Applying One-Time Credits Using Non-Recurring Items (NRIs) in Work 365

Applies to: Work 365
Audience: Billing Teams, Administrators

Overview

In Work 365, applying one-time credits to customer invoices can be efficiently managed through the creation of Non-Recurring Items (NRIs). This approach is particularly useful for:

✔ Issuing refunds
✔ Making billing adjustments
✔ Providing promotional discounts

Using NRIs eliminates the need to cancel existing invoices, while ensuring accurate accounting and billing transparency.

Steps to Create an NRI as a One-Time Credit

1. Access the Relevant Billing Contract

✅ Navigate to the Billing Contracts section in Work 365.
✅ Select the specific billing contract associated with the customer receiving the credit.

2. Create a New Non-Recurring Item (NRI)

✅ Within the selected billing contract, locate and click on the Non-Recurring Items tab.
✅ Click on New to initiate the creation of a new NRI.

3. Populate NRI Details

✅ Name and Friendly Name:

Enter a descriptive title for the credit, such as:
? "One-Time Credit – [Reason/Date]"

✅ Customer and Billing Contract:

These fields should auto-populate. Verify for accuracy.

✅ Unit:

Set to Primary Unit NRI.

✅ Is Taxable:

Determine if the credit is taxable based on your organization's policies and select accordingly.

✅ Quantity:

Typically set to 1.

✅ Selling Price per Unit:

Input the credit amount as a negative value (e.g., enter -100.00 for a $100 credit).

✅ Effective Date:

Choose a date prior to the next invoice generation date to ensure the credit is applied promptly.

✅ Provider:

Select Null Provider (Do Nothing Provider).

✅ Purchase Type:

Select Generic or another appropriate type based on the nature of the credit.

4. Save and Finalize the NRI

✅ After completing all necessary fields, click Save & Close.
✅ Ensure that the Revenue field reflects the negative amount, indicating the credit.
✅ If required, update the Status Reason to Provisioned.

5. Invoice Generation

✅ The NRI will be automatically included as a negative line item in the customer’s next invoice, effectively applying the credit.

Best Practices

✔ Accurate Amounts: Double-check the credit amount to prevent discrepancies.
✔ Clear Descriptions: Use descriptive names for NRIs to facilitate easy tracking and reporting.
✔ Timely Effective Dates: Set effective dates that align with your billing cycles to ensure credits are applied as intended.

Conclusion

By following these steps, you can efficiently manage one-time credits in Work 365, ensuring accurate billing and customer satisfaction.