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Navigate the Mass Account Billing Wizard

This guide walks you through how to use the Mass Account Billing Wizard, a tool for applying charges to multiple accounts within a billing campaign.

Billing campaigns are used to set up mass billing by applying GAU allocations as charge templates to the accounts of campaign members.

🚀 Quickstart​

  1. Go to the Campaigns tab and open your billing campaign.
  2. Click Mass Account Billing Wizard.
  3. Select one or more campaign members.
  4. Apply a charge amount and GAU allocation.
  5. Confirm and submit to create billing opportunities.

🧭 Overview​

The Mass Account Billing Wizard allows you to:

  • Select campaign members to bill
  • Choose or customize charge amounts
  • Allocate revenue to General Accounting Units (GAUs)
  • Set Opportunity fiscal years and record types
  • Confirm billing plans and submit Opportunities

✅ Prerequisites​

  • A billing campaign must be created with the appropriate members and GAU allocations.
  • You must have permission to create Opportunities and apply GAU allocations.

📘 Step-by-Step Instructions​

1. Launch the Wizard​

  1. Go to your billing Campaign record.
  2. Click Billing Wizard.

2. Select Accounts​

  1. Click Select Accounts.
  2. Choose individual records, or click Select All.
  3. Click Next to continue.

⚠️ At least one campaign member must be selected to proceed.

3. Set Billing Amount​

You can apply charges using one of the following methods:

  • A Custom Amount (e.g., $2500)
  • The Default amount defined on the campaign
  • A value from a specific Account Field
  • The Previous Year’s GAU Amount, if available

You can also manually override amounts for individual accounts directly in the Account Allocation Table.

Custom Amount​

  1. Click Custom.
  2. Enter an amount (e.g., 2500).
  3. Click Save.

Default Charge​

  1. Click Default.
  2. Click Save to apply the campaign’s default charge.

Account Field-Based Amount​

  1. Click Account Field.
  2. Select a field (e.g., Amount to Bill - Membership).
  3. Click Apply, then Save.

Previous Year GAU Amount​

  1. Click Last Year to reuse the GAU amount from the prior fiscal year.
  2. Click Save.

Manually Edit Individual Amounts​

  • In the Account Allocation Table, find the account row.
  • Click into the Amount field and enter a custom value.
  • Changes will be saved when you proceed.

💡 Use manual edits for exceptions after applying default or template-based amounts.

4. Add GAU Allocation​

You can add new GAU allocations or remove existing defaults before proceeding.

  1. Click Add New GAU Allocation.
  2. Select a General Accounting Unit.
  3. Choose the allocation amount type:
    • Custom (e.g., 500)
    • Default
  4. Click Save.

Example GAU:

  • GAU: General Fund
  • Description: Membership Billing
  • Amount: $500

Remove a Default GAU Allocation​

  • In the allocation list, locate the GAU you want to remove.
  • Click the Trash Can icon next to it.

5. Review & Finalize​

  1. Click Next through the remaining steps.

  2. On the Review screen, you can:

    • Click Confirm All to confirm all accounts.
    • Confirm accounts individually.
    • Remove any account from the billing list if it should be excluded or billed later.

  3. Review all billing records for accuracy.

  4. Toggle Create Billing Plans to On.

  5. Use the Search Billing Plans field to select a plan (e.g., "Quarterly By FY End - Offer").

    • This allows you to override each account’s default billing plan and apply a new one across all selected accounts.
    • If no override is selected, each account’s default billing plan (if set) will be used.

  6. Choose whether to finalize the billing records:

    • Finalizing converts the GAU allocations into invoices.
    • Leaving them unfinalized keeps the allocations on the Opportunities for later review or adjustment.

  7. Click Confirm and Proceed to complete the process.

💡 Removing an account here excludes it from billing but does not remove it from the campaign. ⚠️ The billing plan selection field is disabled until you enable the Create Billing Plans toggle.

6. Success Confirmation​

  • A success message will display (e.g., "Successfully Created Opportunity 1").
  • Click Close to exit the wizard.

❗Troubleshooting Tips​

  • No accounts selected: Select at least one member before clicking Next.
  • Amounts not saving: Ensure input values are valid and all required fields are populated.
  • No billing plan available: Verify billing plans are configured and active for your org.

🔗 Related Tasks​