has a [dismiss] option. When you select this option, it hides the contact or device from the list unless the Show Dismissed Contacts/Devices check box is selected. When dismissed items are displayed, [dismissed] is appended to the item name. This is a great option if you want to defer dealing with a number of items for a time.

You can dismiss items from the list even if they are already associated with billing items, and dismissing will trump the Show already associated contacts/devices check box. The only way to view a dismissed item is to select Show dismissed items.

IMPORTANT  Dismissing has nothing to do with billing. It only affects the display of an item on this particular page.

You can reverse dismissal by selecting Un-Dismiss from the context menu of a row.