If a Source Collector has been implemented later during your billing cycle and you want to bill for a full month's worth of data using the Source Collector collected data, you can follow the steps below:
Step 1: Determine if the source system keeps track of historic data
- If this is the case, then run your Source Collector and import the data you wish to bill for. Confirm your newly collected data by following step 2.
- If this is not the case then continue with the below steps.
Step 2: View the collected data
This would be the data that was imported via a Source Collector and is in the correct format - i.e. you don't need to make changes to any of the data and are happy to use it As-Is for billing.
- Navigate to the Data Maintenance screen on Varibill.
- Ensure that there are no filters/groups already on your grid (Read more on the basic functionality (grouping, filtering, displaying columns) of Varibill).
- Ensure that only the following column/s are visible in the grid before you perform your search.
- Client Identifier,
- Product Code,
- Record ID,
- Last Seen Date,
- Now group by Batch Source.
- Be sure to select "Include unlinked pending" (Read more on the invoice status of billing records).
- Sort by Last Seen Date (ascending) (Read more on the basic functionality (grouping, filtering, displaying columns, sorting, etc.) of Varibill).
- Select the dates for the period for which you know you have collected data.
- Click SEARCH.
- Wait for the results to be displayed then ensure the imported billing data reflects the data you wish to re-import for the start of your billing cycle.
- Filter only on the date of the oldest collected records. (Read more on the basic functionality (grouping, filtering, displaying columns, sorting, etc.) of Varibill).
Step 3: Prepare a file to manually import corrected data to match the newly collected data
- Open the Data Import screen.
- Click "Download Template" in order to download the manual import template that you will need to populate (Read more about the fields on the template).
- Open the template.
- Save it somewhere.
- Return to your Data Maintenance screen as in Step 2.
- Copy your search results from the screen by selecting the data on the screen by highlighting the results and then selecting CTRL + C on your keyboard.
- Paste the copied data into the Excel template. (You may need to move some data around to ensure the data is in the related columns in the template - i.e. the record id field from Varibill was pasted in the RecordID column in the template) - ensure that you paste as text.
- Ensure that you copy ALL data that matches your search - including any data that may be on page 2 or 3 etc.
- Update all the LastSeenDate values to the first day of the billing cycle for which you wish to import this data. i.e. it is a complete list of records for your current billing period (so essentially, once you upload this file along with the data in Step 2 you will have a full month's worth data for your billing period). If, for example, your billing cycle is closed off on the 25th (i.e. the billing day = 25), and the dates of your records in your Excel file is for the 4th of the following calendar month, then the LastSeenDate column of your Excel file must be updated to the 26th of the previous calendar month.
- **NB - do not forget to select RecordType "R" for every record you add and at the end of your data you have to select RecordType "T" and indicate, in Column B, the number of records you have captured in your template that you will be importing into Varibill (headers do not make up part of this count). Also ensure all captured data is in the correct format to ensure your file will import successfully**
Step 4: Import the file prepared in Step 4
- Follow these easy steps.
Step 5: Confirm the imported data in Step 6 matches the newly collected data in Step 2.
- Return to your Data Maintenance screen.
- Repeat your search in Step 2 without filters on dates.
- Confirm you are happy with the data as it's been imported in step 4. If not, repeat all the above steps.