Service periods—Contracts

Service periods represent the time frames during which your business's services are provided or consumed. Service period start and end date fields automatically populate with default values on contract billing schedule entries and contract usage entries. The dates then seamlessly flow from contracts to invoice generation. This visibility allows customers to see the exact period they’re being billed for.

Examples of default service period dates

The default service period dates depend on how your billing is configured.

You can use the default service period dates or edit the dates to suit your needs. Service period dates can be viewed and edited at multiple stages of your workflow. Additionally, you can set up printed invoices to display the dates.

Preview service period dates for a billing schedule

When adding a contract line, you can preview the default service period dates.

1. Go to Contracts > All and select Add (circle) next to Contract lines.
   

   Alternatively, edit an existing contract and add a contract line.

2. Fill out the required fields.

   Learn more about adding contract lines.

3. In the Billing section, select View schedule.

   The Service period start date and Service period end date fields display with default values for each entry in the billing schedule preview.

View and edit service period dates in a billing schedule

After creating a contract line, you can view the service period dates and customize them to suit your needs.

1. View a contract line.

   1. Go to Contracts > All > Contracts.

   2. Select View next to a contract.

   3. In the Contract lines section, select Show details to expand a row.

   Alternatively, view a contract line from the Contract lines page.

2. For the Billing schedule, select View schedule.

   The Service period start date and Service period end date fields display for each entry in the billing schedule.

3. Select Edit.

4. Modify the service period date fields to suit your needs.

5. Select Save.

Add usage with service period dates

When adding usage, the service period date fields automatically populate with the start and end dates of the month corresponding to the usage date you selected.

1. Go to Contracts > All and select Add (circle) next to Usage.

   Alternatively, add usage from the Contract line—Usage tab.

2. Fill out the required fields.

   Learn more about adding usage.

   The Service period start date and Service period end date fields automatically populate with the start and end dates of the month corresponding to the usage date that you selected

3. Optionally modify the service period date fields.

4. Select Save.

View and edit service period dates for usage

After creating usage, you can view the service period dates for all usage records on a contract line and customize them to suit your needs.

1. Edit a contract line.

   1. Go to Contracts > All > Contract lines.

   2. Select Edit next to a contract line.

   3. Select the Usage tab.

      The Service period start date and Service period end date fields display for each usage record.

   Alternatively, edit a contract line from the Contracts page, or edit usage directly from the Usage page.

2. Select Edit (pencil icon) for the usage record that you want to change.

3. Modify the service period date fields to suit your needs.

4. Select Save.

5. Select Save again.

Override and preview service period dates when generating invoices

When generating invoices, you can choose to override the service period dates. You can also review the dates on the invoice before generating.

1. Go to Contracts > All > Billing > Generate invoices.

2. In the Override service period dates field, you can choose from the following options:

   • Do not override: Keep the existing service period dates without making changes.

   • Override missing dates only: Add start and end dates for entries that do not currently have them.

   • Override all dates: Replace all existing service period dates with new ones.

   If you choose to override, enter the start and end dates you want to apply.

3. Fill out the required fields.

   Learn more about generating invoices.

4. Select Preview.

5. In the Select invoices to create table, select a Transaction amount to review an invoice.

   The Service period start date and Service period end date fields display for each contract billing schedule entry and contract usage entry in the invoice.

View and edit service period dates on a generated invoice

Service period date fields are available on contract invoices, provided the Enable for contracts option is turned on in the Order Entry transaction definition. The fields appear in the Show details section of entry rows.

If the Order Entry transaction definition is configured for editing, then you can also edit the invoice to modify the service period dates.

1. Go to Order Entry > All > Transactions and select a transaction type that uses service periods.

2. Select View next to an invoice.

3. In the Entries section, select Show details to expand a row.

   The Service period start date and Service period end date fields display.

   If you use service periods frequently, you can move the date fields out of the Show details section and into the table row for easier access. Go to More actions > Edit this page to do so.

4. Select Edit.

5. For each entry, modify the service period date fields to suit your needs.

6. Select Post.

Set up printed invoices to display service periods

Service period date merge fields are available to add to printed document templates. We added a sample printed document template to help you get started.

1. Go to Platform Services or Customization Services > All > Printed doc templates.

2. For Contracts Invoice - service period sample, select Template to download the sample and modify it to suit your needs.

3. Select Add to create a new printed document template.

4. Fill out the required fields and upload your modified file.

   Need help?

   Learn more about creating printed document templates.

5. Select Save.

6. Go to Order Entry > Setup > More > Transaction definitions.

7. Select Edit beside the transaction definition that you want to use with service periods.

8. For Printed document template, select your template that includes the new service period merge fields.

9. Select Save.