Billing schedules—Evergreen contracts

An evergreen contract does not have an end date.

A billing schedule shows when a contract line's Flat/Fixed amount for the corresponding recurring billing period is expected to be invoiced. When the invoice is generated, the billing schedule shows the date the invoice posted, the exchange rate associated with the invoice date (if applicable), and the document number.

About recurring billing periods

Each evergreen contract line's recurring billing period is based on the following factors:

• The contract's start date determines the numeric calendar day that each recurring billing period starts.

  For example, if the contract start date is March 4, then recurring billing periods will start on the 4th of the applicable month.

• The contract line's billing frequency determines the recurring billing period interval. The options are Monthly, Quarterly, or Annually.

When you add a contract line to an evergreen contract, the contract line start date determines when the first recurring billing period is for that contract line. The contract line start date for period 1 can be any date within the "In progress" recurring billing period. Intacct sets the contract line start date for subsequent periods to the applicable recurring billing period start date.

The contract line end date indicates the end of the recurring billing period in which the contract line start date falls. You cannot change the contract line end date.

The following are some examples of how Intacct determines recurring billing periods. By default, Intacct schedules the billing for each recurring billing period on the contract line start date.

Contract start date	Contract line start date	Contract line Billing frequency	Period 1 start date	Period 1 end date	Period 1 scheduled billing date	Period 2 start date	Period 2 end date	Period 2 scheduled billing date
March 01	March 01	Monthly	March 01	March 31	March 01	April 01	April 30	April 01
March 01	April 08	Monthly	April 01	April 30	April 08	May 01	May 31	May 01
March 15	March 15	Monthly	March 15	April 14	March 15	April 15	May 14	April 15
April 01	April 01	Quarterly	April 01	June 30	April 01	July 01	September 30	July 01
April 01	July 03	Quarterly	July 01	September 30	July 03	October 01	December 31	October 01
April 18	April 18	Quarterly	April 18	July 17	April l 18	July 18	October 17	July 18
January 01, 2023	January 01, 2023	Annually	January 01, 2023	December 31, 2023	January 01, 2023	January 01, 2024	December 31, 2024	January 01, 2024
January 01, 2023	July 07, 2023	Annually	July 01, 2023	June 30, 2024	July 07, 2023	July 01, 2024	June 30, 2025	July 01, 2024
January 16, 2023	February 13, 2023	Annually	January 16, 2023	January 15, 2024	February 13, 2023	January 16, 2024	January 15, 2025	January 16, 2024

See the Evergreen recurring billing period FAQ for more information.

View a billing schedule

Do one of the following:

• Go to Contracts > All > Billing > Generate invoices, enter the applicable filter criteria, select Preview, then select the link in the Amount column for the desired billing line.
• Open the applicable contract, select the contract line item, select Show details, and select View schedule in the Billing section.

Edit the billing schedule

The billing schedule associated with evergreen contract lines only shows one scheduled billing event for the corresponding recurring billing period.

You cannot schedule billing from a closed recurring billing period to post in the "In progress" recurring billing period. The billing amount must remain in its applicable recurring billing period. However, you can set the Invoice date to a date after the recurring billing period end date when you generate an invoice for the contract line.

To edit the billing schedule:

1. In the Billing schedule window, select Edit.
2. To change the Scheduled billing date, select in the Scheduled posting date column next to the desired entry and either enter a new date or use the calendar tool to select a date.
3. To split the amount:
   1. Select in the Amount column, enter the new amount
   2. Select the plus sign on the far-right of the grid to add another row to the billing schedule and enter the applicable amount. The total scheduled billing must equal the total scheduled amount.
4. Select Save. If the changed billing total does not equal the scheduled amount, an error message appears. Select Back, fix the applicable amounts, and select Save again.

Set the billing day for the recurring billing schedule

The contract Start date determines the start day of each recurring billing period. The contract line Billing frequency (Monthly, Quarterly, or Annually) determines the length of each recurring billing period.

When you create the contract:

• If you want the recurring billing cycle to follow a calendar month, use Month 01 as the contract start date (for example, June 01).
• If you want the start day of the recurring billing period to be mid-month, use Month ## day as the contract start date (for example, June 14)

View evergreen forecast data

Intacct creates a renewal forecast schedule for up to 60 months from the current date for evergreen contract lines. You can create reports to see the evergreen forecast data using Interactive Visual Explorer, Interactive Custom Report Writer, or Custom Report Writer.

When building a renewal forecast report for billing data, use the Contract billing schedule entry object as the primary data source. Then make sure to include the Schedules status field from the related Contract billing schedule object and the Period value from the related Contract line object.

Field descriptions

Evergreen billing schedules field descriptions

Field	Description
Contract	The contract ID associated with the billing schedule. Select the link to display the contract.
Template	Not applicable to evergreen contracts.
Amount	The total amount to bill for the recurring billing period.
Base amount	The total schedule amount expressed in your company's base currency. This field is only applicable to multi-currency companies.
Schedule status	Displays one of the following: Draft: billing amounts for this schedule cannot be invoiced until the contract line is posted. In progress: billing amounts for this schedule are available to invoice. Completed: all billing amounts for this scheduled have been invoiced. On hold: billing amounts for this schedule can't be invoiced until the billing schedule is resumed. This status is only applicable to termed contracts. Learn how to resume a billing schedule Terminated: the associated contract line was canceled. Learn more about canceled contracts. Estimate revalued: the Revalue estimation function was used to either close out or revise the remaining Unbilled balances for the project. This status is only applicable to Project time contract lines. Learn more about the Revalue estimation function.
Cancellation date	Displays the cancellation date if the billing schedule was canceled.
Contract line no	Displays the contract line number with which the billing schedule is associated.
Start date End date	The contract line start and end date.

Schedule grid

Schedule grid field descriptions

Field	Description
Status	Displays one of the following: Open: the scheduled amount has not been invoiced. On hold: the scheduled amount is on hold and cannot be invoiced. This status is only applicable to termed contracts. Posted: the scheduled amount was invoiced. Terminated: the scheduled amount was canceled.
Scheduled billing date	The date the scheduled amount is expected to be invoiced.
Actual posting date	Displays the date the invoice posted if the scheduled amount was invoiced. You create contract invoices via the Generate Contract Invoices page rather than via an automatic system process. When you generate an invoice for a contract line, you can enter any desired Invoice and GL post date for the invoice, which becomes the Actual posting date.
Amount or Actual amount	The schedule amount to be billed or the amount that was billed.
Base amount or Actual base amount	The amount or actual amount expressed in your company's base currency. This field is only applicable to multi-currency companies.
Service period start date	Indicates the beginning of the time frame during which your business’s services are provided or consumed for this billing entry. Learn more about service periods.
Service period end date	Indicates the end of the time frame during which your business’s services are provided or consumed for this billing entry. Learn more about service periods.
Exchange rate	The exchange rate in effect on the contract line start date. This rate is not used for billing but is provided for information only. Learn more about exchange rates used for invoices.
Billed	Displays a check mark if the scheduled amount was invoiced.
Linked line no.	Displays the contract line number that is linked to the corresponding scheduled amount. This column displays after you use the Distribute discount function on the contract line.
Posted base amount	Displays the invoice amount in your company's base currency if the invoice was posted. If the transaction currency differs from the base currency, this amount will be different than the scheduled amount if the Posted exchange rate is different than the exchange rate in effect the date the contract line started. Learn more about exchange rates used for invoices.
Posted exchange rate	Displays the exchange rate used by the invoice if the invoice was posted. Learn more about exchange rates and exchange rate types.
Historical	Indicates whether the corresponding entry was created as a result of contract schedules processing that occurred as part of your Contracts implementation. If this box is checked, the corresponding entry was made in the Contracts subledger and not in the GL.
Computation memo	Displays any information regarding the invoice posting. This field is usually blank.
Document ID	If the scheduled amount was invoiced, displays the document number for the applicable invoice. Select the link to display the invoice in a separate browser window.