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Review and Confirm Mass Billing

Quick Start

✅ Final billing review? Carefully verify all charges before generating invoices for your members.

  1. Open confirmation screen → 2. Expand all charges → 3. Review amounts & GAUs → 4. Confirm & proceed

What you'll accomplish: Perform final quality control on mass billing charges to ensure accuracy before creating invoices for all campaign members in about 15 minutes.

🚀 Quickstart​

  1. Navigate to Mass Billing Confirmation screen in wizard
  2. Expand all charge line items for complete review
  3. Verify amounts, GAUs, and member assignments
  4. Confirm all charges and proceed with billing generation

⚠️ Before You Start​

📋 Prerequisites Checklist
  • Mass Billing Wizard is open and at confirmation screen
  • All campaign members have been selected and configured
  • GAU allocations and charge amounts are set
  • You have time to thoroughly review all charges
  • Backup or test billing has been completed if needed

💡 Understanding the Confirmation Process​

Why This Step Matters:

  • Final quality control before invoices are generated
  • Error prevention - catch mistakes before they reach members
  • Compliance verification - ensure charges match campaign intent
  • Audit trail - document what was approved for billing

What You're Confirming:

  • Charge amounts are correct for each member
  • GAU assignments match intended accounting categories
  • Member selection includes only intended recipients
  • Billing descriptions are clear and appropriate

📘 Detailed Instructions​

Step 1: Access the Confirmation Screen​

  1. Open the Mass Billing Wizard from your campaign record
  2. Navigate through wizard steps to reach Mass Billing Confirmation
  3. Wait for all charge data to load completely
Loading Time

Large campaigns may take a moment to load all charges. Wait for complete loading before reviewing.

Step 2: Expand and Review Charges​

View Management:

  1. Click "Expand All" to see all charge line items
  2. Use individual caret arrows to expand specific accounts
  3. Toggle "Collapse All" for easier navigation when needed

What to Review for Each Charge:

📋 Charge Review Checklist

For Each Line Item Verify:

  • ✅ Member Name - Correct account being billed
  • ✅ Charge Amount - Matches intended billing amount
  • ✅ GAU Assignment - Proper accounting category
  • ✅ Description - Clear and appropriate charge description
  • ✅ Total Per Member - Sum of all charges is reasonable

Common Issues to Watch For:

  • ❌ Duplicate charges for the same member
  • ❌ Missing charges that should be included
  • ❌ Wrong amounts due to configuration errors
  • ❌ Incorrect GAUs causing accounting misclassification

Step 3: Handle Any Issues​

If You Find Problems:

Minor Issues (Wrong amounts/descriptions):

  • Return to previous wizard steps to correct configurations
  • Re-run the wizard with corrected settings

Major Issues (Wrong members/significant errors):

  • Cancel the wizard and review campaign setup
  • Fix campaign configuration before restarting

Individual Member Issues:

  • Use the trash can icon to remove specific opportunities
  • Note removed members for follow-up individual billing

Step 4: Confirm Charges​

Confirmation Options:

  1. Individual Confirmation:

    • Click the checkmark next to each charge line
    • Use when you want to verify each item individually
    • Best for smaller campaigns or when errors were found

  2. Bulk Confirmation:

    • Click "Confirm All" to approve all charges at once
    • Use when review shows no issues
    • Fastest method for large, accurate campaigns
All Charges Must Be Confirmed

You cannot proceed unless every charge line has a checkmark. The system will show an error if any remain unconfirmed.

Step 5: Finalize Billing​

  1. Verify all charges show confirmation checkmarks
  2. Double-check any invoice finalization settings
  3. Click "Confirm and Proceed" to execute billing
  4. Monitor success messages for each created opportunity

Success Indicators:

  • Individual success messages for each member
  • Opportunity creation confirmation
  • Return to campaign with updated statistics

✅ How to Know It Worked​

Immediate Confirmation:

  • ✅ Success messages appear for each member billed
  • ✅ Wizard completes and returns to campaign record
  • ✅ Campaign statistics show updated totals
  • ✅ No error messages or failed transactions

Post-Billing Verification:

  • Check member accounts for new opportunities/invoices
  • Review campaign member list for billing status updates
  • Run billing reports to validate totals
  • Spot-check a few member accounts for accuracy

🆘 Troubleshooting​

❌ No Charges Showing

Problem: Confirmation screen is empty or shows no charges

Solutions:

  • ✅ Verify campaign has members added as campaign members
  • ✅ Check charge templates are properly configured on campaign
  • ✅ Confirm GAU allocations were set in previous wizard steps
  • ✅ Review member selection in earlier wizard steps
❌ Error Tab Active

Problem: Error messages appear instead of charges

Solutions:

  • ✅ Click into error list to see specific issues
  • ✅ Resolve data validation errors (missing fields, invalid values)
  • ✅ Fix member account issues (inactive accounts, permission problems)
  • ✅ Return to earlier steps to correct configuration
❌ Confirmation Button Disabled

Problem: "Confirm and Proceed" button is grayed out

Solutions:

  • ✅ Confirm all line items using checkmarks
  • ✅ Check for error messages on specific charges
  • ✅ Ensure all required fields are completed
  • ✅ Refresh the wizard if interface issues persist
❌ Charges Look Wrong

Problem: Amounts or assignments don't match expectations

Solutions:

  • ✅ Return to previous wizard steps to review configuration
  • ✅ Check campaign charge templates for accuracy
  • ✅ Verify GAU allocation settings and amount calculations
  • ✅ Cancel and reconfigure if major issues are found

💡 Best Practices​

Review Best Practices
  • 📊 Use Test Campaigns - Always test with a small group first
  • 👀 Two-Person Review - Have a colleague review large campaigns
  • 📝 Document Exceptions - Note any members removed or special handling
  • ⏰ Allow Adequate Time - Don't rush the review process
  • 💾 Keep Records - Save confirmation screens for audit purposes
  • 📞 Communication Plan - Be ready to handle member questions after billing

Review Efficiency Tips:

  • Sort by amount to quickly spot outliers
  • Focus on high-value charges for detailed review
  • Use consistent naming in descriptions for clarity
  • Double-check new members or unusual situations

🔗 Related Actions​