SuiteBilling

2025.1

May 21, 2025

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Table of Contents
SuiteBilling Overview ................................................................................................................ 1
SuiteBilling Terminology ....................................................................................................... 1
SuiteBilling Process Diagrams ............................................................................................... 2
Subscription Plan Creation ................................................................................................ 2
New Stand-Alone Subscription Creation .............................................................................. 3
Subscription Creation from a Sales Order ........................................................................... 4
Renew and Extend a Subscription from a New Subscription Record ......................................... 6
Renew a Subscription with a New Subscription Record .......................................................... 6
SuiteBilling Roles and Permissions ......................................................................................... 7
SuiteBilling Change Orders ................................................................................................... 9
Renaming SuiteBilling Records ............................................................................................. 10
Maximum Values in SuiteBilling ........................................................................................... 11
Maximum Limit on Lines .................................................................................................... 12
Decimal Precision in SuiteBilling ........................................................................................... 12
Subscription Total Contract Value Metrics .............................................................................. 12
Revenue Recognition for SuiteBilling ..................................................................................... 13
Revenue Recognition Rules for SuiteBilling ........................................................................ 14
Calculations for Revenue Plans Created on Subscription Events ............................................. 16
Revenue Allocation for One-Time and Recurring Subscription Lines ....................................... 19
Revenue Recognition and Prepay with Drawdown ............................................................... 20
Example of Prepay with Drawdown and Revenue Recognition ............................................... 21
SuiteBilling Setup .................................................................................................................. 28
Setting the SuiteBilling Preferences ...................................................................................... 28
Enabling SuiteBilling Features .............................................................................................. 29
Optional Preferences for SuiteBilling ..................................................................................... 30
Creating Items for Subscription Plans ................................................................................... 36
Class, Department, and Location Fields on Subscription Lines ............................................... 36
Configuring Subscription Items for Revenue Recognition ..................................................... 37
Creating Subscription Plans ................................................................................................. 38
Adding Renewal Information to Subscription Plans ............................................................. 40
Creating Price Books .......................................................................................................... 41
Creating Price Plans ........................................................................................................... 48
Creating Billing Accounts .................................................................................................... 50
Making a Copy of a Subscription or Billing Account ............................................................. 53
SuiteBilling Management ........................................................................................................ 55
Creating a New Stand-alone Subscription .............................................................................. 55
Creating a Subscription from a Transaction ........................................................................... 61
Updating a Subscription on a Transaction ............................................................................. 63
Using Item Records and Change Orders ............................................................................... 63
Closed Subscriptions ...................................................................................................... 63
Changing a Subscription Line's Status on a Subscription Record ............................................ 64
Activating a Subscription ................................................................................................ 64
Terminating a Subscription Line Item ............................................................................... 66
Suspending a Subscription Line Item ................................................................................ 67
Reactivating a Subscription Line Item ............................................................................... 67
Removing One-Day Charges ............................................................................................ 68
Modifying Pricing ........................................................................................................... 69
Adding Line Items to an Existing Subscription .................................................................... 72
Removing an Add-On Item .............................................................................................. 74
Charges Based on a Fixed Amount ................................................................................... 74
Modifying the Class, Department, or Location of a Subscription Line ...................................... 75
Change Order Type-Specific Revenue Impacts .................................................................... 75
Voiding a Change Order ................................................................................................. 75
 SuiteBilling Subscription Revisions .................................................................................... 76
Creating Usage Records ..................................................................................................... 78
Voiding a Usage Record ..................................................................................................... 79
Managing Rating Runs ....................................................................................................... 80
Prepaid Usage with Drawdown ............................................................................................ 81
Accumulated Rating ........................................................................................................... 82
Saved Search Email Alerts ................................................................................................... 82
Renewing a Subscription .................................................................................................... 83
Deleting a Subscription ...................................................................................................... 86
SuiteBilling Reports ................................................................................................................ 88
Annual Recurring Revenue (ARR) and Monthly Recurring Revenue (MRR) ..................................... 88
Total Contract Value Report ................................................................................................ 89
Billings to Date Report ....................................................................................................... 90
Churn By Customer Report ................................................................................................. 90
Churn By Revenue Report ................................................................................................... 91
SuiteBilling Features Provided by NetSuite SuiteApps .................................................................. 93
Subscription Billing Enhanced UI .......................................................................................... 93
Installing the Subscription Billing Enhanced UI SuiteApp ...................................................... 94
Creating Items for Subscription Plans with Subscription Billing Enhanced UI ............................ 95
Creating Subscription Plans with Subscription Billing Enhanced UI ......................................... 96
Managing Price Books and Price Plans with Subscription Billing Enhanced UI .......................... 97
Managing Subscriptions with Subscription Billing Enhanced UI ............................................ 103
SuiteBilling Enhancements ................................................................................................ 116
Installing the SuiteBilling Enhancements SuiteApp ............................................................. 117
Optimizing the Performance of the SuiteBilling Enhancement Script ..................................... 118
Creating Usage Records Using the RESTlet ...................................................................... 119
Subscription Billing Bulk Operations ............................................................................... 125
Bulk Customer Payments .............................................................................................. 133
 SuiteBilling Overview 1

SuiteBilling Overview
SuiteBilling is a collection of features you can use to create subscriptions for your customers. You can
create subscriptions to sell services or non-inventory items over a period of time. SuiteBilling is not for the
sale of physical inventory items.

You use SuiteBilling to:

■ Create subscription plans, price books, subscriptions, and price plans

■ Set up usage and rating, including tier minimums and maximums, included usage, and included an
usage multiplier
■ Renew an existing subscription
■ Modify an existing or renewal subscription by using a change order
■ Access billing accounts, charge records, and billing operations
■ Integrate with Revenue Recognition for SuiteBilling

SuiteBilling Terminology
The following terms are used when referring to SuiteBilling:

■ Billing Account: Shows all billing-related information for a customer or subcustomer, including the
billing schedule, bill-to address, ship-to address, and currency.
■ Billing Operation: Automates the process of rating and invoicing charges.
■ Change Order: Changes the status of a subscription or subscription line items. For example, a change
order might change a subscription from Pending Activation to Active status.
■ Charge-Based Billing: Create charges to bill customers by using the Charge-Based Billing feature.
Examples include project milestones, travel expenses, and time entered.
■ Price Plan: Sets the price for items. You enter amounts in price plans. You also select volume or tiered
pricing. Price plans are defined in price books.
■ Price Book: Defines the pricing for a collection of items or services that are sold as part of a
subscription plan. A subscription plan can have multiple price books. Price plans are defined in a price
book.
■ Ratable Event: Certain tasks you perform on a subscription line item that affect NetSuite charge
calculations. Examples of actions that cause ratable events include:
□ Activating, suspending, terminating, renewing and reactivating a line item
□ Modifying quantities, pricing, and rates on a line item
□ Saving a change order
■ Rating: The process of creating charges for subscription line items. NetSuite calculates charges for a
subscription using the information about its line items, such as the quantities, and pricing shown in
the price plan and price book, the usage and effective date of the subscription, and the status of the
subscription and its line items. You use a change order to set and change the status of subscription
line items. For details, see Managing Rating Runs.
■ Subscription: Includes the items being sold and the price and quantity for each item. A subscription is
specific to one customer.
■ Subscription Plan: Includes all of the items that can be sold as part of a subscription. The
subscription plan includes price book information and renewal information. A subscription plan is a
template or possible bundle a company offers to its customers.

SuiteBilling
 SuiteBilling Terminology 2

■ Usage: Defines the charge for a subscription line item that can be consumed, such as money,
time, software licenses, or internet data. For example, if you sell mobile phone service plans, your
subscription may have a line item for a monthly fee. The monthly fee includes a specific amount of
minutes or data in your customer’s plan. When this included amount is exceeded, additional charges
may apply. Using commit plus overage line types, you can charge in advance for a committed usage
quantity and charge for overage if more than the committed quantity is used. In NetSuite, you account
for the usage amount included in a subscription when creating the subscription plan.

SuiteBilling Process Diagrams

This section includes high-level overview diagrams of some of the most common SuiteBilling tasks as
follows.

■ Subscription Plan Creation

■ New Stand-Alone Subscription Creation
■ Subscription Creation from a Sales Order
■ Renew and Extend a Subscription from a New Subscription Record
■ Renew a Subscription with a New Subscription Record

Subscription Plan Creation

The following diagram shows how to create a new subscription plan. Click a link icon to open the
instructions for a process in the diagram.

SuiteBilling
 SuiteBilling Process Diagrams 3

New Stand-Alone Subscription Creation

As shown in the following diagram, before you can create a subscription, you must create and set up its
components. Subscription components include items, a price plan, a price book, a subscription plan, and
a billing account. The following diagram shows how to create a new subscription. Click a link icon to open
the instructions for a process in the diagram.

You can create a new, stand-alone subscription without using an existing transaction or subscription. For
the instructions about creating a subscription without using an existing transaction or subscription, see
Creating a New Stand-alone Subscription.

SuiteBilling
 SuiteBilling Process Diagrams 4

Subscription Creation from a Sales Order

The following diagram shows how to create a subscription when using the Sales role. Use this workflow
to create a new subscription from a new subscription record, a new subscription plan, and a new price
books from a transaction. Click a link icon to open the instructions for a process in the diagram.

SuiteBilling
 SuiteBilling Process Diagrams 5

SuiteBilling
 SuiteBilling Process Diagrams 6

Renew and Extend a Subscription from a New Subscription

Record
The following diagram shows how to renew and extend a subscription by extending the date of an
existing subscription. Click a link icon to open the instructions for a process in the diagram.

Renew a Subscription with a New Subscription Record

The following diagram shows how to renew a subscription by creating a new subscription record,
with either a new or existing subscription plan. Use this workflow to renew a subscription with a new
subscription record. For the instructions for this process, see Renewing a Subscription.

SuiteBilling
 SuiteBilling Process Diagrams 7

SuiteBilling Roles and Permissions

The following table lists the SuiteBilling permissions and permission levels for each standard role. The
Center Type column shows the center generally associated with the role. Navigation from Center lists
the menu navigation for each role to the Subscriptions menu in that center. When you use the classic
interface, you access subscription-related records from the Transactions menu, Subscriptions group.

Role Center Type Navigation from Subscription Subscripti Price Book Price Plan Subscription Change Usage
Center Plan ons Order

A/P Clerk Accounting Center Financial > Full None Full Full None Full
Subscriptions

A/R Clerk Accounting Center Billing > Full Edit Full Full Edit Full
Subscriptions

Accountant Accounting Center Billing > Full Edit Full Full Edit Full
Subscriptions

Accountant Accounting Center Billing > View View View View View View
(Reviewer) Subscriptions

SuiteBilling
 SuiteBilling Roles and Permissions 8

Role Center Type Navigation from Subscription Subscripti Price Book Price Plan Subscription Change Usage
Center Plan ons Order

Advanced Advanced Partner Client > Other Full Full Full Full Full Full
Partner Center Transactions

Bookkeeper Accounting Center Billing > Full Edit Full Full Edit Full
Subscriptions

CEO Executive Center Sales > Marketing > Full Full Full Full Full Full
Lists

CEO (Hands Off) Executive Center Sales > Marketing > View View View View View View
Lists

CFO Accounting Center Billing > Full Full Full Full Full Full
Subscriptions

Sales Administr Sales Center Customers > View Full Full Full Full View
ator Subscriptions

Sales Manager Sales Center Customers > View Full Full Full Full View
Subscriptions

Sales Person Sales Center Customers > View Full Full Full Full View
Subscriptions

Sales Vice Sales Center Customers > View View View View View View
President Subscriptions

Support Admini Support Center Cases > Other Lists View Full View View Full View
strator

Support Support Center Cases > Other Lists View Edit View View Edit View
Manager

Support Person Support Center Cases > Other Lists View Edit View View Edit View

System Adminis System Administration Lists > Relationships Full Full Full Full Full Full
trator Center

Warehouse Shipping Center Sales/Marketing > View None View View None None
Manager Lists

Consultant Project Center use global search None View View View View None

Marketing Admi Marketing Center Customers > View Full View View Full None
nistrator Subscriptions

Marketing Marketing Center Customers > View Full View View Full None
Assistant Subscriptions

Marketing Marketing Center Customers > View Full View View Full None
Manager Subscriptions

PM Manager Support Center Cases > Other Lists None Full View View Full None

Partner Center Partner Center Client > Other None Edit View View Edit None
Transactions

Product Manager Support Center Cases > Other Lists None Full View View Full None

Resource Support Center Cases > Other Lists View Full View View Full View
Manager

Store Manager E-Commerce Sales > Other View Edit View View Edit View
Management Center Transactions

Customer Center Customer Center Customer Center None View None View View None
Home Page

Note: The Navigation From Center column shows one navigation path, but more navigation
options may be available. For example, the A/P clerk role can access subscriptions from both
Financial > Subscriptions and from Customers > Subscriptions.

The standard roles available in your account may differ, depending on the modules you purchase and
the features you enable. You can see the roles available in your account at Setup > Users/Roles > Manage
Roles. To review a role's details, click its link on the Manage Roles page.

For more information about roles and permissions, see the Standard Roles Permissions Table.

SuiteBilling
 SuiteBilling Roles and Permissions 9

Default Permissions for Subscription Records

The default permission level is View. There are optional permission levels for Create and Edit. Roles with
full permission can do the following actions:

■ View
■ Edit
■ Create
■ Delete

All roles can now view or edit the following records:

■ Price book
■ Price plan
■ Subscription change order

New permissions in NetSuite do not change permissions to customized roles with subscriptions and
subscription plan permissions.

The System Administrator role can also give users full access to the subscription record. Only the
System Administrator role can grant access to and set up custom records and templates for SuiteBilling
subscription processes. For instructions on how to grant permissions to subscription processes, see the
help topic Setting Permissions.

SuiteBilling Change Orders

Changes orders are a fundamental concept in SuiteBilling. To edit an active subscription or its
components, use a change order. There are specific change orders for each subscription record type.

Change orders change a subscription’s or line item’s status. For example, the activation change order
changes the subscription from the Pending Activation status to the Active status. You also can use a
change order to suspend, renew, or terminate a subscription, or to change prices, quantity, or discount.

The following rules apply to change orders:

■ Change orders take effect on the date set in the Effective Date field.
■ The change occurs at the beginning of the day. The one exception is the terminate change order,
which takes effect at the end of the day.
■ You can create change orders in any order unless one invalidates a change order that has a later
effective date. For example, you cannot create a Reactivation change order for a subscription or
line item that is already in the Active state. You cannot create a Modify Pricing change order on a
subscription line item in the Suspend state. Likewise, you cannot terminate a subscription or line item
that has a Suspend or Modify change order with a later effective date.
■ You can have only one change order of any given type on the same date for the same subscription line
item. For example, you cannot have more than one activation change order for the same subscription
line item and date.

The following table includes change order types and their associated descriptions.

Change Description
Order

Activation An activation change order begins a subscription. When you create a subscription, the initial
status is Draft or Not Included. The Not Included status occurs when you have optional items

SuiteBilling
 SuiteBilling Change Orders 10

Change Description
Order
in the subscription plan that are not included in the subscription. After you set any number of line
items to Pending Activation, submitting the activation change order activates the subscription or
subscription line items. You can set the activation date to a past or future date.

When you activate dependent line items, they must be activated at the same time. For example, a cell
phone subscription contains an item for data usage. The amount of data included in the subscription
is multiplied by the number of phones in the subscription. The included quantity multiplier is the item
for the number of phones. In this case, both line items must be activated at the same time.

NetSuite generates charges based on the activation date. You can delete activation change orders.
If you delete an activation change order, all charges associated with the change order are deleted,
and the subscription reverts to the Pending Activation status. The exception to this rule is that when
there are other change orders associated with the subscription, you cannot delete the activation
change order. For instructions on how to activate a subscription, see Activating a Subscription.

Modify Pricing A modify pricing change order changes the pricing tier or rate, the quantity of a subscription item,
percent uplift to increase the price, or applies a new discount to active line items on a subscription.

The effective date of a modify pricing change order must be after its activation date. When you create
and save a modify pricing change order, the charges automatically update to reflect the change
order. You can also delete modify pricing change orders. Deleting the change order also deletes
the changes to the charges that were applied as part of the change order. For instructions on how
to create a modify pricing change order, see Modifying Pricing. If you want to change to off-cycle
pricing, which prorates pricing charges mid-cycle, see Off-Cycle Invoicing with Modify Pricing Change
Orders.

Suspend A suspend change order temporarily suspends a subscription or subscription line item until it
is reactivated. You can apply a suspend change order to any number of subscription line items.
If you suspend a usage line item, you also must suspend the associated usage multiplier line
item. You cannot suspend or terminate any line items or subscriptions with a status of Suspend.
Subscription lines in the suspended state are not billed until reactivated. To make any changes to
a suspended subscription or line item, you must first reactivate it. When a line item or subscription
is in the Suspend status, you can terminate it using a terminate change order. For instructions, see
Suspending a Subscription Line Item.

Reactivate Create a reactivate change order to reactivate a suspended subscription or subscription line item.
The subscription or line item is reactivated on the date set as the effective date on the change order
and changes the status to Active. For instructions, see Reactivating a Subscription Line Item.

Renew A renew change order renews a subscription when the subscription term ends. You cannot delete
a renew change order, but you can make changes before the renewal start date. The renew change
order lets you create an new subscription or extend the existing subscription. For more information
about the different types of subscription renewals, see Renewing a Subscription.

Terminate Terminate change orders end a subscription line item at the end of the day on the effective date. To
terminate a subscription line item, it must have a status of Active, Pending Activation, or Suspend.
After saving a terminate change order, no other change orders are permitted after the effective
date of the termination on the subscription line item. If you backdate a termination change order,
however, you cannot edit it or delete the change order. You can still make changes prior to the
termination effective date. For instructions, see Terminating a Subscription Line Item.

Renaming SuiteBilling Records

You can rename the following SuiteBilling records to better suit your specific business needs:

■ Subscription
■ Subscription Change Order
■ Subscription Plan

SuiteBilling
 Renaming SuiteBilling Records 11

When you rename a record, the new name replaces all instances of the original name in the NetSuite user
interface. For example, after you change the name “subscription” to “contract,” you go to Transactions
> Contracts > Create Contracts instead of Transactions > Subscriptions > Create Subscriptions. The
renamed record also appears in search links, search criteria, and search results. It does not appear
in the Help Center search results or in help topics. The renamed record also appears in reports, Key
Performance Indicators (KPIs), error messages, and alert messages.

Note: If you change the name “subscription” to “contract,” the feature name does not change at
Setup > Company > Enable Features. The same is true with any information or error message on
the Enable Features page.

If you rename the subscription record, NetSuite also renames the subscription item record and
the subscription term record. For example, you change the name “subscription” to “contract.” The
subscription item record changes to contract item and the subscription term record changes to contract
term. If you rename either the subscription change order record or the subscription plan record, it does
not impact the name of any additional records.

To learn SuiteBilling change order fundamentals, see SuiteBilling Change Orders.

For specific details and more information about renaming records in NetSuite, see the help topic
Renaming Records and Transactions. To learn more, view the video:
Renaming Billing Records

To rename a SuiteBilling record:

1. Go to Setup > Company > Rename Records/Transactions.

2. Edit the names of the subscription billing records. For example, in the Name for Subscription
field, you can change Subscription to Contract.
3. When you have finished renaming records, click Save.

To rename a SuiteBilling record in multiple languages:

1. If you use different languages in your account, set your language preference:
a. Go to Home > Set Preferences.
b. In the Localization section, from the Search Sorting list, select your language preference.
2. Repeat the procedure To rename a SuiteBilling record: for each language in your account.

Maximum Values in SuiteBilling

The maximum number you can enter in the Quantity column of several NetSuite records is
9,999,999,999.99999999. Quantities of one-billion or greater result in an error. This maximum applies to
the following records:

■ Pricing subtab of a Subscription record

■ Items on a subscription Modify Pricing Change Order
■ Sales Order
■ Invoice
■ Credit Memo
■ Charge

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 Maximum Values in SuiteBilling 12

To learn SuiteBilling change order fundamentals, see SuiteBilling Change Orders.

Maximum Limit on Lines

The maximum number of lines in the Subscription user interface is 200 lines. If you exceed that
maximum, it may slow the performance of loading after actions such as Create, Edit, and Save.

Decimal Precision in SuiteBilling

The Price, Quantity, and Discount fields in SuiteBilling display up to eight numerals to the right of the
decimal. NetSuite rounds values with more than eight decimal places in these fields to the eighth decimal
place. These fields appear on:

■ Modify pricing change orders

■ Renewal change orders
■ Subscription change orders (activate, suspend, reactivate, terminate)
■ Price Book subtab on subscription plans
■ Price books
■ Price plans
■ Subscriptions
■ Subscription Pricing subtab

To learn SuiteBilling change order fundamentals, see SuiteBilling Change Orders.

Rounding to eight decimal places is mainly useful for both usage and high-volume products. NetSuite
carries and uses eight decimal places for all subscription rating calculations until the final charge amount
is calculated.

The charge amount and precision are based on your account currency, and the amount on the invoice
appears in the account’s currency. Charge-based billing may display a blended rate. To add or edit your
account currencies, see Currencies.

Uplift Has Higher Decimal Precision

The decimal for uplift fields now supports 7 points of precision for a precise uplift value and accurate
price.

Subscription Total Contract Value Metrics

The Summary section of the subscription shows its total contract value metrics.

■ Total Active Contract Value: Any subscription line that contains an activation change order contributes
its total amount to this metric.
■ Pending Total Contract Value: Any subscription line in pending activation status contributes the total
amount to this metric.
■ Total Active One-Time: Any one-time service lines that have an activation change order.

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 Subscription Total Contract Value Metrics 13

■ Total Active Recurring: Any recurring service lines that have an activation change order.
■ Total Active Usage: Any usage service lines that have an activation change order. This value increases
even when drawing down a prepaid amount.
■ Total Active Commit Plus Overage: Any commit plus overage service lines that have an activation
change order. Its amount increases for the committed amount and for each overage charge; these are
not shown separately.
■ Total Active Prepaid Amount: Any prepaid lines that have an activation change order. When the
prepaid amount is drawn down, this value does not decrease.

An example of the Total Contract Value Summary is shown in the following image.

Lines in the Draft status do not contribute to the Summary section.

These metrics are exposed to SuiteAnalytics, REST, SuiteScript, and Saved Search, but not legacy reports.

The values change based on when rating has completed. If you are inserting usage records, the value on
the subscription summary is not updated until the rating process has finished.

The total has also been exposed on each subscription line corresponding to its individual line amount.

Revenue Recognition for SuiteBilling

SuiteBilling integrates with Advanced Revenue Management (Essentials) and Advanced Revenue
Management (Revenue Allocation) when you enable all three features. After setup, each subscription
line generates a revenue element. A single revenue arrangement that corresponds with the subscription
automatically includes the revenue elements from the subscription lines.

Subscription lines do not generate revenue elements when the Advanced Revenue Management
(ARM) in Configuration Mode feature is enabled. You must disable this feature before creating revenue
arrangements for subscriptions. However, you can configure advanced revenue recognition for
SuiteBilling while ARM in Configuration Mode is enabled. For more information, see the help topic
Advanced Revenue Management in Configuration Mode.

If you check the accounting preference Create Revenue Elements for Subscription Revisions
box, subscription revisions also trigger modification elements and revenue arrangements. For more
information, see Setting the Optional Accounting Preference for Advanced Revenue Management.

The Create Revenue Element for Subscription Revision preference can be used with the commit plus
overage feature. For instructions on using commit plus overage, see Commit Plus Overage Charges.

SuiteBilling
 Revenue Recognition for SuiteBilling 14

Note: If you check the Create Revenue Elements for Subscription Revisions box, be sure
to merge modification elements with the subscription revenue arrangements to get the correct
accounting. For information, see the help topic Combination and Modification of Performance
Obligations.

All of the processes of Advanced Revenue Management (Essentials) and Advanced Revenue Management
(Revenue Allocation) are available for SuiteBilling. For information about Advanced Revenue Management,
see the help topic Advanced Revenue Management (Essentials) and (Revenue Allocation).

The following topics have detailed information about configuring advanced revenue recognition for
SuiteBilling.

■ Revenue Recognition Rules for SuiteBilling

■ Calculations for Revenue Plans Created on Subscription Events
■ Revenue Allocation for One-Time and Recurring Subscription Lines

After you configure Advanced Revenue Management for SuiteBilling, be sure to complete the additional
month-end steps to recognize revenue in your month-end procedures. The basic month-end revenue
recognition processes are as follows:

1. Create revenue recognition journal entries. You can schedule the revenue recognition journal
entry creation process. For details, see the help topic Revenue Recognition Journal Entries.
2. Reclassify deferred revenue. You can schedule the reclassification process. For details, see the
help topic Reclassification of Deferred Revenue.
3. Recalculate revenue forecast plans. See the help topic Recalculating Revenue Forecast Plans.
4. Run and save the Deferred Revenue Waterfall Report. See the help topics Run and Save the
Deferred Revenue Waterfall Report and the linked topics for the individual reports.

Revenue Recognition Rules for SuiteBilling

Note: The information in this topic applies regardless of whether you check the Create Revenue
Elements for Subscription Revisions accounting preference except where the accounting
preference is clearly identified.

NetSuite has the following default revenue recognition rules for SuiteBilling. You select revenue
recognition rules on the item record. For more information, see Configuring Subscription Items for
Revenue Recognition and Creating Items for Subscription Plans.

The following table shows the revenue recognition rules that correspond to the rate plans of the
subscription line types:

Subscription Line Type Revenue Recognition Rule

Recurring – Adjustable Depends on the state of the Create Revenue Elements for Subscription Revisions
accounting preference:

■ When clear, use Default Adjustable Recurring Fee

■ When checked, use Default Fixed Recurring Fee

Recurring – Fixed Default Fixed Recurring Fee

One Time Default Fixed Recurring Fee

Usage Default Usage

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 Revenue Recognition for SuiteBilling 15

Subscription Line Type Revenue Recognition Rule

Commit Plus Overage Commitment:

■ Default Adjustable Recurring Fee – When revenue should be spread evenly but be
based on each usage event
■ Default Fixed Recurring Fee – When revenue should be spread evenly regardless
of the usage events created
■ Default Usage – When revenue should recognize only when a usage event has
been created or is being consumed at the end of each period

Overage:

Default Usage

You can change the names of these default revenue recognition rules but not their settings. The
default values for these fields are listed in the following table. For more information about the revenue
recognition rules, see the help topic Revenue Recognition Rules.

Revenue Recognition Method Amount Source Rev Rec Start Date Rev Rec End Date
Recognition Rule Source Source

Default Adjustable Straight-line, prorate first Event-Percent based Subscription Event Subscription Event
Recurring Fee and last period (period- on amount Start Date End Date
rate)

Default Fixed Straight-line, prorate first Event-Percent based Revenue Element Revenue Element
Recurring Fee and last period (period- on amount Start Date* End Date*
rate)

Default Usage Straight-line, prorate first Event-Percent based Event Date Event Date
and last period (period- on amount
rate)

* To generate revenue plans using these values, you usually enter the Start Date and End Date in the revenue
element. However, when the revenue element source is a subscription, these dates are automatically derived
from the subscription lines. If the source is an evergreen subscription, there is not an end date, so the Estimated
Revenue Recommended End Date field on the subscription header is used as the end date.

None of the default revenue recognition rules for SuiteBilling use Event-Percent based on quantity as the
amount source. This amount source is not suitable for SuiteBilling.

When the credit memo does not contain a linked subscription charge, the revenue recognition rule for
the item record is ignored. Instead, Advanced Revenue Management (Essentials) uses the rule you select
with the Default Standard Revenue Recognition Rule accounting preference to generate the revenue
plan for the credit memo line. For information about accounting preferences for revenue recognition, see
the help topic Setting Advanced Revenue Management (Essentials) Preferences.

Usage service line types do not create revenue plans until the bill run executes because usage is
not calculated until the rating process has run. Forecasting and reforecasting are not supported for
subscription lines with usage. For information about reforecasting, see the help topic Recalculating
Revenue Forecast Plans.

Recognition Treatment Rules for SuiteBilling

A recognition treatment rule defines the criteria that must match on a revenue element before NetSuite
applies the recognition treatment. Each recognition treatment rule must specify a recognition treatment.

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 Revenue Recognition for SuiteBilling 16

The treatment rule look-up process evaluates the rules to determine whether to apply a recognition
treatment to a revenue element.

For each treatment rule, the criteria can be defined by the following subscription line types:

■ Commit
■ Overage
■ One-Time
■ Recurring
■ Usage

When the treatment rules are set up, the item setup is overridden if the criteria match for each revenue
element generated allowing for different treatment rules between each type of element generated.

Note: When using commit plus overage subscription line types, it is key to use treatment rules
with any rule except default usage.

Commit Plus Overage Charges

You can use the commit plus overage line type to charge in advance for x number of committed usage
units per period at a specific price. Any additional units over the committed quantity at are charged at a
different price as overage.

The commitment charge period and overage charge period can be different, such as an annual
commitment with monthly overage. Overage cannot have a charge period greater than the commitment
charge period.

Commit plus overage arrangements can be prospectively merged when using delta element functionality.

Calculations for Revenue Plans Created on Subscription

Events
Note: This topic describes what happens when you clear the Create Revenue Elements for
Subscription Revisions accounting preference. When you check the preference, the preferred
value of the Create Revenue Plans On field, for all subscription items except usage items, is
Revenue Arrangement Creation. For instructions on setting the preference and details about
the checked preference, see Setting the Optional Accounting Preference for Advanced Revenue
Management.

Warning: After you set the Create Revenue Elements for Subscription Revisions preference,
you cannot change it.

The preferred value for the Create Revenue Plans On field on item records for Recurring – Adjustable,
Usage, and Commit Plus Overage subscription line types is Subscription Events. When a subscription
event initiates creating a revenue recognition plan, the forecast revenue plan uses the full revenue
amount. However, actual revenue plans are aggregated from a series of virtual plans that use the
subscription event amount. Recognition methods for the virtual actual plans treat the charge period as
the period.

You can use the virtual plans to set your own dates when the subscription quantity or pricing changes.
The revenue recognition plan can pick up any changes in virtual plans from the period in which they

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 Revenue Recognition for SuiteBilling 17

occur, rather than recalculating the entire subscription term. Individual subscription charges, start dates,
and end dates for virtual plans align with the lines on the Charges subtab of the Billing Account page.

Due to differences in dates and amounts, the forecast and actual revenue plans may differ from each
other at the line level. The following examples show the calculations for actual and forecast revenue plans
created on subscription events for two revenue recognition methods.

■ Straight-Line, by Even Periods Method

■ Straight-Line, Prorate First & Last Period Method

Note: Do not use a custom revenue recognition method when the Create Revenue Plans On
field is set to Subscription Events. This use case is not supported.

For information and examples of all recognition methods, see the help topic Straight-Line Revenue
Recognition Examples in Advanced Revenue Management (Essentials). The examples share the following
values:

■ Subscription term – 6 months, April 9 – October 8

■ Monthly charge – $100
■ Total revenue amount – $600
■ Billing date – the ninth day of each month, April – September

Straight-Line, by Even Periods Method

This method divides the revenue amount evenly across all periods. Currency amounts are not prorated
based on the number of days in any period. The virtual actual plans treat the charge period as the
period.

The forecast plan has seven periods and a revenue amount of $600. The last period includes the
amount needed to correct rounding the previous periods.

The virtual plans have a revenue amount of $100. The monthly charge amount is divided equally
between the two periods shown as A and B in the following table. The actual revenue plan line is the
sum of the calculations for:

■ The days after and including the billing date (B)

■ The days before the billing date (A)

Period Billing Date Charge Forecast Plan Virtual Plan A Virtual Plan B Actual Plan A + B =

Apr Apr 9 100.00 85.71 50.00 50.00

= Charge a ÷ 2

May May 9 100.00 85.71 50.00 50.00 100.00

= Charge a ÷ 2 = Charge b ÷ 2

Jun Jun 9 100.00 85.71 50.00 50.00 100.00

= Charge b ÷ 2 = Charge c ÷ 2

Jul Jul 9 100.00 85.71 50.00 50.00 100.00

= Charge c ÷ 2 = Charge d ÷ 2

Aug Aug 9 100.00 85.71 50.00 50.00 100.00

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 Revenue Recognition for SuiteBilling 18

Period Billing Date Charge Forecast Plan Virtual Plan A Virtual Plan B Actual Plan A + B =
= Charge d ÷ 2 = Charge e ÷ 2

Sep Sep 9 100.00 85.71 50.00 50.00 100.00

= Charge e ÷ 2 = Charge f ÷ 2

Oct 85.74 50.00 50.00

= Charge f ÷ 2

Total 600.00 600.00 600.00

Straight-Line, Prorate First & Last Period Method

This method recognizes revenue in equal amounts for all periods except the first and final periods,
regardless of the number of days in those periods. Currency amounts are prorated for the first period
and the final period based on the number of days in those periods, divided by the total number of days
from the revenue recognition start and end dates, inclusive. The virtual actual plans treat the charge
period as the period.

The forecast plan has 183 days and a revenue amount of $600. The last full period includes the amount
needed to correct rounding of the previous periods.

For the actual plan, each service period extends over parts of two months, so each is prorated by the
number of days in the month. The actual revenue plan line is the sum of the calculations for the days:

■ After and including the billing date (B)

■ Before the billing date (A)

Period Billing Date Charge Forecast Plan Virtual Plan A Virtual Plan B Actual Plan A + B =

Apr Apr 9 100.00 72.13 73.33 73.33

= 600 ÷ 183 × 22 = charge a

÷ 30 × 22

May May 9 100.00 100.33 26.67 74.19 100.86

= (600 – 72.13 + = charge = charge b

26.23) ÷ 5 a – 73.33 ÷ 31 × 23

Jun Jun 9 100.00 100.33 25.81 73.33 99.14

= (600 – 72.13 + = charge = charge c

26.23 ) ÷ 5 b – 74.19 ÷ 30 × 22

Jul Jul 9 100.00 100.33 26.67 74.19 100.86

= (600 – 72.13 + = charge = charge d

26.23 ) ÷ 5 c – 73.33 ÷ 31 × 23

Aug Aug 9 100.00 100.33 25.81 74.19 100.00

= (600 – 72.13 + = charge = charge e

26.23 ) ÷ 5 d – 74.19 ÷ 31 × 23

Sep Sep 9 100.00 100.32 25.81 73.33 99.14

= (600 – 72.13 + = charge = charge f

26.23 ) ÷ 5 e – 74.19 ÷ 30 × 22

Oct 26.23 26.67 26.67

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 Revenue Recognition for SuiteBilling 19

Period Billing Date Charge Forecast Plan Virtual Plan A Virtual Plan B Actual Plan A + B =
= 600 ÷ 183 × 8 = charge
f – 73.33

Total 600.00 600.00 600.00

Revenue Allocation for One-Time and Recurring

Subscription Lines
Note: The information in this topic applies regardless of whether you check the Create Revenue
Elements for Subscription Revisions accounting preference except where the accounting
preference is clearly identified.

The Advanced Revenue Management (Revenue Allocation) feature must be enabled as a prerequisite for
revenue allocation.

To allocate revenue for one-time and recurring subscription lines, revenue elements include a field called
Alternate Quantity. The alternate quantity is the result of the quantity of the subscription line item
multiplied by the recurrence frequency, which is the number of times the customer is charged over the
subscription term.

For example, consider two subscription lines. The line in example A has a term of 6 years with an
annual recurrence frequency and a quantity of 2. Its alternate quantity is 12. The line in example B has
a term of 3 years with a monthly recurrence frequency and a quantity of 5. Its alternate quantity is 180.

Example A Example B

Term 6 years 3 years

Recurrence Frequency Annually Monthly

Term x Recurrence Frequency 6 year term × 1 charge per year = 6 3 year term × 12 charges per year = 36

Quantity 2 5

Alternate Quantity 2 × 6 = 12 5 × 36 = 180

The fair value price record must include the appropriate values for Units Type and Units to support the
allocation. When you include a value in Alternate Quantity and the other alternate fields, the {quantity}
field in fair value formulas uses the alternate quantity. Units Type and Units are displayed on the fair value
price record only when you enable the Multiple Units of Measure feature. For information, see the help
topic Multiple Units of Measure.

Alternate Quantity Computation for Activation Revenue Arrangement

When the Billing Schedule Starts Mid-Month
The following example shows how the Alternate Quantity is computed for the activation revenue
arrangement when the billing schedule starts mid-month and proration is selected for subscription
start date and subscription end date:

■ Start Date 8/1/2019

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 Revenue Recognition for SuiteBilling 20

■ End Date 11/30/2019

■ Recurrence Date 8/16/2019

With the recurrence start date preference on, the billing account invoice periods affect the subscription
recurrence pattern.

The billing account affects the alternate quantity because the charge and rating period are offset from
the start date, causing the recurrence start date to be 8/16/2019 for the subscription. This makes the
first and last charge periods prorated, as shown in the following table:

Rating Periods Start Date End Date Days Daily Quantity

7/16/2019 8/15/2019 31 10 0.322581

8/16/2019 9/15/2019 31 10 0.322581

9/16/2019 10/15/2019 30 10 0.333333

10/16/2019 11/15/2019 31 10 0.322581

11/16/2019 12/15/2019 30 10 0.333333

Charge Periods

8/1/2019 8/15/2019 15 4.8387097

8/16/2019 9/15/2019 31 10

9/16/2019 10/15/2019 30 10

10/16/2019 11/15/2019 31 10

11/16/2019 11/30/2019 15 5

39.8387097

Revenue Recognition and Prepay with Drawdown

The Advanced Revenue Management (Essentials) feature works together with the Prepay with Drawdown
feature. This integration lets you accurately recognize revenue for both prepay and usage elements.

To enable the Prepay with Drawdown feature, go to Setup > Company > Setup Tasks > Enable Features
(Administrator). On the Transactions subtab, in the Billing section, check the Prepay with Drawdown
box. Prepay with Drawdown can only be enabled if the Advanced Subscription Billing feature is enabled
and the Create Revenue Elements for Subscription Revisions accounting preference is disabled.

The Prepay with Drawdown feature lets customers pay a specified amount in advance before using the
service lines in their contract. The upfront payment is the sales amount on the prepay element, and it is
fully billed at the start of the subscription. When usages are recorded, the service rate is used to calculate
the amount subtracted from the prepay element and transferred to the usage elements. Invoices are
then created to decrease the bill amount on the prepay element, thereby increasing the sales and bill
amount on the usage elements.

At the end of subscription term, the service provider can refund any remaining amount on the prepay
element or recognize the remaining amount without a refund.

When configuring subscription items for Prepay and Usage subscription line types, ensure the Create
Revenue Plans On field is set to Subscription Events and the Allocation Type field is set to Exclude. If

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 Revenue Recognition for SuiteBilling 21

these fields are populated with different values, then they get overridden to the preceding values when
you create a corresponding revenue arrangement for the subscription. For more information about
configuring subscription items for revenue recognition, see Configuring Subscription Items for Revenue
Recognition. For information about creating the prerequisite parts of a subscription, see SuiteBilling
Management.

You have two options when setting the Charge Frequency on the price book's prepay line:

■ Auto-Refill – NetSuite generates another prepayment amount when the prepay minimum balance
is reached. You set the prepay amount and prepay minimum balance in the price plan. For more
information, see Creating Price Plans.
■ One Time – If the prepay amount is fully used, NetSuite converts you to pay-as-you-go. As usages are
recorded, they are added to the corresponding usage elements, without involving the prepay element.
This causes an increase in the sales amount on the usage elements, which are then directly billed.

Example of Prepay with Drawdown and Revenue

Recognition
The Advanced Revenue Management (Essentials) feature works together with the Prepay with Drawdown
feature. This integration lets you recognize revenue for both prepay and usage elements.

In this example, the Vertex Company pays $5,000 upfront for a three-month service contract with an IT
Support Company. The IT Support Company offers different billing rates based on the type of support
used:

■ Emergency Support (Usage Support A): Billed at $2.50 a minute.

■ Standard Support (Usage Support B): Billed at $1.30 a minute.

This example uses the following revenue recognition rule:

Recognition Method Amount Source Rev Rec Start Date Rev Rec End Date
Source Source

Straight-line, by even periods Event-Percent based on Event Date Term in Days (0)
amount

The fields in the Revenue Recognition/Amortization subtab on the items are set to the following:

■ Create Revenue Plans On: Subscription Events

■ Allocation Type: Exclude

For information about configuring subscription items, Configuring Subscription Items for Revenue
Recognition.

The Unbilled Receivable Adjustment Journal Grouping accounting preference is set to Element. For
information about this accounting preference, Groupings for Unbilled Receivable Adjustment Journal
Entries.

May Activity
In May, the following records are created in NetSuite:

■ One subscription plan

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 Revenue Recognition for SuiteBilling 22

■ One price book

■ One subscription
■ One invoice
■ Two usages
■ Six charges
■ One revenue arrangement

To learn more about these records, see SuiteBilling Management and Advanced Revenue Management
(Essentials) and (Revenue Allocation).

Note: Charges are not displayed in this example but are reflected in the update revenue
arrangement for each accounting period.

Three Month Subscription

The subscription, subscription plan, and price book include three items. The minimum balance on the
prepay line is $300, meaning $5,000 is refilled when the $300 threshold is met.

Item Line Type Billing Prepay Line Price Charge Start Date End Date
Mode Frequency

Prepaid Prepay In Advance — Prepay Auto-Refill 5/1/2024 7/31/2024

Service Amount:
$5,000.00

Minimum
Balance: $300

Usage Usage In Arrears Prepaid From 0: $2.50 Monthly 5/1/2024 7/31/2024

Support A Service

Usage Usage In Arrears Prepaid From 0: $1.30 Monthly 5/1/2024 7/31/2024

Support B Service

May Invoice
On May 1, the IT Support Company bills the full prepay amount at the start of the subscription.

Item Quantity Rate Amount

Prepaid Service 1 5,000 $5,000

May Usages
The Vertex Company uses 1,200 minutes of emergency support and 1,500 minutes of standard support in
May. The IT Support Company creates two usage records at the end of May to represent this usage.

Item Quantity Rate Amount

Usage Support A 1,200 2.50 $3,000

Usage Support B 1,500 1.30 $1,950

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 Revenue Recognition for SuiteBilling 23

May Revenue Arrangement

The IT Support Company creates six charges for the prepay amount and the two usages. The quantity and
sales amount are updated on the revenue arrangement to reflect the charges and the refill. The Prepaid
Service is refilled because it is set to Auto-Refill at a minimum balance of $300 and the remaining unused
balance is $50. The Prepaid Service item now has a sales amount balance of $5,050, which is the $5,000
that was refilled plus the remaining unused balance of $50.

Item Quantity Sales Amount Revenue Amount Start Date End Date

Usage Support A 1,200 $3,000 $3,000 5/1/2024 7/31/2024

Usage Support B 1,500 $1,950 $1,950 5/1/2024 7/31/2024

Prepaid Service 1 $5,050 $5,050 5/1/2024 7/31/2024

May Revenue Plan

The IT Support Company updates their revenue plans. The planned recognition period for the Prepaid
Service item is July because the unused prepaid amount is recognized at the end of the subscription term.
The subscription term ends July 31, 2024.

Item Plan Total Amount (Recognized) Remaining Planned Period

Usage Support A $3,000 $0.00 $3,000 May

Usage Support B $1,950 $0.00 $1,950 May

Prepaid Service $5,050 $0.00 $5,050 July

May Revenue Recognition Journal

The IT Support Company recognizes the two usages at the end of May.

Account Debit Credit

Usage Support A Deferred Revenue 3,000

Usage Support A Income 3,000

Usage Support B Deferred Revenue 1,950

Usage Support B Income 1,950

Note: The usages are not billed in May because they are billed in arrears.

May Unbilled Receivable Adjustment

The IT Support Company runs reclassification at the end of May. An unbilled receivable adjustment is
posted in May because cumulative billing is less than cumulative revenue recognition for Usage Support A
and Usage Support B.

The unbilled calculations are as follows:

■ For Usage Support A, the billed amount is 0 and the recognized amount is $3,000, leaving an unbilled
amount of $3,000

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 Revenue Recognition for SuiteBilling 24

■ For Usage Support B, the billed amount is 0 and the recognized amount is $1,950, leaving an unbilled
amount of $1,950.

Account Debit Credit

Usage Support A Deferred Revenue 3,000

Usage Support B Deferred Revenue 1,950

Unbilled Receivable 4,950

The IT Support Company closes the May accounting period.

June Activity
In June, the following records are created in NetSuite:

■ One invoice
■ Two usages
■ Four charges
■ One revenue recognition journal
■ One prior unbilled receivable adjustment
■ One unbilled receivable adjustment

June Invoice
On June 1, the IT Support Company bills the usages from May. $3,000 is deducted from the Prepaid
Service line and added to Usage Support A. Another $1,950 is deducted from the Prepaid Service line and
added to Usage Support B. In sum, $4,950 is deducted from the Prepaid Service line. Since the Prepaid
Service line is set to Auto-Refill at a minimum balance of $300 and the remaining balance is $50, the
Prepaid Service was refilled and is billed immediately for $5,000.

Item Quantity Rate Amount

Usage Support A 1,200 2.50 $3,000

Usage Support B 1,500 1.30 $1,950

Prepaid Service 1 -3,000 $-3,000

Prepaid Service 1 -1,950 $-1,950

Prepaid Service (refill) 1 5,000 $5,000

June Usages
The Vertex Company uses 500 minutes of emergency support and 2,000 minutes of standard support in
June. The IT Support Company creates two usage records at the end of June to represent this usage.

Item Quantity Rate Amount

Usage Support A 500 2.50 $1,250

Usage Support B 2,000 1.30 $2,600

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 Revenue Recognition for SuiteBilling 25

Note: The usages are not billed in June because they are billed in arrears.

June Revenue Arrangement

The IT Support Company creates four charges for the two usages. The quantity and sales amount are
updated on the revenue arrangement to reflect the charges. No refill occurs because $1,200 remains on
the Prepaid Service line, which does not meet the auto-refill minimum of $300.

Item Quantity Sales Amount Revenue Amount Start Date End Date

Usage Support A 1,700 $4,250 $4,250 5/1/2024 7/31/2024

Usage Support B 3,500 $4,550 $4,550 5/1/2024 7/31/2024

Prepaid Service 1 $1,200 $1,200 5/1/2024 7/31/2024

June Revenue Plan

The IT Support Company updates their revenue plans.

Item Plan Total Amount (Recognized) Remaining Planned Period

Usage Support A $4,250 $3,000 $1,250 June

Usage Support B $4,550 $1,950 $2,600 June

Prepaid Service $1,200 $0.00 $1,200 July

June Revenue Recognition Journal

The IT Support Company recognizes the two usages at the end of June.

Account Debit Credit

Usage Support A Deferred Revenue 1,250

Usage Support A Income 1,250

Usage Support B Deferred Revenue 2,600

Usage Support B Income 2,600

June Unbilled Receivable Adjustments

The IT Support Company runs reclassification at the end of June. Two unbilled receivable adjustments are
created.

A reversal of the prior unbilled receivable adjustment is created to reverse the May adjustment.

Account Debit Credit

Usage Support A Deferred Revenue 3,000

Usage Support B Deferred Revenue 1,950

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 Revenue Recognition for SuiteBilling 26

Account Debit Credit

Unbilled Receivable 4,950

Another unbilled receivable adjustment is created because cumulative billing is less than cumulative
revenue recognition for Usage Support A and Usage Support B.

The unbilled receivable calculations are as follows:

■ For Usage Support A, the billed amount is $3,000 and the recognized amount is $4,250, leaving an
unbilled amount of $1,250.
■ For Usage Support B, the billed amount is $1,950 and the recognized amount is $4,550, leaving an
unbilled amount of $2,600.

Account Debit Credit

Usage Support A Deferred Revenue 1,250

Usage Support B Deferred Revenue 2,600

Unbilled Receivable 3,850

The IT Support Company closes the June accounting period.

July Activity
In July, the following records are created in NetSuite:

■ One invoice
■ One revenue recognition journal
■ One prior unbilled receivable adjustment

July Invoice
On July 1, the IT Support Company bills the usages from June. $1,250 is deducted from the Prepaid
Service line and added to Usage Support A. Another $2,600 is deducted from the Prepaid Service line
and added to Usage Support B. In sum, $3,850 is deducted from the remaining balance of $5,050 on the
Prepaid Service line. No refill occurred because $1,200 remains on the Prepaid Service line, which does
not meet the auto-refill minimum of $300.

Item Quantity Rate Amount

Usage Support A 500 2.50 $1,250

Usage Support B 2,000 1.30 $2,600

Prepaid Service 1 -1,250 $-1,250

Prepaid Service 1 -2,600 $-2,600

July Revenue Recognition Journal

The Vertex Company does not use any support in July so no usages are created. Since the subscription
ends on July 31, the IT Support Company recognizes the remaining balance of $1,200 on the Prepaid
Service element. The recognized amount now equals the billed amount.

SuiteBilling
 Revenue Recognition for SuiteBilling 27

Account Debit Credit

Prepaid Service Deferred Revenue 1,200

Prepaid Service Income 1,200

The subscription term has ended, and all revenue has been recognized.

July Unbilled Receivable Adjustment

A reversal of the prior unbilled receivable adjustment is created to reverse the June adjustment.

Account Debit Credit

Usage Support A Deferred Revenue 1,250

Usage Support B Deferred Revenue 2,600

Unbilled Receivable 3,850

SuiteBilling
 SuiteBilling Setup 28

SuiteBilling Setup
This chapter describes the actions required to enable and set up SuiteBilling. SuiteBilling requires you to
set preferences before you can enable its associated features. This chapter includes tasks that you usually
need to perform only one time for your initial setup.

Setting the SuiteBilling Preferences

Note: Before you can enable the SuiteBilling feature, you must contact your NetSuite sales or
account representative to provision this feature for your NetSuite account.

You cannot enable the SuiteBilling features until these actions are completed:

■ Consolidating Projects on Sales Orders

■ Disabling Employee Commissions

You can also set optional preferences for subscription management. See Setting Optional Preferences.

For high-level overview diagrams of the workflows that include this procedure, see Subscription Plan
Creation, New Stand-Alone Subscription Creation, and Subscription Creation from a Sales Order.

Consolidating Projects on Sales Orders

If you have the Projects feature enabled, before you can enable SuiteBilling, you need to set the
Consolidate Projects on Sales Transactions preference. Projects and Project Management must be
enabled for the Consolidate Projects on Sales Transactions preference to be accessible.

To set the accounting preference to consolidate projects on sales orders:

1. Go to Company > Projects.

2. Check the Projects and Project Management boxes.
3. Go to Setup > Accounting > Accounting Preferences.
4. Click the Items/Transactions subtab.
5. Check the Consolidate Projects on Sales Transactions box.
6. Click Save.

Disabling Employee Commissions

Before you can enable SuiteBilling, you need to disable the Employee Commissions feature.

Note: When your account includes commissions data, that data is inaccessible, although still
in the account, when Employee Commissions is disabled. If you want to refer to commissions
data while using SuiteBilling, you can export the data from Reports > Commissions > Commission
Overview Report for Employee commissions and Reports > Commissions > Partner Commission
Overview Report for Partner commissions. To correctly set the time range of the report, set
the From field to the employee start date and the To field to the current date. For additional
instructions, see the help topic Exporting a Report.

To disable the Employee Commissions feature:

SuiteBilling
 Setting the SuiteBilling Preferences 29

1. Go to Setup > Company > Enable Features.

2. Click the Employees subtab.
3. In the Commissions section, clear the Employee Commissions box.
4. Click Save.

Enabling SuiteBilling Features

SuiteBilling has a collection of features to enable.

Before you enable SuiteBilling features, be sure that:

■ You are logged in to NetSuite using an Administrator role.

■ You have set the SuiteBilling preferences as instructed in Setting the SuiteBilling Preferences.

For high-level overview diagrams of the workflows that include this procedure, see Subscription Plan
Creation, New Stand-Alone Subscription Creation, and Subscription Creation from a Sales Order.

To enable SuiteBilling features:

1. Go to Setup > Company > Enable Features.

2. Click the Transactions subtab.
3. In the Billing section, check the following boxes:
■ Bill Costs to Customers
■ Advanced Billing
■ Charge-Based Billing
■ Billing Accounts
■ Billing Operations
■ Subscription Billing
■ Advanced Subscription Billing
Charge-Based Billing is required to see the pricing details on charges generated by subscription
lines.
Optionally, you can check the following boxes:
■ Add-on Items
■ Time-Based Pricing, which you use to create multiple time-based pricing intervals. For more
information about how to use time-based pricing, see Time-Based Pricing.
When Time-Based Pricing is enabled, you can use the Subscription Billing Enhanced UI
SuiteApp. This SuiteApp has the same functionality as the SuiteBilling Time-Based Pricing
feature, but with an improved user interface. For more information about the Subscription
Billing Enhanced UI SuiteApp, see Subscription Billing Enhanced UI.
■ Add-on Items is required to create a subscription without a subscription plan or price book.
For more information about how to create a subscription without a subscription plan or price
book, see Optional Subscription Plan and Price Book.
■ Invoice Groups, which you use to create and manage invoice groups. You can group multiple
invoices before sending them to a customer.
■ Commit Plus Overage, which you use to charge prepayment for a contracted minimum amount
of usage at a negotiated rate.

SuiteBilling
 Enabling SuiteBilling Features 30

For more information about how to use commit plus overage charges, see Commit Plus
Overage Charges.
■ Uplift Pricing, which you use to create price increases for subscription lines using an uplift
percentage at defined times during a subscription term.

Warning: The Uplift Pricing feature requires time-based pricing to be enabled.

For more information about how to use uplift pricing, see Uplift Pricing.
■ Prepaid Usage with Drawdown, a service type for when consumable services can be billed in
advance, and usage is drawn down from the assigned service lines.
For more information about prepaid usage with drawdown, see Prepaid Usage with Drawdown.
4. On the Company tab in the Classifications section, you can optionally check any of the following
boxes, to help segment your recurring revenue, for example:
■ Departments
■ Locations
■ Classes
5. Click Save.

Enabling the Multi-Subsidiary Customer Feature for

SuiteBilling
If you have billing accounts across subsidiaries, you can take advantage of the Multi-Subsidiary Customer
functionality. For more information, see the help topic Assigning Subsidiaries to a Customer.

To enable Multi-Subsidiary Customer for SuiteBilling, see the help topic Enable the Multi-Subsidiary
Customer Feature.

If the Multi-Subsidiary Customer feature is enabled, the billing account field is not automatically populated
on the Subscription record.

Optional Preferences for SuiteBilling

SuiteBilling has several optional preferences.

Setting Optional Preferences

You can streamline your subscription creation and management process with optional preferences.

To set optional preferences for subscription creation and management:

1. Go to Setup > Accounting > Accounting Preferences.

2. On the Classifications subtab, check the box for each preference that you want to set:
■ Make Classes Mandatory
■ Make Departments Mandatory
■ Make Locations Mandatory
■ Allow Per-Line Classes

SuiteBilling
 Optional Preferences for SuiteBilling 31

■ Allow Per-Line Departments

■ Allow Per-Line Locations
If you check the Make Classes Mandatory, Make Departments Mandatory, or Make Locations
Mandatory preferences, these fields are required while you are creating the subscription or
subscription line. If any of the Allow Per-Line preferences are checked, the line-level value is used
in revenue reporting. If Allow Per-Line preferences are cleared, the class, department, and location
values on the subscription line record are sourced from the billing account. For more information
about the Class, Department, and Location, see Class, Department, and Location Fields on
Subscription Lines.
3. Go to Setup > Accounting > Invoicing Preferences.
4. On the Subscription Management subtab:

Note: The Subscription Management subtab does not appear until after you enable
SuiteBilling.

a. Check the box for each preference that you want to set:
■ When Sales Order Gets Approved, Auto-Change Subscription Status to ‘Pending
Activation’. This moves subscription lines in Draft status to Pending Activation status if
the subscription is saved on a sales order and the order gets approved.
■ First Activation Change Order Creation Sets the Subscription Start Date. With this
preference enabled, the start date and activation date need to be the same. Otherwise,
the start date changes to the line item activation date.
■ Request Credit Memo for Off-Cycle Change Orders. This preference automatically
creates credit memos when doing off-cycle invoicing.
■ Create Delta Charges for Changes to Invoiced Service Periods. If this preference is
not visible in your account, contact your NetSuite account representative or NetSuite
Customer Support. There is no additional cost to activate delta charges.
When set, the global invoicing preference Create Delta Charges for Changes to
Invoiced Service Periods can generate a delta charge. A delta charge occurs when
changes to invoiced service periods result in a change to the amount the customer owes.
The amount of the delta charge is the difference between the invoiced amount and the
new amount for the service period. If there is a change in quantity, the quantity of the
delta charge will be the difference between the invoiced quantity and the new quantity
for the service period. If there is no change in quantity, the quantity will be the new
quantity for the service period.

Note: You cannot turn off delta charges after the first delta charge is created.

To see how to set this preference, view the video:

Enabling Delta Charges
To learn SuiteBilling change order fundamentals, see SuiteBilling Change Orders.
b. To align subscription charges with the subscription start date, check the Align Charge
Amounts with Subscription box.
When you activate a subscription, its current preference setting dictates the subscription
charge pattern.
When you check the Align Charge Amounts with Subscription preference, and then
activate subscriptions:
■ All lines within a single activated subscription have a charge pattern aligned with the
subscription header start date instead of its bill dates.

SuiteBilling
 Optional Preferences for SuiteBilling 32

■ Multiple-year subscriptions with multiple charge frequencies, such as monthly, quarterly,

and annual, recur based on the subscription start date for better alignment of charge
periods.
The subscription charge patterns of the Align Charge Amounts with Subscription
preference are shown in the following figure.

Existing subscriptions activated before setting this preference may display the original
recurrence pattern.
If the Align Charge Amounts with Subscription preference is cleared, charges align with
the billing schedule of the billing account. When this preference is set, charges align the
recurrence start date with the subscription start date. When the preference is set but you
have not selected a billing account for the subscription, the recurrence start date is the

SuiteBilling
 Optional Preferences for SuiteBilling 33

subscription start date. When the subscription has no billing but Align Charge Amounts
with Subscription is cleared, the start date is not calculated until you save, when you must
select a price book.
When you select a billing account for the subscription and click Save, the recurrence start
date updates to align with the billing account recurrence pattern. This changes the ratable
events that are generated in Draft mode, which may affect the Sales Order synchronization
or other processes that depend on the ratable event amounts. When you select a billing
account, rating runs.
If Align Charge Amounts with Subscription is cleared, the total contract value may change
when you select a billing account on the subscription.
c. To automatically extend the Estimated Revenue Recognition End Date for evergreen
subscriptions, enter a value between 1 and 120 for the following preference:
Months To Extend Estimated Revenue Recognition End Date

Tip: Set this preference according to your billing schedule.

■ If you bill evergreen subscriptions monthly, set this preference to 1 or greater.

■ If you bill evergreen subscriptions quarterly, set this preference to 3 or greater.
■ If you bill evergreen subscriptions annually, set this preference to 12 or greater.

Evergreen subscriptions do not have an end date unless there is a Terminate change order
for the line. For all other evergreen subscriptions, the Estimated Revenue Recommended
End Date field on the subscription header is used as the end date.
For more information about revenue recognition, see Revenue Recognition for SuiteBilling.
d. If you entered a value for the Months To Extend Estimated Revenue Recognition
End Date preference, you also must enter a value between 1 and 120 for the following
preference:
Months Prior To Estimated Revenue Recognition End Date To Initiate Auto-Extend
5. To ensure that all days are prorated to the same amount regardless of the number of days in the
year, check the Exclude February 29 When Prorating by Days or Months preference.
To see how to set this preference, view the video:
Setting the Leap Year Preference
6. To remove a one-day charge from a subscription line item, check the Default Terminations
Effective at Start of Day preference.
7. To use the line item location set on the subscription line as the source for the invoice, credit
memo, and cash sale location line item values, check the Use the Location from the Subscription
Record on Line Items for Invoices, Credit Memos, and Cash Sales preference. If the
subscription line item location is empty, the location from the employee record is used as the
invoice line item location.
8. Click Save.

To learn SuiteBilling change order fundamentals, see SuiteBilling Change Orders.

Proration Options
Set the Exclude February 29 When Prorating by Days or Months preference in SuiteBilling to ensure
that all days are prorated to the same amount regardless of the number of days in the year. When

SuiteBilling
 Optional Preferences for SuiteBilling 34

th
you enable this preference, NetSuite excludes February 29 when calculating prorated amounts in
leap years. To locate the preference, go to Setup > Accounting > Invoicing Preferences and click the
Subscription Management tab.

To see how to set this preference, view the video:

Setting the Leap Year Preference

On the subscription line, set the Prorate Start Date and Prorate End Date when you want to charge
customers only for the portion of the charge period they use. All subscription items have the same end
date as the subscription. If you leave the Prorate Start Date and Prorate End Date boxes cleared,
NetSuite bills the entire charge period. In most cases, you would either check both boxes or clear both
boxes.

On recurring subscription plan items:

■ To set proration for the start date of an item, check the Prorate Start Date box.
■ To set proration for the end date of an item, check the Prorate End Date box.

By default, if you set the Type field of a subscription plan item to Recurring, NetSuite checks the Prorate
Start Date and Prorate End Date boxes.

This is what happens when you check or clear one or both of these boxes:

■ If you check the Prorate Start Date box for an item, NetSuite bases the charge on the number of days
used. If service begins after the start of the charge period, NetSuite charges the customer for the days
used, not the entire charge period.
■ If you clear the Prorate Start Date box for an item, the start date of the item is the first date in the
charge period. Charges may begin earlier than the activation start date. For example, a customer
begins receiving service for a one-year subscription on December 15, and is charged for an entire
year.
■ If you check the Prorate End Date box for an item, NetSuite stops charges on the day the service
ends. If service ends before the full charge period is complete, NetSuite bills the customer only for the
days used.
■ If you clear the Prorate End Date box for an item, the end date of the item is the last day in the
charge period. Charges may extend past the subscription end date. For example, a customer cancels
their phone subscription on December 15 but continues to be charged up to and including December
31.

Example: A subscription with a 12–month term and charge frequency set to monthly is activated on
January 15. Each item represents one month of service with a charge to the customer of $100 US.

If you clear the Prorate Start Date and Prorate End Date boxes, the customer is billed the full
monthly cost for January.

If you check the Prorate Start Date and Prorate End Date boxes, the charge for the month of January
is reduced to $54.84. This reduced charge is based on the number of service days the customer
received. If the line is terminated prior to 12/31/2019, the end charge is also not a full charge.

SuiteBilling
 Optional Preferences for SuiteBilling 35

Setting the Optional Accounting Preference for Advanced

Revenue Management
To create individual revenue elements for each subscription change order, check the Create Revenue
Elements for Subscription Revisions accounting preference. When you check the preference:

■ All subscription revisions generate a separate revenue arrangement and corresponding revenue
elements.
■ All subscription revisions generate modification elements that account for the impact on revenue.

Check this preference to:

■ Generate the modification element according to the ASC-606 accounting policies for subscription
modifications when you have allocated revenue
■ Prospectively merge the modification elements

You also can still retrospectively merge the modification element. For instructions, see the help topic
Merging to Combine Revenue Arrangements. The Revenue Summary popup window for revenue
arrangements shows merged elements. For more information, see the help topic Revenue Summary
Details.

Note: This accounting preference is not compatible with custom revenue recognition events.

For more information about revenue recognition, see Revenue Recognition for SuiteBilling.

To set the optional accounting preference for Advanced Revenue Management:

1. Go to Setup > Accounting > Accounting Preferences.

2. Click the General subtab.
3. On the Subscription Management section, check the Create Revenue Elements for
Subscription Revisions box.

Warning: After you set the Create Revenue Elements for Subscription Revisions
preference, you cannot change it.

4. Click Save.

For more information, see Revenue Recognition for SuiteBilling.

To learn SuiteBilling change order fundamentals, see SuiteBilling Change Orders.

SuiteBilling
 Creating Items for Subscription Plans 36

Creating Items for Subscription Plans

A subscription plan is made up of all of the items that define a subscription. These items include recurring
services, usage, commit plus overage, and one-time charges. Before you can create a subscription plan,
you must create item records for the products and services you sell as part of subscriptions.

To learn how to create subscription items, view the video:

Creating Subscription Items

For high-level overview diagrams of the workflows that include this procedure, see Subscription Plan
Creation, New Stand-Alone Subscription Creation, and Subscription Creation from a Sales Order.

To create an item for a subscription plan:

1. Go to Lists > Accounting > Items > New.

2. Subscription items must be either a non-inventory item or a service item for sale. Other item types
are not available on subscription plans. Do one of the following:
■ To add a non-inventory item, under Non-inventory Item, click For Sale or For Resale.
■ To add a service item, under Service Item, click For Sale or For Resale.
3. In the Item Name/Number field, enter a value.
4. You can define the Class, Department, and Location fields on the Subscription Line record. For
more information about class, department, and location, see Class, Department, and Location
Fields on Subscription Lines.
5. Complete any additional fields.
6. Click the Accounting subtab.
7. From the Tax Schedule list, select a tax schedule. To add a new tax schedule to the list, click the
Open arrow.
8. Click the Preferences subtab.
9. Clear the Can Be Fulfilled/Received box.

Note: For non-inventory items, this box is checked by default and you must clear it. For
service items, this box is cleared by default.

10. Click Save.

For more information about the item record and using items, see the help topic Using Item Records.

To set up revenue recognition for the item, see Configuring Subscription Items for Revenue Recognition.
For more information about advanced revenue recognition, see Revenue Recognition for SuiteBilling.

Class, Department, and Location Fields on Subscription

Lines
You can define the Class, Department, and Location fields on the Subscription and Subscription Line
records in the Draft or Pending Activation status. NetSuite supplies the values of these fields automatically
in the following order:

1. If the Item record has values in any of these fields, that field on the Subscription Line record
shows the Item record’s values.

SuiteBilling
 Creating Items for Subscription Plans 37

2. If the Item record does not have a value for any of these fields, NetSuite checks the subscription
plan, and the field on the Subscription Line record shows its subscription plan value, if any.
3. If a field does not have a value in the subscription plan, NetSuite checks the billing account, and
the field on the Subscription Line record shows those values, if any.
4. If the Item record, subscription plan, and billing account do not have values in these fields, they
are empty on the Subscription Line record.

If any of the Allow Per-Line Classes, Allow Per-Line Departments , or Allow Per-Line Locations
preferences are checked, revenue reporting uses the line-level value. If the line-level preferences are
cleared, the values for Class, Department, or Location of the subscription line are sourced from the billing
account. For reporting processes, the values of the Class, Department, and Location fields from the
subscription line are used for charges and revenue elements.

Values flow from the subscription record and subscription line to the charges and revenue processes,
then to the invoice processes, and finally to recognizing revenue. Existing subscription lines update to the
value set on the item or billing account, depending on the whether the line-level preferences are set. Any
existing revenue elements do not change. Charges may change if line-level preferences are cleared.

Configuring Subscription Items for Revenue Recognition

Note: The information in this topic applies regardless of whether you check the Create Revenue
Elements for Subscription Revisions accounting preference except where the accounting
preference is clearly identified.

For more information about revenue recognition, see Revenue Recognition for SuiteBilling.

To configure subscription items for revenue recognition:

1. To set up subscription items with different subscription line types, create an item record for each
subscription type.
The preferred values for the subscription line types are in the following table.

Subscription Line Type Revenue Recognition Create Revenue Plans Allocation Type
Rule On

Subscription item fields for Default Revenue Create Revenue Plans Allocation Type
revenue recognition Recognition Rule On

Commit Plus Overage: Recognition Default Usage Subscription Events Excluded

based on usage

Commit Plus Overage: Even Default Fixed Recurring Revenue Arrangement Normal
Amounts not dependent on usage Fee Creation

Commit Plus Overage: Recognition Default Adjustable Subscription Events Normal

based on usage with Allocations Recurring Fee

With Create Revenue Elements for Subscription Revisions unchecked, there is no way to
prospectively merge revenue recognition elements when allocating revenue.

Tip: When the Advanced Revenue Management (Essentials) feature is enabled, the
Deferred Revenue Account field on the Accounting subtab defaults to the system-
generated Deferred Revenue account. If you want to use a different account, be sure to
select it.

For instructions, see Creating Items for Subscription Plans.

SuiteBilling
 Creating Items for Subscription Plans 38

2. On the Revenue Recognition/Amortization subtab, in the Advanced Revenue Recognition group,

set the other required fields for revenue recognition as follows:
a. Use the same value for the required Rev Rec Forecast Rule as for the Revenue Recognition
Rule.
b. Accept the defaults for fields not included in the following table.
c. The preferred values for the subscription line types are in the following table.

Subscription Line Type Revenue Recognition Rule Create Revenue Allocation Type
Plans On

Recurring – Adjustable, Default Adjustable Recurring Subscription Events Normal

when the Fee
Create Revenue Elements
for Subscription Revisions
box is cleared

Recurring – Adjustable, Default Fixed Recurring Fee Revenue Normal

when the Arrangement
Creation
Create Revenue Elements
for Subscription Revisions
box is checked

Recurring – Fixed Default Fixed Recurring Fee Revenue Normal

Arrangement
Creation

One-Time Default Fixed Recurring Fee Revenue Normal

Arrangement
Creation

Usage Default Usage Subscription Events Exclude*

Prepaid Default Usage Subscription Events Exclude*

Commit Default Adjustable Recurring Subscription Events Normal, Exclude*

Fee, Default Fixed Recurring
Fee, Default Usage

Overage Default Usage Subscription Events Exclude*

* For the usage service line type, set the Allocation Type to Exclude to avoid potential
errors when revenue arrangements are merged. Revenue Allocation is supported for
recurring, commit plus overage, and one-time subscriptions. For more information, see
Creating Usage Records.
3. On the Accounting subtab of the item record, select a Deferred Revenue Account.

Create Revenue Plans On is not a required field because you can set its value in the revenue element. Do
not use Revenue Arrangement Creation as the value for Create Revenue Plans On when the rule uses
subscription events as the start and end date sources.
The Default Adjustable Recurring Fee rule is an example of a rule with these start and end date sources.
Revenue recognition plans that are created on subscription events do not include start and end dates. For
more information about plans created on subscription events, see Calculations for Revenue Plans Created
on Subscription Events.

Creating Subscription Plans

When you create a subscription plan, you specify the items, such as recurring services, usage, commit
plus overage, and one-time charges, to include in the subscription.

SuiteBilling
 Creating Subscription Plans 39

A subscription plan and price book are not required when creating a subscription using the standard
form. You can create a subscription using only add-on item lines, which reduces the complexity of
creating a subscription. To learn how to create a subscription without a subscription plan or price book,
see Optional Subscription Plan and Price Book.

To learn how to set up a subscription plan and price plan in NetSuite, view the video:
Setting Up a Subscription Plan and Price Plan

For high-level overview diagrams of the workflows that include this procedure, see Subscription Plan
Creation, New Stand-Alone Subscription Creation, and Subscription Creation from a Sales Order.

To create a subscription plan:

1. Go to Lists > Subscriptions > Subscription Plans > New.

2. In the Subscription Plan Name field, enter a name.
3. From the Initial Term list, do one of the following tasks:
■ Select a term. Options include the following:
□ Standard Term – The subscription–level end date defines the end date for all of the
items. This results in the alignment of end dates. NetSuite calculates the end date as the
subscription start date plus the indicated subscription term. One-time subscription lines are
the exception because they are active for only one day.
□ Custom Term – You must set the subscription-level end date at the subscription level. This
date defines the end date for all of the items, resulting in the alignment of end dates. One-
time subscription lines are the exception, because they are only active for one day. The
subscription-level end date for a custom term remains editable until any subscription line
becomes active.
□ Evergreen Term – Revenue ends after three years unless you set optional invoicing
preferences to automatically extend revenue recognition.
■ Create a new term by clicking the plus icon.
4. On the Lines subtab, do the following for each item you want to add:
a. In the Item column, select an item. If the item list does not include an item you need for this
subscription plan, see Creating Items for Subscription Plans.
b. In the Required column:
■ Check the box if you want the subscription to always include this item.
■ Clear the box if you want the customer to be able to include or exclude the item as an
option at the time of sale.
c. In the Type column, select one of the following:
■ One Time – Items that incur a single charge, such as a setup or initialization fee.
■ Recurring – Items that incur charges throughout the subscription, such as recurring
service.
■ Usage – Items that incur charges based upon how much or how often the customer
uses them, such as minutes or data.
■ Commit Plus Overage – Items that are charged in advance for a committed usage
quantity and incur a charge for overage if more than the committed quantity is used.
d. In the Mode column, select one of the following:
■ In Advance – Payment is due at the beginning of the charge period (for example, the
first day of the month).

SuiteBilling
 Creating Subscription Plans 40

■ In Arrears – Payment is due at the end of the charge period (for example, the last day of
the month).
e. In the Include in Renewal Subscription column, click the down arrow to display the
available renewal options and select a different option if desired.
f. If required, for recurring items, check or clear the Prorate Start Date and Prorate End
Date boxes. For details, see Proration Options.
g. Click Add.
5. Repeat step 4 until you have added all items to the subscription plan.
6. Click the Renewal subtab and complete the renewal options. When you renew to a new
subscription, you can select the renewal plan and price book. See Adding Renewal Information to
Subscription Plans to learn how the default from the subscription populates the renewal.
■ If you have enabled the Uplift Pricing feature, you also can define the percentage renewal
uplift. After renewal setup is complete, your settings affect any new subscriptions created with
this plan.
■ To set up your renewal to happen automatically, check Automatically Initiate Renewal
Process Before Subscription End Date.
■ When the Uplift Pricing feature is enabled, you can define the default percentage renewal
uplift. Based on the renewal configuration, the renewal description lines appear in the uplift
table where you set the percentage uplift. See Adding Renewal Information to Subscription
Plans to learn how the default from subscription populates the renewal uplift on subscription.
After renewal setup is complete, your settings affect any new subscriptions created with this plan.
7. Enabling the Uplift Pricing feature makes the Uplift subtab available. In this subtab, you can define
the Uplift Percent and interval creation using the combination of Uplift Frequency and Repeat
Every fields. These settings default to any new subscriptions created with this plan. See Uplift
Pricing to learn more about uplift for subscription plans.

When you save, NetSuite opens the Price Books subtab. After creating a subscription plan, the next task
is to create a price book by creating a price plan for each item. See Creating Price Books.

Adding Renewal Information to Subscription Plans

You can specify subscription renewal parameters when you create the subscription plan, or you can
edit the plan later to add renewal information. The renewal options selected on the plan are used when
creating all subscriptions from this plan. However, the plans can be edited when the draft subscription is
created. All values on the Renewal subtab are editable in any status.

To add renewal information to a subscription plan:

1. Go to Lists > Subscriptions > Subscription Plans.

2. For the subscription you want to renew, click Edit.
3. Click the Renewal subtab.
4. From the Default Renewal Term list, select a term for the renewal subscription.
5. From the Default Renewal Method list, select a default renewal method.
a. If you selected Extend Existing Subscription, go to step 6.
b. If you selected Create New Subscription:
i. From the Default Renewal Subscription Plan list, select a default subscription plan
for the renewal subscription.

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 Creating Subscription Plans 41

ii. From the Default Renewal Transaction Type list, select one of the available options
(Do Not Create Sales Transaction, Estimate, Opportunity, or Sales Order).
6. To automatically start the renewal process, check the Automatically Initiate Renewal Process
box and enter the appropriate number into the Before Subscription End Date box.
7. When you enable the Uplift Pricing feature, NetSuite automatically applies percentage price
increases to a customer's renewal pricing or interval price when using the Renewal Uplift subtab.
The percentage uplift affects the minimum and maximum at both the tier and header level. The
default value acts as a template for the default renewal settings and Renewal Uplift subtab
when a new subscription is created. When the subscription renewal is created, the price plans are
automatically updated for renewal uplift. When creating a renewal extend, new pricing intervals are
automatically generated with the desired price increase.
8. Click Save.

When you save, NetSuite opens the Price Books subtab. After creating a subscription plan, the next task
is to create a price book by creating a price plan for each item. See Creating Price Books.

When you select the global Invoicing preference, Define Percentage Uplift for Subscription Lines,
NetSuite automatically applies percentage price increases to a customer's renewal pricing. The
percentage uplift affects the minimum and maximum at both the tier and header level. The default
value acts as a template for the default renewal settings when a new subscription is created. When the
subscription renewal is created, the price plans are automatically updated.

Creating Price Books

After you save a subscription plan, you can create pricing for the items. A price book defines the
pricing for a collection of items or services that are sold as part of a subscription plan. Every item on a
subscription plan must be assigned to a price plan within the price book. A subscription plan can have
one or multiple price books. You can use multiple price books to create different pricing options, such as
multiple currencies, or monthly, quarterly, and annual pricing.

A subscription plan and price book are not required when creating a subscription using the standard
form. You can create a subscription using only add-on item lines, which reduces the complexity of
creating a subscription. To learn how to create a subscription without a subscription plan or price book,
see Optional Subscription Plan and Price Book.

To learn how to set up a subscription plan and price book in NetSuite, view the video:
Setting Up a Subscription Plan and Price Plan

For high-level overview diagrams of the workflows that include this procedure, see Subscription Plan
Creation, New Stand-Alone Subscription Creation, and Subscription Creation from a Sales Order.

When you renew to a new subscription, you can select the renewal plan and price book. Refer to Adding
Renewal Information to Subscription Plans to learn how the default from subscription populates the
renewal. After renewal setup is complete, your settings affect any new subscriptions created with this
plan.

To create a price book:

1. On the saved subscription plan record, click the Price Books subtab. This subtab opens by default
after you save a subscription plan.
2. Click New Price Book.

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 Creating Price Books 42

3. On the price book record, in the Name field, enter a name for the price book.
4. From the Currency list, select the appropriate currency.
5. On the Price Book Lines subtab, in the Edit column, click the edit icon for an item to make its price
plan. For instructions on making price plans, see Creating Price Books.

Note: You must complete a price plan for every item before you can save the price book.
Complete the required fields on the price plan, and then click Save to return to the price
book record.

6. From the Interval list (if showing), select the time period to set the duration of the interval. You can
choose Day, Week, Month, or Year.
7. In the Start On field, enter a number for when the interval begins.
For example, you set the Interval to Month and the Start On field to 1 (one). The interval runs
from month 1 until the end of the term. If you create a subscription from this plan, NetSuite
converts the relative dates to real dates based on the subscription start date. If you set the start
date of the subscription to January 1 and the Start On field to 1, the interval starts on January 1.

Example: The following example price book, AAA Basic Plan Pricing, has currency in US dollars.
The items associated with the price book include a one-time item, a recurring item, a usage item,
and a commit plus overage item.

8. (Optional) In the Included Quantity Multiplier column, enter a number. For more information,
see Creating Usage Records.
9. (Optional) If you want to enter a default discount, enter the discount in the Discount column.
You can enter a discount as a percentage or as a flat rate discount. To enter a percentage discount,
include the percentage sign (%) after the positive number you enter in the Discount field. Flat rate
discounts do not need a notation.
10. From the Charge Frequency list, select Weekly, Monthly, or Annually.
11. Unless the item is a one-time item, select a number from the Repeat Every list for how often you
want the charge to occur.
For example, if you want to charge monthly, select a Monthly from the Charge Frequency list and
enter 1 in the Repeat Every field.

Example: The following example shows a basic price book with tiered pricing (line 1) and volume
pricing (line 2), charge frequency, and recurrence. Notice that no discounts are included in the
following price book example.

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 Creating Price Books 43

12. From the Prorate By column, select Month or Day.

Tip: Prorate By Month creates a rounded charge for the billing period. For example, a 12–
month subscription costs $12,000 that is billed monthly. If you select Prorate By Month, the
charge for each month is rounded to $1,000. However, if you select Prorate By Day for the
same subscription, the monthly charge varies from $920.55 to $1,019.18 depending on the
number of days in the month.

Example: When you enable proration for an item, NetSuite creates charges based on the
number of days or months in the charge period. The default Prorate By setting for all recurring
items is Day.

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 Creating Price Books 44

13. Repeat all of the previous steps for each price book item until all have pricing information.
14. Click Save.

Time-Based Pricing
Use the Time-Based Pricing feature to create pricing models that have planned pricing changes over time,
also known as interval pricing models. Examples include free trials, ramp pricing, and introductory pricing.
You use Time-Based Pricing to create intervals for price, quantity, or discount changes over time.

You can define how charges are calculated for time intervals during a subscription's term. For example,
you offer a one-year subscription with an introductory pricing plan. A reduced price applies for the first
three months and full price applies for the last nine months of the subscription’s term. To set up this price
plan, you add an interval for the item and set it to start on the fourth month without a discount.

For instructions on enabling Time-Based Pricing, see Enabling SuiteBilling Features.

To learn how to create a subscription plan, price book, and price plans with Time-Based Pricing in
NetSuite, view the video:
Creating a Subscription Plan, Price Book, and Price Plans with Time-Based Pricing

Note: If you use the SuiteBilling Enhanced UI SuiteApp (formerly called the Time-Based Pricing
SuiteApp) with the Time-Based Pricing feature, see Subscription Billing Enhanced UI.

Creating Intervals for Time-Based Pricing

You can apply a single price interval to all items on a price plan at one time, or you can define different
price intervals for each item.

You also can use the Time-Based Pricing feature to add a price interval to all items in the price book and
subscription level.

Before creating a price interval, you must have a subscription plan, price book, and price plan. See
Creating Items for Subscription Plans, Creating Subscription Plans, and Creating Price Books.

The following example shows a subscription that includes two subscription line items, each with two price
intervals. For each item, the new price takes effect in the 4th month.

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 Creating Price Books 45

To create a price interval, you must configure the price plan as described in the following procedures.

Adding a Price Interval to All Items at One Time

You can simultaneously add a price interval to all items in a subscription plan.

To add a price interval to all items in a subscription plan:

1. From the subscription plan on the Price Book subtab, click the edit icon for an item. The price plan
window opens.

Note: Items set up for one-time pricing cannot have more than one price interval.

2. Click Add Interval to All to add a price interval to all items at one time rather than creating
separate price intervals for multiple individual items.
3. Edit the price, discount, or quantity for the new price interval. For example, to create a price interval
that starts after the subscription start date, change the Start On value.

Note: Price interval items that are located next to each other must be unique. If you have
two identical adjacent price intervals, NetSuite combines the items from each into one price
interval.

4. Click Save to save the intervals in your price plan.

5. When you have completed configuring the price interval for all items, click Save to save the price
book. The Interval and Start On columns appear on the price book, as shown in the following
image. For information about these columns of the price book, see steps 6 and 7 of Creating Price
Books.

Adding a Price Interval to a Single Item

You can add a price interval to one subscription plan item at a time.

To add a price interval to a single item in a subscription plan:

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 Creating Price Books 46

1. Select the item with the price plan you want, and click Make Copy.

Tip: When you copy a price interval, you save the effort of completing all the fields that
a new price interval requires. For example, if you have tiered pricing and do not want to
recreate the tiers for each new price interval.

2. Click the edit icon for an item. The price plan window opens.
3. Edit the price, discount, or quantity for the new price interval. For example, to create a price interval
that starts after the subscription start date, change the Start On value.

Note: Price interval items that are located next to each other must be unique. If you have
two identical adjacent price intervals, NetSuite combines the items from each into one price
interval.

4. Click Save to save the intervals in your price plan.

5. Repeat steps 2–4 for each subsequent item in the price book.
6. When you have completed configuring all intervals, click Save to save the price book. The Interval
and Start On columns appear on the price book, as shown in the preceding image. For information
about these columns of the price book, see steps 6 and 7 of Creating Price Books.

Pass-Through for Time-Based Pricing Intervals

When Time-Based Pricing is enabled, you can use pass-through for time-based pricing intervals. Pass-
through occurs when a change order is created between two time-based pricing intervals and a field or
fields that the change order changes do not differ between the two time-based pricing intervals. Pricing
intervals that take effect after the change order and do not change the same quantity, discount, or price
field(s) as the change order can pass through and update the time-based pricing interval with the new
value(s).

Pass-through on time-based pricing intervals reduces manual effort because you do not have to create
multiple change orders to update the pricing intervals. Pass-through on time-based pricing intervals also
makes intervals more consistent.

Example:

Here is a subscription with a 12–month term, activated on July 18 with the following time-based pricing
intervals:

A change order is created and effective on August 1 that changes the quantity from 1 to 2. This change
passes through and updates all consecutive time-based pricing intervals that had the same quantity
value as the one changed. The new pricing intervals are as follows:

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 Creating Price Books 47

Deleting a Price Interval

You can delete a price interval from a price book even if a subscription has been created using that
subscription plan. You can delete a price interval when the subscription plan item is in the Draft status.

To delete a price interval:

1. Select the price interval you want to delete.

2. Click Remove.

Setting Up Standard Pricing

If you have the System Administrator role, you can set up standard pricing that other users cannot
modify.

To set up standard pricing that other users cannot change:

1. Grant access permission to a subscription process with the following restrictions:

■ Limit the number of users who can edit the subscription pricing.
■ Reduce the permissions to edit a specific price plan, subscription change order, or price book.
When you restrict access, users with roles other than System Administrator can change a
subscription item discount or quantity but not the price plan unless they have price plan
permissions. For instructions on how to grant roles the access permission to a subscription
process, see the help topic Setting Permissions.

To learn SuiteBilling change order fundamentals, see SuiteBilling Change Orders.

Copying a Price Book

You can copy a price book to save effort in filling out all the fields for a similar price book. For example,
you might want to copy a price book when creating pricing books for different currencies.

To copy a price book:

1. Open the price book record you want to copy.

2. From the Actions menu, select Make Copy.
3. Edit the copy with any needed changes.
4. Click Save.

Deleting a Price Book

You can delete a price book that has not been used to create any subscriptions.

To delete a price book:

1. Open the price book record you want to delete.

2. From the Actions menu, select Delete.

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 Creating Price Books 48

Creating Price Plans

Every item in a subscription plan must have an associated price plan. You must create price plans for
every pricing interval in a price book.

A subscription plan and price book are not required when creating a subscription using the standard
form. You can create a subscription using only add-on item lines, which reduces the complexity of
creating a subscription. To learn how to create a subscription without a subscription plan or price book,
see Optional Subscription Plan and Price Book.

When creating a price plan, the quantity for each item must be greater than zero (0). When you modify
the price plan, you cannot set the quantity to zero (0) or a negative number.

Note: Volume pricing charges all units at the price tier based on the quantity.

For high-level overview diagrams of the workflows that include this procedure, see Subscription Plan
Creation, New Stand-Alone Subscription Creation, and Subscription Creation from a Sales Order.

To create a price plan:

1. From the Price Books subtab of the subscription plan record, select an existing price book record.
If you have not already created a price book, follow the instructions in Creating Price Books.
2. Configure the price plan:
a. Click the edit icon for an item. The price plan window opens.

Note: You also can click the edit icon to edit an existing price plan.

b. From the Type list, select one of the following:

■ Tiered – Most commonly used for recurring items. Tiered pricing charges a specified
rate for all items sold in the tier (for example, the first 10 items). When the quantity sold
exceeds the upper limit for the tier, NetSuite charges the price specified for the next tier
for the additional items.

Example:
A beverage subscription with tiered pricing includes the following pricing levels:
Quantity tier 1: For 0–10 items, the price is $5.00
Quantity tier 2: For 11–20 items, the price is $4.95
Quantity tier 3: For 21+ items, the price is $4.90
If a customer orders 22 items, the charge is (10 x $5.00)+(10 x $4.95)+(2 x $4.90) =
$109.30.

■ Volume – Most commonly used for usage pricing. For volume pricing, the total quantity
sold defines the charge rate for all items in the order.

Example:
A beverage subscription with volume pricing includes the following pricing levels:
Volume tier 1: For 0-10 items, the price is $5.00
Volume tier 2: For 11-20 items, the price is $4.95

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 Creating Price Plans 49

If the customer orders eight items, the per item charge for the order is $5.00. The total
charge is (8 x $5.00) = $40. If the customer orders 22 items, the per item charge for
the order drops to $4.95. The total charge is (22 x $4.95) = $108.90.

When you create a price plan, you can set minimum and maximum amount limits for pricing
tiers. See Price Plan Minimum and Maximum Amounts.
c. From the Pricing Option list, select one of the following options:
■ Rate – Calculates the item amount as (quantity x rate).
■ Fixed Amount – The item’s defined charge amount is not affected by its quantity.
d. In the Value field, enter an amount to charge for the item.
e. To add more pricing for additional quantities, click Add.
3. Repeat step 2 for each subsequent item in the price book. Every item in a subscription plan must
have an associated price plan.
4. Click Save to submit the price plan. NetSuite returns to the Price Book page and displays the new
price plan in the item columns.
5. From the Charge Frequency list, select Weekly, Monthly, or Annually.
6. Unless the item is a one-time item, from the Repeat Every list, enter a number for how often you
want the charge to occur. For example, if you want to charge monthly, select Monthly from the
Charge Frequency list and enter 1 in the Repeat Every field.
7. Click Save to save the price book.

Price Plan Minimum and Maximum Amounts

You can use the Minimum Amount and Maximum Amount fields on the Price Plan record to set an overall
minimum and maximum per charge period. If the value computed through the tier setup is below your
minimum or above your maximum then the values of the Minimum Amount and Maximum Amount fields
are used instead. This feature offers flexibility to set an overall minimum and maximum value charged to
customers, but allows the tier structures to be calculated separately.

Only when Advanced Subscription is enabled, the following optional new fields are added to the Price Plan
record:

■ Minimum Amount
■ Maximum Amount

Tier-Level Minimum and Maximum

You can set minimum and maximum amount limits for pricing tiers. Consider the following pricing tier
examples. The prices and discounts are structured in tiers based on the quantity purchased:

■ 0–100 recurring licenses purchased cost $3.00 each.

■ 101–200 recurring licenses purchased cost $2.00 each.
■ 201+ recurring licenses purchased cost $1.00 each.

You can enter a minimum amount of $150. This forces customers to purchase at least 50 recurring
licenses, even if the item has a quantity of only 1.

You may also have a discount in which after a certain price is reached, the cost for your customers
does not increase. If you enter a maximum charge of $500.00, the customer does not have to pay for
additional licenses after they have spent $500.

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 Creating Price Plans 50

A volume tier can have a maximum price. But in most cases, a maximum price is needed only for the tier
with the highest number range.

When a change order changes the price plan mid-period, NetSuite prorates the minimum and maximum
amounts.

Example: A customer subscribes to your news website. The minimum charge is $10. You submit a
change order on April 13. For April 1-12, NetSuite prorates the minimum charge as days used so far
divided by total days in the month, multiplied by the minimum charge:

4 = (12 ÷ 30) x 10

For April 13-30 (18 days), NetSuite prorates the minimum as days remaining divided by total days in the
month, multiplied by the minimum charge:

6 = (18 ÷ 30) x 10

To learn SuiteBilling change order fundamentals, see SuiteBilling Change Orders.

Creating Billing Accounts

A billing account record shows all billing information, including the billing schedule, default payment
terms, ship-to address, and currency, for a customer or sub-customer.

To enable billing accounts, you must first set the Consolidate Projects on Sales Transactions preference
and enable the Charge-Based Billing and Billing Accounts features. For more information, see Setting the
SuiteBilling Preferences and Enabling SuiteBilling Features.

If you have multiple billing accounts for a customer, NetSuite uses the billing account marked as
customer default when creating transactions. For example, when creating a new invoice or new
subscription, NetSuite assigns the default customer billing account. On the billing account record, you can
change the start date of a billing account only if it is not yet used in an active subscription.

A single company may choose to set up multiple billing accounts to accommodate different billing
schedules. For example, they may want to bill recurring annual charges in advance and bill usage
monthly, with a separate billing account for each.

Use Case Example: A coffee shop franchise purchases software using multiple billing accounts as
follows:

■ The licensing fees and maintenance are billed to the parent company annually on January 1st. This is
the first billing account, with a fixed bill date of January 1st and the address of the parent company
used as the ship to address and bill to address.
■ The usage for the service is billed to the individual locations. For each location, there is a separate
billing account with a monthly billing schedule. The bill to address and ship to address for each
account correspond to the individual franchise location.

To create a new billing account:

1. Go to Lists > Relationships > Billing Accounts > New.

2. If required, from the Subsidiary list, select a subsidiary or change the subsidiary from the primary
subsidiary to a secondary subsidiary.
3. Indicate the customer for whom you are creating a billing account:
■ For an existing customer, select the customer name.

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 Creating Billing Accounts 51

■ To create a new customer, click the plus icon.

4. From the Currency list, select the customer’s currency.
5. From the Billing Schedule list, select a billing schedule.
6. Enter or select a Start Date.

Note: After you click Save, you cannot:

■ remove the subsidiary from this customer

■ delete billing accounts related to this customer and their secondary subsidiaries

7. Click Save.

The following screen is an example of a completed Billing Account record.

You also can create a new billing account while you are working in several other records, such as the
Customer record and the Subscription record. To create a create a new billing account from the Customer
record, on the Billing Account subtab, click -New-. Follow the instructions above. To create a new billing
account while creating a new subscriptions, see Creating a New Stand-alone Subscription.

Viewing Records Related to the Billing Account

You can view a list of records related to the billing account, such as subscription records, charge records,
and billing schedules.

To view records related to the billing account:

1. Go to the Billing Account page.

2. Click the Related Records tab.

Billing Addresses
The Bill-To Select list on the billing account determines the billing address for invoices, cash sales, and
credit memos associated with the billing account. If you do not select a billing address, NetSuite uses the

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 Creating Billing Accounts 52

default billing address defined on the customer record. If needed, you can change the billing address on
the billing account.

Customers with multiple subscriptions on the same billing account receive one single invoice based on
the billing schedule defined by the billing account.

The Ship-to Select list on the billing account works the same as the Bill-To select. This determines the
shipping address. If no shipping address is selected, NetSuite uses the default shipping address defined
on the customer record.

Billing Schedules
Billing accounts work with charge-based billing schedules. Charge-based billing schedules support two
types of recurrence patterns:

■ Fixed bill date billing schedules indicate that the recurring invoice is generated on a fixed-date basis.
Billing is based on the selected bill date, frequency, recurrence frequency, and Repeat Every settings.
Fixed date billing schedules work best when you want to invoice customers on a specific day of the
month, or any other specific frequency.
■ Anniversary bill date billing schedules indicate that the recurring invoice is generated on an
anniversary date basis. Billing is based on the billing account start date, frequency, recurrence
frequency, and Repeat Every settings. Use the anniversary bill date billing schedule to invoice the
customer on the same date each year as the service start date.

If you define a billing schedule with a date that does not exist in every month, the billing schedule adjusts
accordingly. For example, if you specify billing on the 31st, for months that have fewer days, NetSuite bills
on the last day of that month. February 28th and April 30th are two examples.

Changing the Billing Date for Future Invoices to a Billing

Account
You must have edit permissions for billing accounts to change the next bill cycle date.

To change the billing date for future invoices to a billing account:

1. Go to the saved a billing account with an associated billing schedule.

2. From the Next Bill Cycle Date list, change the date for the next bill cycle.

The list shows the possible dates for which you can advance the billing date up to a maximum of 10 billing
cycles.

You can move the next bill date backward, but only to the next bill date after the creation cycle of the
latest recurring invoice. For example, you prematurely generate a bill run and need to perform a bill run
for the first bill cycle date. You can accomplish this by moving the next bill date backward.

Creating Recurring Invoices for Subscriptions with Billing

Accounts
You can create subscription invoices that automatically recur with a designated frequency.

Usage and overage must be billed in arrears, but recurring, committed, and one-time charges can be
billed in advance. For example, bill from the electric company is based on your usage and is billed in

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 Creating Billing Accounts 53

arrears. To generate revenue as early as possible, most SuiteBilling customers bill recurring charges in
advance. For example, cable and internet service companies bill their customers for the coming month at
the beginning of the billing cycle. Charges begin the day the service is activated.

There are several ways to create a recurring invoice with a billing account.

To create a recurring invoice with a billing account:

1. Go to Lists > Relationships > Billing Accounts.

2. Click View next to the billing account for which you want to create a recurring invoice.
3. Click the Next Bill button.

Note: You also can create a recurring invoice by clicking the Next Bill button from the
Billing Account subtab of the customer record.

The Create Invoice page opens with the Recurring Bill box checked. The invoice date defaults to
the next bill date on the billing account.

In addition, you can create a recurring invoice the following ways:

■ Invoicing billable customers from the Invoice Customers page

■ Using Billing Operations (Process Billing Operations and Schedule Billing Operations)
■ Creating invoices from the Invoice page

For each customer, NetSuite reviews all billing accounts eligible for a bill run. NetSuite creates one
recurring invoice per billing account per period when there are charges. To send an invoice to your
customers, you can generate a statement of the bill run.

NetSuite uses the next bill cycle date on the billing account to determine the invoice date. When NetSuite
creates the invoice, the Last Bill Cycle Date and the Last Bill Date change to the date of the invoice. The
Next Bill Cycle Date advances to the next billing date. If you delete the invoice, the Last Bill Cycle Date and
the Next Bill Cycle Date return to the date they were before you generated the invoice. Also, the Last Bill
Date changes to the date of the previous bill.

Using Billing Accounts with Off-Cycle Invoices

Use off-cycle invoices to bill for charges that require immediate (mid-cycle) billing. NetSuite uses the date
on which you manually enter the invoice as the invoice date.

To create an off-cycle invoice using a billing account:

1. Go to Transactions > Sales > Create Invoices > List.

2. Click the Edit link for the invoice for which you want to create an off-cycle invoice.
3. Clear the Recurring Bill box.

When you create the invoice, the Last Bill Date updates to the date of the invoice. When you delete an
invoice, the Last Bill Date changes to the date of the previous bill.

Making a Copy of a Subscription or Billing Account

Making a copy of a subscription or billing account saves time re-entering repeated information when
creating a similar subscription or billing account.

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 Creating Billing Accounts 54

To make a copy of a subscription or billing account:

1. Under Setup > Company > Enable Features > Transactions > Billing, enable Time-Based Pricing.
2. In the list view under Actions for billing accounts and subscriptions in View mode, select Make
Copy.

Make Copy is in the list view under Actions for billing accounts and subscriptions in View mode regardless
of the subscription status. Copied subscriptions are set to Default status.

Make Copy creates a billing account or subscription that opens in the Create mode with most fields
sourced and automatically filled from the original record.

■ The start date for copied subscriptions and billing accounts defaults to the current date.
■ When the subscription term is currently evergreen, the new copy's term is evergreen.
■ When the original subscription term is a standard period that has been extended, the copied
subscription's term is customized to capture the full period.

For subscriptions, the Currency and Subscription Plan are locked on the copied subscription because
these values reset all values on the subscription.

Changes to intervals that occurred on subscriptions, such as Modify Pricing change orders, are copied
and converted into time-based pricing intervals with the same values. Terminations, Suspends, and
Reactivations are not copied.

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 SuiteBilling Management 55

SuiteBilling Management
This chapter describes tasks that you may perform repeatedly to manage your subscription billing.

For instructions on how to create the prerequisite parts of a subscription, see:

■ Creating Items for Subscription Plans

■ Creating Subscription Plans
■ Creating Price Plans
■ Creating Price Books
■ Creating Billing Accounts

After you have created all of the parts that make up a subscription, you can create a subscription.

To move the subscription through the approval process, you change its status using change orders. For
high-level overview diagrams of creating and renewing subscriptions, see SuiteBilling Process Diagrams.
For fundamental information about change orders, see SuiteBilling Change Orders.

When you create a subscription, its original status is Draft or Not Included. In Draft status, the
subscription has no revenue impact and no charge impacts. After approval, the subscription status
changes to Pending Activation. When the subscription is activated, its status changes to Active. You also
can manually change the status of individual subscription items.

As the subscription progresses through its life cycle, you can make changes to the subscription or its
components with change orders. If a customer decides to temporarily suspend their subscription, you
can create a Suspend change order. When the customer is ready to restart their subscription, you can
create a Reactivate change order.

You also use change orders to modify pricing.

You can create a subscription from a sales opportunity, estimate, or sales order. Create subscriptions
based on:

■ Customer
■ Billing Account
■ Subscription Plan
■ Price Book
■ Start Date
■ Subscription Term
■ Subscription Renewal

In addition, you can create a new stand-alone subscription without using an existing transaction.

For fundamental information about change orders, see SuiteBilling Change Orders.

Creating a New Stand-alone Subscription

A stand-alone subscription is a new subscription that you create on the Create Subscriptions page,
rather than from another transaction such as a sales order.

You can activate a subscription only after you create and save the subscription’s required components.
For instructions on how to create the prerequisite parts of a subscription, see the following topics:

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 Creating a New Stand-alone Subscription 56

■ Creating Items for Subscription Plans

■ Creating Subscription Plans
■ Creating Price Books
■ Creating Billing Accounts

To see a high-level overview diagram of the process for creating a subscription plan, see Subscription
Plan Creation.

To create a new stand-alone subscription:

1. Go to Transactions > Subscriptions > Create Subscriptions.

2. Select from the list or enter values for the following fields in any order:
■ Indicate the customer for whom you are creating the subscription:
□ From the Customer field, select an active customer from the list.
□ To create a new customer, click the plus icon next to the Customer field and select -New-.
You can select any active customer, regardless of whether they have a billing account. When
you select a customer, the Subsidiary and Currency fields contain the values you specified for
those fields for that customer. When you select values for the Customer and Subsidiary and
leave Currency blank, the Billing Account field shows the billing accounts that are available for
that customer.

Note: Depending on the order in which you select the values for the Customer,
Subsidiary, Currency, and Billing Account fields, NetSuite fills the values of fields
dependent on the Subscription and Billing Account records.

■ You can set a subsidiary to use in a new billing account before creating it. If the customer has
subsidiaries, indicate them as follows:
□ From the list in the Subsidiary field, select an active subsidiary. NetSuite populates the
Subsidiary fields of the Subscription record with the field’s values from the billing account.
□ You can change the subsidiary from the primary subsidiary to a secondary subsidiary. The
subscription must be in Draft or Pending Activation status to change the subsidiary.
□ To create a new subsidiary, click the plus icon and select -New-.
■ You can set a currency to use in a new billing account before creating it. Indicate the currency
as follows:
□ From the list in the Currency field, select an active currency. NetSuite populates the
Currency fields of the Subscription record with the field’s values from the billing account.
□ You can change the currency when the subscription is in Draft or Pending Activation status.
□ To create a new currency, click the plus icon and select -New-.
■ (Optional) You can create a subscription without a billing account until you activate the
subscription. You can select a billing account from the list in the Billing Account field, or to
create a new billing account, click the plus icon and select -New-. To create a create a new
billing account, follow the instructions in Creating Billing Accounts.
On the Subscription record, the Customer, Subsidiary, and Currency fields are required for
creating a billing account. When you have selected a customer on the Subscription record,
the Billing Account field contains the customer’s default billing account. When all lines in
the subscription are in Draft or Pending Activation status, you can change the billing account
to another billing account for the same customer. When you select a billing account, the
Subsidiary and Currency fields are read only and contain the values for those fields from the
billing account.

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The billing account is not required on default forms. Any automation or import templates work
when you set a billing account value when you create the subscription.
You cannot activate a subscription until you select a billing account that matches the values of
the Customer, Currency, and Subsidiary fields on the Subscription record.

Note: To ensure accurate data, select the Billing Account, Customer, or Subsidiary
before selecting the subscription plan and price book

3. From the Subscription Plan list, select a subscription plan. The Subscription Plan field lists the
subscription plans for the selected billing account. If you have not selected a billing account, you
must select values for the Currency and Subsidiary fields to select a subscription plan.
Only subscription plans with price books in the currency that corresponds to the selected price
book currency are available to select.

Note: A subscription plan and price book are not required when creating a subscription
using the standard form. You can create a subscription using only add-on item lines, which
reduces the complexity of creating a subscription. To create a subscription without a
subscription plan or price book, see Optional Subscription Plan and Price Book.

4. If required, from the Price Book list, choose a different price book.
5. From the Initial Term list, select a term, or select -New- to define a different term.
6. In the Start Date field, enter or select a start date for the subscription. The default value is today’s
date.
7. You can define the Class, Department, and Location fields on the Subscription records in the
Draft or Pending Activation status. These fields, located in the Plan and Term section, are useful for
reporting. The values of these fields are automatically populated in the following order:
a. If the selected subscription plan has values in any of the Class, Department, and Location
fields, the field on the Subscription record shows its subscription plan value.
b. If a field does not have a value in the subscription plan, NetSuite checks the billing account
and the field on the Subscription record shows its billing account value, if any.
c. If neither the subscription plan nor the billing account have values in these fields, they are
empty on the Subscription record.
If the Subscription or Subscription Line record is in Draft status, you can change the values
of the Class, Department, and Location fields. When the Subscription or Subscription Line
record is in Pending Activation or Active status, you cannot change the values of the Class,
Department, and Location fields.
The Lines tab of the Subscription record also has Class, Department, and Location
columns.
8. If required, define one or more add-on items. See Adding Line Items to an Existing Subscription.
9. If Advanced Revenue Recognition is enabled, set revenue recognition options. To enable Advanced
Revenue Recognition, see the help topic Enabling the Revenue Recognition Feature.
If Advanced Revenue Recognition is enabled and the subscription term is evergreen, the Estimated
Revenue Recommended End Date field is used as the end date for recognizing revenue.
10. If you want to apply a discount, do so now.
You can apply discounts at both the subscription plan and the subscription line item levels. You can
apply discounts to one-time, usage, commit plus overage, and recurring subscription line items.
Discounts apply to all line types and all pricing options.
You can apply a discount to a subscription only when it is in the Draft state. After a subscription is
activated, you cannot apply a discount. To apply a discount to a draft subscription, edit the discount

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field in-line. After a subscription is in the Active state, you can apply discounts only using a Modify
Pricing Change Order.
Charges and invoices dynamically display the net charge amount after discount. Therefore, there
are no associated discount line items on an invoice.
a. Go to Transactions > Subscriptions > Create Subscriptions > List.
b. For the draft subscription to which you want to add a discount, click the subscription name
or View.
c. On the subscription record, click Edit.
d. For the subscription line item to which you want to add a discount, enter the discount:
■ You can enter a discount between 0 and 100.
■ To enter a percentage discount, include the percent sign (%), for example, 50%.
■ To enter a flat rate discount, do not include any notation, for example, 50.
■ Negative discounts and discounts above 100% are not permitted.
e. To add discount to an active subscription, see Modifying Pricing.
11. On the subscription plan Renewal subtab, you can define the renewal date and default percentage
uplift to apply to the original subscription. See Adding Renewal Information to Subscription Plans to
learn how the default from subscription populates the renewal.

Note: After you click Save, you cannot change the subscription’s customer, currency, or
subsidiary. In this case, you must create a new subscription.

12. On the subscription Uplift tab, you can define the Uplift Percent to increase the price and interval
creation using the combination of the Uplift Frequency and Repeat Every fields. Uplift intervals
are created in the Pricing subtab with an increase in price using the uplift values after saving the
subscription. See Uplift Pricing to learn more about uplift for subscriptions.
13. Click Save.

If a billing account that you expect to process during billing operations does not process, run billing
operations a second time or schedule billing operations for a convenient time for your business. Reasons
why a billing account is not processed during billing operations include:

■ A charge is created after billing operations begins processing charges.

■ A single billing operation can process up to 100,000 processing lines.

Running a subsequent billing operation may process any remaining invoices. For more information on
Billing Operations, see the help topic Billing Operations.

After you have created the subscription, you must individually activate each line item. For more
information, see Activating a Subscription.

After creating the subscription, you can either associate it with a sales transaction or activate it.

For more information about revenue recognition, see Revenue Recognition for SuiteBilling.

Optional Subscription Plan and Price Book

A subscription plan and price book are not required when creating a subscription using the standard
form. You can create a subscription using only add-on item lines, which reduces the complexity of
creating a subscription.

To create a subscription without a plan or price book:

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 Creating a New Stand-alone Subscription 59

1. Go to Setup > Company > Enable Features > Transactions > Add-on Items..
2. Go to Transactions > Subscriptions > Create Subscription
3. Fill out the information for the subscription. See Creating a New Stand-alone Subscription for how
to complete a new subscription.
4. Leave the Subscription Plan and Price Book fields blank.
5. Select an Item from its menu.
6. Select a Line Type from its menu.
7. Select a Catalog Type from its menu.
8. Click Add to create an add-on item.
9. To set up a price for the item, select the Pricing subtab then Edit.
10. From the Price Plan record, select a Pricing Option from its menu and enter a generic price such
as 100.
11. Click Add.
12. Click Save to save the price. The Subscription record shows the price you added.
13. Select an Initial Term.
14. On the Subscription record, the other required fields are indicated with a red asterisk. If any do not
have a value, select or enter one.
15. Click Save to save the subscription. Notice that the Subscription Plan and Price Book fields are
empty, and the subscription was created with one add-on line.
16. Click Edit. Notice that after the subscription is saved, the Subscription Plan and Price Book fields
are locked and you cannot add a value.

To use CSV or scripting to create a subscription without a subscription plan or price book, leave each of
these fields blank on the form or null on the script.

If you want to make the subscription plan or price book fields required, create a custom subscription form
that requires those fields.

To make the subscription plan or price book fields required:

1. Open a subscription record and click Edit.

2. Select Customize and click Customize Form.
3. Select Fields.
4. From the Mandatory column, select Subscription Plan and Price Book.
5. Click Save.

After completing the preceding instructions, the custom form requires values to be selected for the
Subscription Plan and Price Book fields.

Uplift Pricing
You can use uplift pricing to define a percent price increase annually or monthly during the term of the
subscription and at the time of renewal. The price increases are automatically applied after you define
them on the Uplift or Renewal subtab. You can define uplift on a subscription plan that defaults back to
the subscription.

The decimal for uplift fields now supports seven points of precision for a precise uplift value and accurate
price.

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 Creating a New Stand-alone Subscription 60

On the subscription Uplift subtab, you can define the Uplift Percent to increase the price and create
intervals using both the Uplift Frequency and Repeat Every fields. When you save the subscription
in the pricing subtab, uplift intervals are created with an increase in price using the uplift values. Uplift
intervals update, delete, or generate a new line if Uplift Percent, Uplift Frequency, or Repeat Every field
values are adjusted in the Uplift subtab:

■ Uplift Percent – Input a percent value to increase the price of each interval after the initial interval.
■ Uplift Frequency – Choose when a new uplifted interval is created on a monthly or annual basis.
■ Repeat Every – Choose the cadence on how many months or years an uplift interval will be generated.
■ Uplift Start Date – View a read-only column that shows the first three intervals to be created using the
values you have input.

Uplift percent can be updated for uplift lines or added to time-based pricing lines to increase the price
when the line is in a draft status or through modifying pricing when the line is active. Uplift cannot be
added to one-time lines or lines using the total interval value instead of the price plan.

Any subscriptions that are active before enabling uplift pricing cannot use the percent uplift when
modifying pricing. Uplift pricing works only on new subscriptions or subscriptions in the draft status. To
use the percent uplift column in a modify pricing change order on a subscription that was active before
the uplift pricing feature was enabled, either renew the existing subscription or create a new subscription.

The following image is the Uplift subtab before saving the subscription.

The following image is the Pricing subtab before saving the subscription.

The following image is the Pricing subtab after saving the subscription.

Editing a Draft Subscription

You can edit a Subscription record that is in Draft status.

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To edit a draft subscription:

1. Open the Subscription record that is in Draft status if it is not already open.
2. Click Edit.
3. Change the values of the field or fields.

Note: If you change the billing account while editing the subscription, the subscription
plan, price plan, and term are not reset.

4. Click Save.

Note: After you save a draft subscription, you cannot change its customer, currency, or
subsidiary. In this case, you must create a new subscription.

Customizing the Pricing Sublist Fields on Subscriptions

You can customize the sublist fields on the Pricing tab. With the subscription in Edit mode, click the
customization link and go to the Sublist Fields tab. You can reorder, relabel, and hide fields. Line Number,
Item, Quantity, and Price cannot be hidden.

Creating a Subscription from a Transaction

After setting up the billing account and subscription plan, you can create a subscription from an
opportunity, estimate, or sales order.

■ If you convert an opportunity to an estimate, the subscription carries over to the estimate.

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 Creating a Subscription from a Transaction 62

■ If you convert an estimate to a sales order, the subscription carries over to the sales order.

To create a subscription from a transaction, you can use either of the following approaches:

■ Add a saved subscription to the transaction. Use this approach if you intend to send the sales
transaction to the customer.
■ Create a new sales transaction. Use this approach if you intend to use the transaction to synchronize
with sales or to move lines to Pending Activation.

To create a subscription from a transaction:

1. On the transaction record, select the customer for which you want to create a subscription.

Tip: You can use the Quick Search portlet or Recent Records portlet to find the desired
customer record.

2. Complete any required fields based on your transaction type.

3. On the Items subtab, from the Subscription list, select the subscription you want to add, or select
New to create a new subscription.

Tip: Select a subscription to add if you plan to send the sales transaction to the customer.
Select New if you plan to use the transaction to synchronize with sales or move lines
to Pending Activation. See Updating a Subscription on a Transaction and Activating a
Subscription.

Note: Only draft subscriptions are available to add to sales transactions.

4. If you select an existing subscription, click Save.

5. If you select -New–:
a. Enter a Subscription Name.
b. From the Billing Account list, select the billing account you want to use.

Note: To ensure accurate data, select the Billing Account, Customer, or

Subsidiary before selecting the subscription plan and price book

c. From the Subscription Plan list, select the subscription plan you want to use or select New
to create a new subscription plan.

Note: A subscription plan and price book are not required when creating a
subscription using the standard form. You can create a subscription using only add-
on item lines, which reduces the complexity of creating a subscription. To create a
subscription without a subscription plan or price book, see Optional Subscription
Plan and Price Book.

d. (Optional) On the subscription Renewal subtab, you can define the renewal and default
percentage uplift to apply to the original subscription. See Adding Renewal Information to
Subscription Plans to learn how the default from subscription populates the renewal.
e. From the Initial Term list, select an initial term for the subscription.
f. Enter or select a Start Date.
6. Click Add to add the subscription to the transaction.
7. Click Save.
If you enabled the Setting Optional Preferences preference, approve the sales order.

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NetSuite automatically moves all subscription lines to Pending Activation.

For information about creating a new subscription plan, see Creating Subscription Plans.

Updating a Subscription on a Transaction

You can update the associated sales transactions with any updates made to a subscription. Updating
this information ensures that the transaction reflects the correct subscription information and totals.
Subscriptions must be in the Draft status. When a subscription enters the Pending Activation status,
you can no longer update the associated sales transactions with any updates made to the subscription.

When a sales transaction needs updating, NetSuite displays a warning message in the top left corner of
the screen.

To update the subscription information in a sales transaction:

1. Go to the sales transaction associated with the modified subscription.

2. In the warning message, click the link to update the subscription information.
3. To save the updated sales transaction, click Save.

Using Item Records and Change Orders

Closed Subscriptions
When the subscription term ends and the subscription is not automatically set to renew, the subscription
closes. You can renew a subscription with the Closed status. If you did not renew the subscription before
the subscription end date, renewing populates information from the previous subscription so you do not
have to re-enter it. Renewing also retains links attached to the original subscription that are lost when
creating a new subscription.

You also can renew a closed subscription by creating a new subscription, or by renewing and extending
the existing subscription before it closes. For information about renewal options, see Renewing a
Subscription.

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Changing a Subscription Line's Status on a Subscription

Record
When a subscription record is in Edit mode, you can change the subscription line status from Draft
to Pending Activation or from Pending Activation to Draft. You can use Sales Orders to move
subscription lines to Pending Activation to remove them from your subscription creation flow, reducing
the number of records you must interact with.

Activating a Subscription
To activate a subscription, you must first move all the subscription line items to the Pending Activation
status. When all subscription line items are in Pending Activation status, the Activate button appears.
After you set the effective date on the Activation change order and check each line item, the subscription
becomes active. For fundamental information about change orders, see SuiteBilling Change Orders.
Change orders are date-sensitive.

■ NetSuite uses the effective date to create future charges.

■ You can choose to have the subscription start date set when the first activation change order is
created. For details, see Optional Preferences for SuiteBilling.

To activate a subscription:
1. Go to Transactions > Subscriptions > Create Subscriptions > List.
2. For the subscription you want to activate, click the subscription name to open the subscription in
edit mode or click Edit.
3. For lines defined as optional in the subscription plan that are in the Not Included status:
a. On the Lines subtab, check the Include box.
b. Click OK.
4. Change the Status field from Draft to Pending Activation.
5. Click Save.
6. Repeat these steps for each line item.
7. At the top of the page, click Activate.
8. On the Subscription Change Order – Activate page, check the Apply box for the items you want to
activate. The status of every line item must be Pending Activation.
9. Click Save.

Invoicing and Allocating Before Activating a Subscription Line

Subscription businesses sell projects, hardware, and subscriptions all together. It is common for hardware
items and projects to be delivered and invoiced before subscriptions are activated or the service starts.

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You can invoice the first service period amount and allocate the revenue before activating a subscription
line. To invoice and allocate before activation, you generate charges and create revenue elements in
pending activation status instead of at activation.

To set up a subscription line to invoice the first service period:

1. Go to Setup > Accounting > Invoicing Preferences.

2. On the Subscription Management tab, enter a number in the field Days prior to Subscription start
date, populates first bill date. The value can be:
■ Between 365 days before or -365 days after the start date of the subscription line.
■ A value of 0 does not fill the First Bill Date column of the subscription line; instead charges are
generated at activation.
■ The value of the First Bill Date must be before the subscription end date
3. Click Save.
4. Go to your subscription in the Draft status.
5. Click Edit.
6. You can generate charges before activation on any recurring, one time, overage, or prepay
subscription lines with a defined bill date. Change the Status column to the Pending Activation
status and click OK.
You cannot set the First Bill Date on usage lines.
7. On any usage lines or other lines that you want to charge at activation:
■ Set the First Bill Date column to equal the subscription line Start Date.
■ Change the Status column to the Pending Activation status and click OK.
8. Click Save.
9. Go to the Related Records tab.
10. For the lines using the first bill date functionality, notice:
■ In the Charges subtab, the generated charges for the subscription lines are shown.
■ The Bill Date column is automatically filled with the date based on the value set in step 2.
■ The Charge Stage column shows the Ready status for the first service period. All remaining
service period charges’ stage is set to hold until activation.
11. For usage lines and lines not using the first bill date functionality, notice:
■ There are no generated charges.
■ The First Bill Date column is empty. When First Bill Date equals the subscription line start
date and the subscription is saved, the value in the First Bill Date column is removed. The
subscription line charges are generated at activation.
12. In the Lines tab, you also can set the First Bill Date on the subscription line, which creates an offset
between the First Bill Date and the line's start date. When a line in the Draft or Pending Activation
status and its start date changes, the First Bill Date changes by the amount of the offset. The First
Bill Date does not change when activating the subscription, even if the preference First activation
change order sets the start date is checked.

After the first charge’s service period has been invoiced, the First Bill Date locks per line in the Pending
Activation status. First Bill Date only updates the Bill Date on the first charge per subscription line. All
subsequent charges are set to the Hold status until the subscription line is activated.

To turn off the functionality for generating charges before activation: :

1. Go to Setup > Accounting > Invoicing Preferences.

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2. On the Subscription Management tab, in the field Days prior to Subscription start date, populates
first bill date, enter 0.
or, On the Subscription record Lines tab, remove the value in the First Bill Date column or set it to
equal the line’s start date.
3. Click Save.

To show the revenue and invoice functionality for this feature:

1. After the Sales Order is set to the Pending Fulfillment status with one product item and one
subscription, go to the Sales Order record for the subscription.
2. Go to the linked subscription, which is in the Pending Activation status. Any lines where first bill
date is not null or does not equal the subscription line start date can generate revenue elements.
3. Go to Transactions > Financials > Update Revenue Arrangements and Revenue Plans to generate
Revenue Elements and Revenue Arrangements.
4. Click the Revenue Elements tab. Notice that the revenue elements are generated while the
subscription is in the Pending Activation status and the revenue arrangement is generated.
5. After the revenue element for the subscription has been generated, it can be merged with the sale
order revenue element into one revenue arrangement.
6. Go to the invoice.
7. Generate an invoice for the charge for first service period of the subscription.
8. Go back to the subscription.
9. Click Related Records. The charge is updated to the Processed status.
10. After you activate the subscription, the first charge updates to any amount changes and create
adjustments when needed.

Note: Revenue plans are not generated until activation. Subscription revenue can be allocated
with other revenue streams such as sales orders or projects without requiring the activation
change order. However, revenue for the subscription line cannot be recognized until an activation
change order for the subscription line is created.

Terminating a Subscription Line Item

Terminating a subscription is a line-level action. When you terminate a subscription line item, you can edit
it on or before the termination date. After a subscription line is closed or terminated, the subscription line
is locked from all edits. If you want to terminate a subscription using the Terminate change order, you
must first terminate each subscription line item.
After a line item is terminated, the status of the line item changes to Terminated the day after the
termination date. For example, if you terminate a subscription at 8:00 a.m. July 1, the termination
change order does not take effect until 11:59 p.m. If there is a daily charge or prorated charge for the
subscription, the customer is charged for July 1. Any future charges are canceled. If a subscription line
item is terminated in error, you must enter a new subscription item. You cannot change the subscription
line item status after it is set to Terminated.

To terminate a subscription line item:

1. Go to Transactions > Subscriptions > Create Subscriptions > List.

2. Click the Edit link associated with the subscription for which you want to terminate line items.
3. From the Actions menu, select Terminate.
4. In the Effective Date field, enter or select a date for the termination.

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5. For the line item you want to terminate, check the Apply box.
6. Click Save.

Suspending a Subscription Line Item

Suspend subscription line items using the suspend change order. You can suspend subscription line
items when a customer wants to temporarily stop receiving those items. If you need to suspend a
subscription item, you must first activate it. For instructions about how to activate a subscription line item,
see Activating a Subscription.

To suspend a subscription line item, it must be in either Active or Pending Activation.

To suspend a subscription line item:

1. On the subscription record, from the Actions menu, select Suspend.

2. In the Effective Date field, enter or select a date for the suspension.
3. In the Requester field, if necessary, change the requester.
4. In the Modification Type field, choose one of the following options:
■ New or Churn - The analytics revenue impact of the change order is classified as New or Churn.
■ Upsell or Downsell - The analytics revenue impact of the change order is classified as Upsell or
Downsell.
■ Ignored - The change order has no analytics revenue impact.
5. Check the Apply box associated with the item you want to suspend. The Apply box for items that
cannot be suspended is inactive.
6. Click Save.

After an item is suspended, you must use the reactivate change order to reactivate the item.

Reactivating a Subscription Line Item

Reactivate suspended line items using the reactivate change order.

After an item is suspended, a customer may want to again receive the item that was suspended. To
reactivate an item, it must have the Suspended status.

To reactivate a subscription line item:

1. On the subscription record, from the Actions menu, select Reactivate.

2. In the Effective Date field, enter or select a date for the reactivation.
3. In the Requester field, if necessary, change the requester.
4. In the Modification Type field, choose one of the following options:
■ New or Churn – The analytics revenue impact of the change order is classified as New or
Churn.
■ Upsell or Downsell – The analytics revenue impact of the change order is classified as Upsell or
Downsell.
■ Ignored – The change order has no analytics revenue impact.
5. Check the Apply box associated with the line item you want to reactivate.
6. Click Save.

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After submitting a reactivate change order, the subscription item reactivates on the effective date.

To revert a subscription line to Pending Activation status, you must void all its change orders. For
instructions, see Voiding a Change Order.

Removing One-Day Charges

To remove a one-day charge caused by terminating a subscription line, you can create terminate change
orders at the beginning of the day. Termination change orders can take effect at the start of day or end of
day. Termination change orders can cancel Activation change orders.

To remove one-day charges for a single suspended day caused when you reactivate a subscription line,
you can create a reactivation change orders on the item’s suspension date. To reactivate all charges, you
can create Reactivation change orders to take effect on the same day as Suspend change orders.

To remove a one-day charge from a subscription line item:

1. Go to Setup > Accounting > Invoicing Preferences.

2. On the Subscription Management tab, click Default Terminations Effective at Start of Day.
3. Click Save.

The Default Terminations Effective at Start of Day preference determines the default behavior for
when termination change orders take effect, at the start or end of day. You can enable and disable this
preference at any time. The setting at a given point in time determines the behavior of any termination
change order created.

Removing one-day charges is useful when you create an Activation change order then realize you
activated the subscription in error. You need to remove all of the charges from that subscription line.
When you create a Termination change order with Default Terminations Effective at Start of Day set,
and on the same date as the Activation change order, all charges for that subscription line are removed.
For example, if you create a Termination change order for January 1 and Default Terminations Effective
at Start of Day is checked, there is no charge for January 1. Termination change orders that are created
on the same day as the activation change order, and are set to take place at start of day, cancel the
activation and remove all charges for the line. There is no single-day charge.

Likewise, you can create a Reactivation change order on the same day as a Suspend change order. Prior
to NetSuite version 21.1, Reactivation change orders were not permitted to be created on the same
day as a Suspend change order. A Suspend change order resulted in a single-day charge left in the On
Hold status and unable to be billed. For example, you have a subscription that was created with two
lines. In Related records, you can see that invoices were sent January and February. One of the lines was
suspended on 3/1/2021, so all charges from that date forward are on hold.

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Creating a Reactivation change order to take effect on the same day as a Suspend change order results in
the full charge amount returning to the Ready state.

To remove a one-day charge for a single suspended day caused when you
reactivate a subscription line:

1. From the Actions menu, select Reactivate.

2. On the Reactivate change order, set the Effective Date to 3/1/2021.
3. For the line item you want to suspend, check the Apply box.
4. Click Save.

When you go back to the Related Records tab, all charges are back in the Ready status.

This completely cancels the suspension, allowing for the full charge amount to be billed. Suspend
and reactivation change orders are still restricted to one change order of the same type per day for a
subscription line. Therefore, you can't create a second suspend or reactivate change order for the same
day.

Modifying Pricing
To change pricing, use the modify pricing change order. Modify pricing change orders change the
existing price for one or more active subscription items based on a quantity, rate, or discount change. For
fundamental information about change orders, see SuiteBilling Change Orders.

You may need to modify the rate, quantity, or discount of an item during the subscription term. For
example, a client calls three months into the subscription term and asks to add additional licenses
because they have hired new employees. Or, the client needs to increase the discount during the term
because one of their customers is unhappy.

To modify pricing:

1. Go to Transactions > Subscriptions > Create Subscriptions > List.

2. For the subscription for which you want to modify pricing, click View.
3. Click Modify Pricing.
4. (Optional) If you want to use off-cycle pricing, check the Use Off-Cycle Invoice for Advance
Charges box. For information about off-cycle invoicing, see Off-Cycle Invoicing with Modify Pricing
Change Orders.
5. In the Effective Date field, enter or select a date.
6. In the Requester field, if necessary, change the requester.
7. In the Modification Type field, choose one of the following options:
■ New or Churn - The analytics revenue impact of the change order is classified as New or Churn.
■ Upsell or Downsell - The analytics revenue impact of the change order is classified as Upsell or
Downsell.
■ Ignored - The change order has no analytics revenue impact.
8. On the line for which line you want to modify the discount, price, quantity, uplift, overage price, or
overage discount, click the Apply box.
9. If you are modifying the price, click the new price plan and fill in the needed price plan details.
10. Review all other field values and update as required.

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 Using Item Records and Change Orders 70

11. Click Save.

When create revenue elements per subscription revision is on and there is a price modification, the linked
modification element will not have a revenue amount. The price modification can be either a rate change
or discount change with no quantity change associated with it. These types of changes have no change
to the performance obligation so can be retrospectively merged back to the subscription arrangement.
However, it is possible to prospectively merge the modification element.

Modifications that are not effective on previous charge period start date on the line will require proration
to trigger. Proration will be based on the charge frequency, prorate by, recurrence start date, and other
change orders within the same period.

After modifying pricing, you can return to the subscription by going to Transactions > Subscriptions >
Create Subscriptions > List.

Off-Cycle Invoicing with Modify Pricing Change Orders

The off-cycle invoice for in-advance charges with modify pricing change order enables you to generate an
invoice for the charges created based on this change order. Any charges that are generated with a start
that is before the next bill cycle date will be invoiced. To confirm if you can perform this action, make sure
there is an Off-Cycle Request still available under the related records tab. When processing the off-cycle
invoice, be sure to check the Bill Run (Off-Cycle Transactions) box only, otherwise the invoice will process
as a normal bill run. For details, see the help topic Billing Operations. For fundamental information about
change orders, see SuiteBilling Change Orders.

After modifying pricing, you can return to the subscription by going to Transactions > Subscriptions >
Create Subscriptions > List.

Pricing Amount Details

On the Subscription record, the Amount Detail column shows information about all existing charge and
transaction lines. The Amount Detail column contains:

■ Price plan details

■ Quantity breakdowns per price tier
■ Proration percentages
■ Discount amounts
■ The delta charge prior to invoiced amounts if there are invoiced amounts for that charge period.

Note: Any charges generated from a usage charge in a previously invoiced period that has a
price modification for the same charge period, then is re-invoiced for the delta charge, will not
have values in the pricing amount details if the invoice was generated prior to 24.2.

The pricing amount details are a standard column added to the invoice.

The amount details for the prepaid usage drawdown charges are blank because the parent usage charge
contains the amount details.

When a charge is prorated, the pricing amount detail contains the percentage used to calculate the
amount of the charge.

If the charge is from a delta charge, the pricing amount detail contains the prior invoiced amounts and
the total amount calculation. Proration affects the total invoiced amounts and total amount calculation
might not match because invoiced amounts were individually prorated.

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The pricing amount detail shows the pricing section that is the price plan set up for each tier used in the
charge. Then the current charge detail shows the quantity X amount per tier used in the charge. Standard
volume pricing contains only one tier because all quantities use that tier.

The proration percentage of a commit plus overage charge is based on the quantity rather than the
amount.

Simple example of the Amount Detail:

Charge Quantity: 100, Amount: $239.35, Rate $2.39

Pricing:

■ Tier 0-5: $5.00

■ Tier 6-10: $4.00
■ Tier 11-40: $3.00
■ Tier 41 and above: $2.00

The current charge amount details are as follows:

5 x $5.00 = $25.00

5 x $4.00 = $20.0

40 x $3.00 = $120.00

50 x $2.00 = $100.00

partial period prorated at 90.32228%

Complex delta charge refund example:

Charge Quantity: 9, Amount: -$6.60, Rate -$0.73318842

Pricing:

■ Tier 0-4: $100.00 Min: $1.00 Max: $20.00

■ Tier 5-6: Fixed Amount $5.00
■ Tier 7-9: $200.00 Max: $20.00
■ Tier 10 and above: $5.00 Min: $50.00

The current charge amount details are as follows:

4 x $100.00 = $400.00 Max: $20.00

2 at Fixed Amount $5.00

3 x $200.00 = $600.00 Max: $20.00

1 x $5.00 = $5.00 Min $50.00

partial period prorated at 67.7419%

discount amount: $3.22

previously invoiced charges:

1 x $74.19 = $74.19

and this charge amount:

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 Using Item Records and Change Orders 72

$61.13 - $67.74 = -$6.60

Adding Line Items to an Existing Subscription

Enable the Add-On Items feature if you want to add items to an existing subscription. To enable the Add-
On Items feature, see Enabling SuiteBilling Features.

You can add additional line items to a subscription at any time, even after the start of the subscription.
On the Lines subtab of the subscription, in the Catalog Type column, these new line items are identified
as Add-On. After you add an add-on item to the subscription, that item follows the same workflow as any
subscription line item.

You can add multiple subscription line items at one time.

Add-on items are optional. You set the price of each add-on item as you create it. There is no predefined
pricing. You can add any service or non-inventory item that is defined in the subscription catalog to a
subscription. After it is saved, an add-on item is treated the same as any subscription line item and can be
moved to Pending Activation, then activated.

You can prorate committed or recurring add-on items but not one-time, overage, or usage line items.

You can prorate charges by month or day.

Note: You can modify the Prorate By setting only when the recurring subscription item status is
Draft.

The commitment quantity for commit plus overage services is prorated based on the prorate
setting, not by prorating the amounts.

Example: The following table shows the difference in charges with Proration By Day enabled versus
Proration By Month for a 12–month contract:

Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec.

Days in Month 31 28 31 30 31 30 31 31 30 31 30 31

Monthly Charge 1,019.18 920.55 1,019.18 1,019.18 1,019.18 1,019.18 1,019.18 1,019.18 1,019.18 1,019.18 1,019.18 1,019.18
with Prorate By
Day Enabled

Monthly Charge 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000
with Prorate By
Month Enabled

For more information and an example, see Proration Options.

Included quantity multipliers are not permitted for usage-based add-on items. You cannot define
recurring add-on items as an included quantity multiplier for any usage line items. For more information
about pricing, see Creating Price Books.

To add a new line item to a subscription:

1. Go to Transactions > Subscriptions > Create Subscriptions > List.

2. For the subscription you want to edit, click the subscription name.
3. On the Subscription record, click Edit.
A new item with the Catalog Type set to Add-On appears at the bottom of the page.
4. On the Lines subtab, complete the information for the add-on item:
a. In the Item column, select the item you want to add.

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 Using Item Records and Change Orders 73

b. In the Subscription Line Type column, select the appropriate line type: One Time,
Recurring, Usage, or Commit Plus Overage.
Using the Commit Plus Overage line types, you can charge in advance for a committed
usage quantity and charge for overage if more is used than the committed quantity.
After an add-on item line has been saved, it is not possible to change the line type even if the
line is still in draft status. For example, if the add-on line is saved as a recurring line type, it
cannot subsequently be edited and changed to a usage line type. Any change in line type is
prevented after the add-on has been saved.
c. Review the following fields and update the values if needed:
■ Include – The box is checked by default to include this item in the subscription.
■ Billing Mode – From the list, select the required billing mode: In Advance or In Arrears.
■ Prorate Start Date and Prorate End Date – Click in the field to display the box and turn
proration on or off as required.
■ Include in Renewal Subscription – Click in the field to display the box. Check the box to
include this item in any future renewals.
■ Revenue Recognition Option – Select one of the following options:
□ One Time – Select this option if available to recognize revenue one time at the
beginning of the term (for example, for setup fees).
□ Over subscription term – Select this option to recognize revenue over the term of
the subscription.
d. Click Add.
5. On the Pricing subtab, add pricing information for the new line item:
a. In the Charge Frequency column, for recurring, usage, or commit plus overage line items,
select the appropriate charge frequency: monthly, weekly, or annually.
For commit plus overage service types only, set the overage charge frequency, overage
repeat every, overage price.
b. In the Repeat Every column, select the appropriate option.

Tip: For a monthly charge frequency, in the Charge Frequency column, select
Monthly, and in the Repeat Every column, select 1. For a quarterly charge frequency,
in the Charge Frequency column, select Monthly, and in the Repeat Every column,
select 3.

The Repeat Every column on the subscription pricing line is an integer field. Repeat Every
can be any positive integer, so you can create non-standard charge frequencies as needed.
Repeat Every must be a positive integer between 1 and 120 for Weekly charge frequency,
between 1 and 120 for Monthly charge frequency, or between 1 and 10 for Annual charge
frequency.
c. Click the edit icon.
d. In the Pricing Option column, select Fixed Amount or Rate.
e. In the Value column, enter the price.
f. In the Prorate By column, if desired, change the default setting of Day to Month.
For example, a 12–month subscription costs $12,000 and is billed monthly, but only
11 months are active. With the default setting of Prorate By Day, the monthly charge is
$1098.08. If you choose Prorate By Month instead, the charge for each month is rounded to
$1,000.
g. Complete any additional optional fields.

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h. Click Save.
For more information about pricing, see Creating Price Plans.
6. Repeat these steps for each additional add-on item.
7. When you finish adding items, click Save.

Removing an Add-On Item

After an add-on item is added to a subscription, you cannot delete it. Like other line items, the add-on
item is part of the subscription. If you need to omit the add-on item from the subscription, change the
add-on item's status to Not Included.

To remove an add-on item from a subscription:

1. Go to Transactions > Subscriptions > Create Subscriptions > List.

2. For the subscription you want to edit, click the subscription name or Edit.
3. For the add-on item you want to remove, clear the box in the Include column.
4. Click Save.

Charges Based on a Fixed Amount

If you negotiate on the total amount over the subscription term, you can enter a total amount for a
subscription line and a charge frequency to calculate recurring amounts, instead of creating a price plan
and quantity for customers that A total amount for a subscription line can now be entered instead of a
price plan

You set a total value for a subscription line in the Total Interval Value field. NetSuite generates the
corresponding price plan when you save the subscription.

The Total Interval Value takes into consideration the following parameters when calculating a price plan
value:

■ repeat every
■ charge frequency

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 Using Item Records and Change Orders 75

■ prorate start
■ prorate end
■ discount
■ subscription term

When the total interval value is populated, it clears the values in the price plan. Re-entering a value for the
price plan clears the total interval value. Either the total interval value or the price plan can be set for a
given subscription line.

You can enter a total interval value only when a subscription line is in Draft status. You can’t use total
interval values on usage items or evergreen terms. When a total interval value is entered, generated price
plans are always single-tiered price plans.

Modifying the Class, Department, or Location of a

Subscription Line
To modify the Class, Department, or Location field of a subscription line, the line must be in the Draft
status. If the subscription line has any change orders, void them. Manually change the subscription line
status to Draft, and then change the Class, Department, or Location field.

To change a subscription line back to Draft status when a sales order is attached to the subscription, you
should change the sales order from the Approved status to Draft status. If you are changing only one
line, you do not have to void all change orders; you need to move only the line back to Draft status. For
fundamental information about change orders, see SuiteBilling Change Orders.

For fundamental information about change orders, see SuiteBilling Change Orders.

Change Order Type-Specific Revenue Impacts

The following are differences between different types of subscription change orders:

■ Activation and Reactivation change orders start revenue generation, and are considered the base
element for reporting structures. Each line in the change order generates a revenue element starting
on the change order effective date and ending on the subscription end date.
■ In a Modify Pricing change order, a single line change could create multiple revenue elements for a
single revision. This can occur when the line goes through future change orders such as quantity or
price modifications. The start and end dates depend on the number of future dated change orders.
■ Suspend and Termination change orders reverse all revenue beyond the effective date. Each modify,
extend, and activation change order generates a revenue element.
■ Renew–Extend change orders generate a revenue element for every active subscription line at the
start date of the extension. The date of entry is the effective date of Renew–Extend change orders.

For fundamental information about change orders, see SuiteBilling Change Orders.

Voiding a Change Order

As of NetSuite 2020.1, it is no longer possible to delete a subscription change order record except
for a Renew- New change order. For all other change order types, instead of deleting, you can void
subscription change orders. For information about change order types, see SuiteBilling Change Orders.

You cannot edit a voided change order. You can void a Suspend and a Reactivate Change Order only if
their effective date is set to a future date; otherwise, there is no Void button. .

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 Using Item Records and Change Orders 76

To void a change order:

1. Locate and open the change order record if you have not already opened it. For the navigation
path of a change order, refer to the procedure for the type of change order you want to locate. For
example, for an activation change order, see Activating a Subscription.
2. On the change order record, click Void.
3. If the subscription change order has revisions and is a change order type that is eligible for
clearing revisions, you must void the change order, then clear the revisions. See Clearing Revisions.

Using SuiteScript, you can search for and view voided change orders and void a subscription change
order. When the SuiteScript 1.0 nlapiDeleteRecord method or the SuiteScript 2.0 [Link] method
run against a subscription change order, these methods void the record instead of deleting it. If you are
using a subscription change order search in SuiteScript, use the new Status field to filter for active change
orders to exclude voided change orders.

Viewing a Voided Change Order

Voided records are included in subscription change order searches so that you can track revenue and
contract changes.

To view a voided change order:

1. Click a change order with the Voided status.

2. To see details, click the column heading.

SuiteBilling Subscription Revisions

When you create, edit, or void a subscription change order, NetSuite generates a subscription revision
with the individual contract modifications and the associated revenue impacts. When you save a
subscription change order, all changes associated with it are stored in the subscription revision.

A subscription revision saves the history of changes made to the subscription. You can track contract and
revenue changes that are made after activation to a specific change order. You also can track changed
values over an entire contract term. For fundamental information about subscription changes orders, see
SuiteBilling Change Orders.

You can no longer delete a subscription change order, but you can void it. Voided change orders are
visible but do not impact charge amounts, so you can track the revenue change history after change
orders have been removed. For instructions, see Voiding a Change Order.

Viewing Subscription Revisions

You can see subscription revisions on the Subscription Line record or the Subscription Change Order
record.

For fundamental information about change orders, see SuiteBilling Change Orders.

To view a subscription revision:

1. View a subscription revision in the following records:

■ The Subscription Line record, on the Revisions subtab, in the Subscription Revision column.
■ The Subscription Change Order record, on the Lines subtab, in the Subscription Line Revisions
column:

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 Using Item Records and Change Orders 77

If you edit or delete a subscription that was activated before 20.1, NetSuite does not create
subscription revisions. NetSuite creates new subscription revisions for a subscription that was
activated before 20.1 only when you next save a subscription change order.
Subscription revisions contain the following data:
■ Change Order Effective Date
■ Discount
■ Price Plan
■ Revenue Element – For a Usage or Committed line, the subscription revision includes a link to
its Revenue Element that resulted from a specific modification. For One-Time, Recurring, and
Overage lines, the subscription revision includes links to its Revenue Elements that resulted
from specific modifications.
■ Created From Void – Subscription changes resulting from a voided change order.
■ Applied to Change Order – Indicates any line removed from a change order by clearing the
Apply checkbox.
■ Created By
■ End Date – The line end date at the time the change order and revision are created.
Subscription revisions contain the following additional data for One-Time and Recurring line types:
■ Quantity
■ Recurring Amount
■ Delta Quantity – Delta values represent the total change from the subscription change order
effective date to the subscription line end date. If the subscription term is Evergreen, the delta
value is the Estimated Revenue Recognition End Date, or if Advanced Revenue Recognition is
not enabled, 3 years.
■ Delta Amount
■ Total Contract Value – The Total Contract Value is based on the entire contract term for the
subscription line.

Revisions and Revenue Impact For Evergreen Subscriptions

Changing a subscription Estimated Revenue Recognition End Date increments the revision of any lines on
an Activate change order without a closed date or termination date.

The Estimated Revenue Recognition End Date field has the following restrictions and behavior:

■ When any subscription lines of a subscription with an active evergreen term have a non-voided
Activate change order and no termination or close date, the Estimated Revenue Recognition End Date
cannot be cleared or set to a date prior to the current date or the subscription start date.
■ When all subscription lines have the draft or pending status or a non-voided Terminate change order,
the Estimated Revenue Recognition End Date can be updated or cleared.
■ When the Estimated Revenue Recognition End Date is updated, terminated and one-time subscription
line end dates are not revised.
■ When a line is activated, such as from voiding a Terminate change order, and Estimated Revenue
Recognition End Date is null or before today's date, the system sets Estimated Revenue Recognition
End Date to the first date in the following list that falls after today's date:
1. Subscription start date + 3 years
2. Activate or Void termination change order effective date + 3 years
3. Current date + 3 years (guaranteed to be after current date)

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Example: Today's date is 1/1/2023, and Subscription Start Date is 1/1/2016.

Condition 1 is not used because its resulting date is 12/31/2019, which is before today's date.
Condition 2 is used only if the void termination date is after 1/1/2020, which results in a date that is the
same or after today's date.
Condition 3 is used if conditions 1 and 2 were not. Condition 3 calculates an end date of 12/31/2026.

Clearing Revisions
You can clear revisions only when no revenue has been recognized or merged. Clear Revisions does the
following:

■ Clears the change order history from the Change Order subtab
■ Removes all history of revisions
■ Removes all revenue arrangements and elements associated with the subscription

The Clear Revisions link appears only after voiding an Activate change order, not other types, and only the
initial activation, not subsequent activations of add-on items.

To clear all of a subscription’s revisions:

1. For the subscription you want to clear, click the subscription name, View, or Edit.

Tip: To find the subscription, you can:

■ Look in the Recent Records tab for recently viewed subscriptions.

■ Enter the subscription name or subscription ID into the Global Search field.

2. From the Actions list, select Clear Revisions.

For fundamental information about change orders, see SuiteBilling Change Orders.

Creating Usage Records

Usage defines the charge for a subscription line item that can be consumed, such as money, time,
software licenses, or internet data. Some subscription line items include an amount of usage. For
example, if you sell mobile phone service plans, your subscription may have a line item for a monthly
fee. The monthly fee includes a specific amount of minutes or data in your customer’s plan. When this
included amount is exceeded, additional charges may apply. In NetSuite, you account for the usage
amount included in a subscription when creating the subscription plan.

You also can multiply the amount of usage included in a subscription. For example, there are a total of
five people in one household that are part of a cell phone plan. When you create the price book, you can
multiply the included usage for the data item by five. This gives each person the same amount of included
usage. For instructions, see Creating Price Books.

One time, commitment, and recurring charges often bill in advance, whereas usage charges bill in
arrears. Usage and overage cannot be billed until the item has been used.

The Billing Specialist role without the accounting list permission can create usage with a usage record.
When adding usage to commit plus overage lines, the overage amounts in the period are created only

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after a rating run has been completed. Any usage only within the commitment does not generate a
charge, but instead can be viewed on the subscription line commitment details subtab.

You cannot delete a usage charge after a rating run but you can void it. For more information, see Voiding
a Usage Record.

To create a usage record:

1. Go to Transactions > Subscriptions > Create Usage.

2. (Optional) From the Customer list, select a customer.
3. (Optional) From the Item list, select the item for which you want to associated usage.
4. (Optional) From the Subscription Plan list, select the subscription plan to which you want to add
usage.
5. From the Subscription list, select a subscription.
6. From the Subscription Line list, select a subscription line item.
7. In the Quantity field, enter the quantity.
8. In the Usage Date field, enter or select a date.
9. Click Save.

Note: The usage record does not support user event scripts.

Voiding a Usage Record

You can void any usage record in the Active or Suspended state. You can void a usage record at any time,
even when it has already been rated or invoiced. If a usage record has been invoiced or revenue has
been recognized, voiding it generates any required reversing charges or revenue. Voiding usage records
eliminates the need for manually entering credits and corrections for erroneously rated usage.

You cannot delete a voided usage record. When a usage record is voided, it permanently becomes a view-
only record. You cannot void a usage record even if it is in Active status if the related Subscription record
is already closed.

If a usage is voided and another usage is created before rating or revenue updates, NetSuite uses the net
quantity change to generate the charge amount.

You can create a termination change order even if a usage record exists after the termination effective
date. NetSuite automatically voids usage records created after a termination change order.

Note: For usage on commit plus overage lines, the usage is not rated if in a suspended period
because usage in a suspended period does not count against the active commitment.

To void a usage record:

1. Go to Transactions > Subscriptions > Create Usage > List.

2. Click the number of the usage line you wish to void.

Important: The subscription line for the usage record must be in the Active or
Suspended state. If the subscription line status is Terminated, Closed, Pending Activation or
Draft, you cannot void the usage record.

3. On the Usage record, click Void.

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 Voiding a Usage Record 80

4. Click Save.

For fundamental information about change orders, see SuiteBilling Change Orders.

Managing Rating Runs

Rating is the process of creating charges for subscription line items. NetSuite calculates charges for a
subscription using the information about its line items, such as:

■ The quantities, pricing, and usage shown in the price plan and price book
■ The effective date of the subscription
■ The status of the subscription and its line items

You use a change order to set and change the status of subscription line items.

Certain tasks you perform on a subscription line item that affect NetSuite charge calculations (for
example, renewing a line item) are called ratable events. Examples of actions that cause ratable events
include:

■ Activating a line item

■ Reactivating a line item
■ Renewing a line item
■ Suspending a line item
■ Terminating a line item
■ Modifying quantities and rates on a line item
■ Saving a change order

For fundamental information about change orders, see SuiteBilling Change Orders.

Automatic Rating Runs

When you save an action that causes a ratable event, NetSuite automatically starts calculating the charges
specified in the subscription. This charge calculation process is called a rating run. You also can generate
charges on demand, or you can schedule them with the current billing operations. You can run rating
from the Billing Operation page.

When you save any change order, a ratable event occurs, which starts a rating run. Only one change
order of a specific type can occur per day on a subscription line item. For example, you modify the price
of a line item using a modify pricing change order, then realize you also need to add a discount. You must
wait 24 hours to create another modify pricing change order for the same line.

The same is true for quantity changes. If you submit a change order that changes the quantity of a line
item, you must wait at least 24 hours before submitting another.

Also, when you make changes to a draft subscription that alter pricing, an automatic rating run starts.
This rating run does not generate charges but can determine things like the total subscription amount
when synchronizing a draft subscription to a sales order. It is important to notice that the rating run is
an asynchronous server process, so the most up-to-date result may not be available the instant the draft
subscription is saved. To get the most up-to-date data, you can resynchronize the sales order.

Use Case Example: Consider a subscription line item, cell phone service, that starts on January 1, 2029
and ends on December 31, 2029.

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 Managing Rating Runs 81

1. You create a change order that changes the subscription start date to February 1, 2029. When
you save the activation change order record, rating occurs, and NetSuite creates charges for
February, March, and so on to the end of the subscription term, reflecting the date change.
2. On May 1, you create a change order to suspend the cell phone service subscription line item.
When you save the change order, rating occurs. NetSuite starts a rating run that calculates the
charges from May 1 to the end of the subscription term, and places the charges On Hold. If
earlier charges have been invoiced, negative charges could occur.

For fundamental information about change orders, see SuiteBilling Change Orders.

Manually Starting a Rating Run with Billing Operations

You can manually start a rating run to create charges at any time. You might manually use billing
operations because of a price change related to a subscription. Another example is a customer who
decides to cancel their subscription early, and they are entitled to a partial refund. In this example, billing
operations is used to create a credit memo. A subscription change order causes the need to manually
create charges related to SuiteBilling. For more information about Billing Operations, see the help topic
Billing Operations. For fundamental information about change orders, see SuiteBilling Change Orders.

To manually start a rating run to generate charges with Billing Operations:

1. Go to Transactions > Billing > Process Billing Operations.

2. On the Billing Operation page, check the Rating Run box, then click Run.

Creating a Scheduled Rating Run Using Billing Operations

You can schedule a rating run to create subscription charges for a specific day and time, such as the
charges for a subscription that is billed monthly. For more information about Billing Operations, see the
help topic Billing Operations.

To create a scheduled rating run using Billing Operations:

1. Go to Transactions > Billing > Schedule Billing Operations.

2. Under Primary Information, enter a name and description for the bill run schedule. If you do not
want to make the bill run schedule active right away, check the Inactive box.
3. Under Schedule, setup a schedule for the bill run.
4. Under Billing Operation Operations, check the Bill Run box.
5. Under Billables, select the types of transactions for which you want to create bills.
6. Under Accounting, indicate whether the credit card is approved.
7. Under Communication, indicate whether bills should be printed, emailed, or faxed.
8. Click Save.

Prepaid Usage with Drawdown

Prepaid Usage with Drawdown is a service type that is used when consumption services can be billed in
advance, and usage can be drawn from the assigned service lines. The prepayment service type can be
added to both subscriptions and subscription plans. Prepaid lines can be linked only to a usage line in the

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 Prepaid Usage with Drawdown 82

draft status. Prepaid lines cannot be modified, activated, or suspended. A prepayment is activated when
the usage service with the prepayment is activated.

The Prepaid Usage with Drawdown feature cannot be used when the Create Revenue Elements for
Subscription Revisions preference is checked.

A prepaid service line has two frequencies:

■ A One-Time payment is an estimated amount paid in advance of the expected usage. Usage is
subtracted from the balance. After the prepayment is consumed, the service becomes a "pay as
you go" service. When the prepayment balance reaches 0, you must create a new subscription or
subscription lines for prepayment and usage to add another prepayment.
■ Auto-Refill requires a minimum balance of 0 or greater. If the prepaid amount reaches the minimum
balance, new prepayment charges are automatically generated. In an auto-refilled prepayment, the
minimum balance is validated only when rating is completed for the submitted usage.

Accumulated Rating
For usage and overage services, you can price in one frequency and charge in another frequency to
generate a charge per usage.

For example, in a price book, you can set a service price annually but charge customers monthly. This
resets the pricing tiers annually but charges for monthly usage.

Pricing frequencies indicate how often to reset the tiers of the subscription line. Charge frequencies
indicate how often to charge the customer for the service. For example, annual pricing with monthly
charging resets tiers annually but charges for any usage monthly.

Pricing frequency and charge frequency must divide evenly within each other. Examples are quarterly and
monthly, or weekly into two weeks.

Frequencies can be changed only when the subscription line is in the Draft or Pending Activation status.

The pricing frequency and charge frequency must match for one-time, recurring, prepay and commit
services types.

On a subscription plan, there is a column Charge Per Usage Record. You can select Yes only for commit
plus overage service and usage service types in the Draft or Pending Activation status.

Subscription lines and subscription plan lines have the Charge Per Usage field. To generate a charge per
usage record, check the Charge per usage field.

Pricing details on the charge and invoice line are not grouped together when multiple charges are
created within the same charge period.

Saved Search Email Alerts

You can use a saved search to set up email alerts for a subscription, a subscription line, or change order
records to monitor when it is created or updated, or when specific fields you define are updated.

To set up an email alert on a subscription:

1. Go to Transactions > Subscriptions > Create Subscriptions > Search.

2. From the Subscription Search page, select Personalize Search.
3. From the Personalize Subscription Search Form, select More Options.

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4. Select the criteria and results you want for your email alert.
5. Select the Email tab.
6. Check the Send Email Alerts When Records Are Created/Updated preference.
7. Select the recipient of the email. The email recipient can be an internal email address using an
employee, or a customer email using a join.
8. Check Send on Update and Show Recent Changes, which creates a recent changes section of the
email alert sourced from the system notes on the record.
9. Click Add.
10. (optional) Select Updated Fields to set up an email alert to be sent when specific fields are
updated.
11. (optional) Select When Old Value Is or When New Value Is to send an email alert only when the
values of the selected field are changed. The Recent Changes section has a more detailed view,
sourced from system notes, of each record showing the type of changes, which field values are set
or changed, and the old and new values.
12. Click Save to save the search.
13. Go to Transactions > Subscriptions > Create Subscription.
14. Fill out all of the information for the subscription. To learn how to complete a new subscription, see
Creating a New Stand-alone Subscription.
15. Click Save. You will receive an email alert similar to the following image.
16.

The email alert header is sourced from the results tab of the saved search. The Recent Changes section
has a more detailed view of the type of changes, which field values are set or updated, and the old and
new values.

Renewing a Subscription
There are several ways to specify whether and how to renew a subscription:

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■ Renew (or extend) an existing subscription. To view the process diagram, see Renew and Extend a
Subscription from a New Subscription Record. When you want to renew a subscription before its end
date, you can extend the end date of the existing subscription. However, if the renewal requires a new
subscription transaction, the subscription cannot be renewed using the extend existing subscription
method. When you automatically initiate the renewal process before the subscription end date, you
can define the term, method, transaction type, and how you want to renew the subscription price plan.
■ Renew by creating a new subscription transaction that uses the existing plan or a new plan. To view
the process diagram, see Renew a Subscription with a New Subscription Record.
When you renew to a new subscription, you can select the renewal plan and price book. A subscription
that renews to a new subscription record also can have a different billing account from the original
subscription. During subscription renewal, the newly created subscription has the billing account
from the original subscription. However, you can change the billing account after you create the
subscription while it is in the Draft or Pending Activation status. Refer to Adding Renewal Information
to Subscription Plans to learn how the default from a subscription populates the renew change order.
■ You can renew a subscription with the Closed status. If you did not renew the subscription before the
subscription end date, renewing populates information from the previous subscription so you do not
have to re-enter it. Renewing also retains links attached to the original subscription that are lost when
creating a new subscription.
When you select the Create New Subscription renewal method, the start date on the new subscription
is the original subscription's renewal date.
When you select the Extend Existing Subscription renewal method:
□ The subscription end date is pushed out by the selected term.
□ Rating is triggered to run and new charges for the renewal period are generated even if charges
may be in the past.
□ If the original end date of the subscription plus the extension is still before today’s date, the
subscription remains closed but new charges are ready to bill.
■ Alternatively, during the subscription term, you can manually create a Renew change order. The new
subscription uses the existing subscription plan.

Subscription renewals are considered either low-touch or high-touch:

■ A low-touch renewal is one that automatically renews, or extends, when the initial subscription ends.
■ A high-touch renewal requires more effort. Someone such as a sales representative, for example,
needs to contact the customer or manually renew the subscription.

Example 1: Low-Touch Renewal at the End of the Term

In this example, the figure represents an existing magazine subscription that runs from January 1, 2021
to December 31, 2021. On January 1, 2022, the subscription automatically renews for another year
using the extend existing subscription method with the same subscription plan and existing pricing.

To renew a subscription automatically:

1. Go to Transactions > Subscriptions > Create Subscriptions > List.

2. For the subscription you want to renew, click Edit.
3. Click the Renewal subtab.
4. From the Default Renewal Term list, select a term for the renewal subscription.

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5. From the Default Renewal Method list, select a default renewal method.
a. If you selected Extend Existing Subscription, go to step 6.
b. If you selected Create New Subscription:
i. From the Default Renewal Subscription Plan list, select a default subscription plan
for the renewal subscription.
ii. From the Default Renewal Price Book list, select a pricing option for the renewal
subscription.
iii. From the Default Renewal Transaction Type list, select one of the available options
(Do Not Create Sales Transaction Estimate, Opportunity, or Sales Order).
6. When the Uplift Pricing feature is enabled in the Renewal subtab of the subscription plan or
subscription, you can define the default percentage renewal uplift to apply to renewal subscription
lines on the original subscription. The renew change order has renewal configuration and uplift
values based on the renewal configuration from the subscription. The lines displayed in the uplift
table are based on the renewal configuration.
7. To set up your renewal to happen automatically, check the Automatically Initiate Renewal
Process box and enter the appropriate number into the Before Subscription End Date box. You
should renew no later than 30 days in advance of the end date.

Note: The appropriate number to enter depends on your organization. It indicates

how many days before the subscription ends that you want to contact the customer. For
example, you might want to contact the customer to renegotiate the subscription terms.

8. Click Save.

Example 2: High-Touch Renewal Before the End of the Term

In this example, an existing one-year subscription expires on December 31, 2021, but is not set to
automatically renew. A sales person needs to contact the customer to negotiate another subscription.
A new subscription is created using the create new subscription renewal method. This method is useful
when the new subscription requires changes to the subscription plan or a change in price, and is
created with a Draft status. The associated sales order is created with Pending Approval status.

To renew a subscription manually:

1. Go to Transactions > Subscriptions > Create Subscriptions > List.

2. For the subscription you want to renew, click Edit.
3. From the Actions menu, click Renew.
4. From the Default Renewal Term list, select a term for the renewal subscription.
5. From the Default Renewal Method list, select a default renewal method.
a. If you selected Extend Existing Subscription, go to step 6.
b. If you selected Create New Subscription:
i. From the Default Renewal Subscription Plan list, select a default subscription plan
for the renewal subscription.

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ii. From the Default Renewal Price Book list, select a pricing option for the renewal
subscription.
iii. From the Default Renewal Transaction Type list, select one of the available options
(Do Not Create Sales Transaction, Estimate, Opportunity, or Sales Order). If you
choose Do Not Create Sales Transaction, upon renewal, NetSuite creates a new
subscription that is not associated with a sales transaction.
6. When the Uplift Pricing feature is enabled, you can define the percentage renewal uplift you
want to apply to each subscription line on the renew change order. The renew change order has
renewal configuration and uplift values based on the renewal configuration from the subscription.
The lines displayed in the uplift table are based on the renewal configuration.
7. When you enable the Uplift Pricing feature, NetSuite automatically applies percentage price
increases to a customer's renewal pricing. When a new subscription is created, the default value
acts as a template for the default renewal settings. When the subscription renewal is created, the
price plans are automatically updated.
8. Click Save.

Including Add-On Items in Subscription Renewals

When renewing a subscription manually using a renewal change order, you have the option to edit each
line item before saving the draft subscription. Reasons you might want to edit lines include adding or
removing items from the subscription. Perhaps a service is no longer available or has been replaced by a
new service.

The following default rules apply to add-on items with the Include In Renewal Subscription box
checked:

For these default renewal settings: These rules apply:

Method – Extend Existing Subscription All add-on items are included at the same price and quantity for the
extended renewal period.

Method – Create New Subscription All add-on items are included in the draft renewal subscription with
the same price and quantity.
Subscription Plan – Same Subscription Plan

Price Book – Keep Existing Pricing

Method – Create New Subscription All add-on items are included in the draft renewal subscription with
the same quantity. Prices are defined by the specific price book.
Subscription Plan – Same Subscription Plan

Price Book – a specific price book

Method – Create New Subscription Add-on items from the original subscription are not included in the
draft renewal subscription.
Subscription Plan – (a different plan from the
original subscription selected) Only line items defined in the renewal plan are included on the
renewal subscription.

Deleting a Subscription
Before you can delete a subscription, you must void all change order records and then remove them by
clearing the subscription revisions.

To delete a subscription:

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1. Void all change order records. For instructions, see Voiding a Change Order.
2. Use the Clear Revisions feature to remove subscription change orders. For instructions, see
Clearing Revisions.
3. For the subscription you want to delete, click the subscription name or Edit.

Tip: To find the subscription, you can:

■ Look in the Recent Records tab for recently completed subscriptions.

■ Enter the subscription name or subscription ID into the Global Search field.

4. From the Actions list, select Delete.

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SuiteBilling Reports
SuiteBilling offers several reports that let you to monitor your subscriptions and customers:

■ Monthly Recurring Revenue Report

■ Monthly Recurring Revenue Report
■ Total Contract Value Report
■ Billings to Date Report
■ Churn By Customer Report
■ Churn By Revenue Report

To view the SuiteBilling reports, go to Reports > Subscriptions.

Tip: If you don’t see the Subscriptions option in the Reports menu, switch to an administrative
role or contact your NetSuite administrator.

Annual Recurring Revenue (ARR) and Monthly

Recurring Revenue (MRR)
Subscription businesses have a unique set of metrics called SaaS (software as a service) metrics.
Recurring revenue, either MRR or ARR, is the basis many of these metrics. SaaS metrics are used to
determine the health of a business and to help inform if changes are needed. Depending on the nature
of the business, MRR or ARR may be more important. SuiteBilling has ARR and MRR functionality in
SuiteAnalytics and reporting.

Monthly Recurring Revenue Report

The Monthly Recurring Revenue report shows the sum of recurring line items for a specified month or
range.

Each line of the Monthly Recurring Revenue report includes the following columns:

■ Customer
■ Subscription Plan
■ Subscription

The default date range is the previous rolling year.

To view the Monthly Recurring Revenue report:

1. Go to Reports > Subscriptions > Monthly Recurring Revenue.

2. If you want to customize this report, click Report Customization.

The Monthly Recurring Revenue report shows the final rating value for a given month. This report does
not include prorated amounts, even if proration is enabled for a line item.

Suspended subscriptions are reported the same as active subscriptions, but closed or terminated
subscriptions are not reported. In addition, draft subscriptions are not currently reported.

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The Monthly Recurring Revenue report assumes that subscriptions are renewed. Any subscriptions that
are not terminated or closed continue to report into the future.

For more information about reporting, see the help topic Reporting Overview.

ARR Analytics and Dashboard

There is also an ARR workbook with standard reports and enhanced dashboard portlets ARR metrics. The
Annual Recurring Revenue Report shows the sum of recurring line items for a specified year.

Go to Analytics > Annual Recurring Revenue.

To customize this report, click Report Customization.

The Annual Recurring Revenue Report workbook includes the following reports:

■ Annual Recurring Revenue: a pivot table with a yearly summary of recurring billing on subscriptions for
SaaS metrics
■ Current Annual Recurring Revenue Detail: a pivot table with current year SaaS metrics at a
subscription level
■ Customer Lifetime Value: a pivot table with current year recurring revenue at a customer level
■ Current Annual Recurring Revenue Month-Over-Month: a pivot table with current year annual
recurring revenue reported at a month level
■ Annual Recurring Revenue Year-Over-Year: a column chart with recurring revenue year-over-year

The ARR reports do not include prorated amounts, even if proration is enabled for a line item. The report
leverages the recurring amount from a subscription line.

A subscription must be in an active status to be displayed in the reports. A subscription that is terminated
or closed stops being reported after the termination or end date of the subscription unless renewed.
Evergreen subscriptions report until terminated.

For more information about reporting, see the help topic Reporting Overview.

Total Contract Value Report

The Total Contract Value report shows total bill charges for the full term of a subscription. To see charges
up to the current time for a subscription, see the Billings to Date Report.

The Total Contract Value report does not include usage or overage charges because usage can vary each
billing period.

Each line of the Total Contract Value report includes the following columns:

■ Customer
■ Subscription Plan
■ Subscription

To view the Total Contract Value report:

1. Go to Reports > Subscriptions > Total Contract Value.

2. If you want to customize the TCV report, click Report Customization.

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The data is represented as the total sum of all charges for a given subscription. Credit memos are
represented in the months in which they are created.

Future months beyond the current bill cycle show the total contract value based on any change orders or
modifications to the subscription to date.

For more information about reporting, see the help topic Reporting Overview.

Billings to Date Report

The Billings to Date report shows total billed charges, up to the current cycle, for a subscription. To view
charges for the full subscription term, see the Total Contract Value Report.

Each line of the report includes the following columns:

■ Customer
■ Subscription Plan
■ Subscription

To view the Billings to Date report:

1. Go to Reports > Subscriptions > Billings To Date.

2. If you want to customize the report, click Report Customization.

The data is represented as a rolling transaction total from month to month. Credit memos are
represented in the months in which they are created.

Future months beyond the current bill cycle show the total billings to date based on the last billing
transaction for that subscription.

For more information about reporting, see the help topic Reporting Overview.

Churn By Customer Report

The Churn by Customer report shows how many customers are canceling or have subscriptions ending
in a given month. Churn is calculated differently by different customers. Consequently, the structure of
the Churn by Customer report is different from most other NetSuite reports. It allows for the addition of
fields.

To view the Churn By Customer report:

1. Go to Reports > Subscriptions > Churn by Customer.

2. If you want to customize the report, click Report Customization.

For more information about reporting, see the help topic Reporting Overview.

The following table provides a list of columns and their definitions.

Column Definition

Customers at beginning of The number of customers with active subscriptions at the beginning of the month.
month

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Column Definition

Customers at end of month The number of customers at the end of the month. This total is calculated by adding net
new customers to the number of customers at the beginning of the month.

New Customers Customers who activated their first new subscription at any point in the month.

Churned Customers Customers whose subscriptions have all closed or terminated in the month.

Net New Customers New customers minus churned customers. This can be a positive or negative number.

Customer Churn % Churned customers divided by customers at the beginning of the month.

Notes about calculating churn and customers:

■ Churn is included only in the month that the subscription ends.

■ The default date selection is Last Rolling Year. This report only shows information for full months of
data.
■ Customers with a subscription in the first month of data collection are counted toward total
customers.
■ All customers in the first month of data collection are considered new customers.
■ Customer churn % is calculated as: churned customers divided by new customers, then multiplied by
100 in the first month of data collection.
■ Suspended subscriptions do not count toward churn.
■ If the number of customers at the beginning of the month equal zero (0), the customer churn %
cannot be calculated.

Churn By Revenue Report

The Churn by Revenue report shows the reduction in MRR due to subscriptions being reduced in value,
canceled, or ending.

To view the Churn By Revenue report

1. Go to Reports > Subscriptions > Churn by Revenue.

2. If you want to customize the report, click Report Customization.

For more information about reporting, see the help topic Reporting Overview.

The following table is a list of rows and their definitions.

Row Definition

MRR at Beginning (of MRR calculated on the last day of the previous month. This is the same amount reported
Month) for a prior month on the Monthly Recurring Revenue report.

MRR at End (of Month) MRR calculated on the last day of a specific month. This is the same amount reported for a
specific month in the Monthly Recurring Revenue Report.

New MRR MRR associated with new subscriptions started in a specific month. This is equal to the
sum value of all subscriptions with a start date in a specific month.

Expansion MRR MRR associated with the upsell of existing subscriptions in a specific month. This is the
sum value of all subscriptions that increased in value in a specific month.

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Row Definition

Contraction MRR MRR associated with the downsell of existing subscriptions. This is the sum value of all
subscriptions that decreased in value in a specific month.

Lost MRR Overall recurring revenue lost in a specific month from canceled or closed subscriptions.
This is the sum value of all monthly subscriptions that were canceled or closed in a specific
month.

MRR Churn The churn in recurring revenue from cancelled subscriptions and downgraded
subscriptions.

New New MRR This is the sum of new MRR plus expansion MRR minus lost MRR.

MRR Churn (%) MRR churn divided by MRR at the beginning of the month.

Notes about calculating churn and MRR:

■ All MRR is considered new on the first month.

■ Churn % cannot be calculated on the first month because all MRR is new.
■ Revenue associated with suspended subscriptions does not count toward churn. Only revenue that
has been lost or is lost in the specific month contributed to MRR churn.
■ If MRR at the beginning of the month equals zero (0), MRR churn cannot be calculated.

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SuiteBilling Features Provided by NetSuite

SuiteApps
This chapter includes information about SuiteBilling features provided by SuiteApps from NetSuite.

■ Subscription Billing Enhanced UI – This SuiteApp provides an enhanced user interface for Subscription
Billing records.
■ SuiteBilling Enhancements – This SuiteApp enables you to do the following:
□ Create usage records using a RESTlet
□ Perform subscription billing bulk operations
□ Process bulk customer payments

Subscription Billing Enhanced UI

Subscription Billing Enhanced UI (formerly known as Time-Based Pricing SuiteApp) is a SuiteApp
developed by NetSuite. This SuiteApp provides an enhanced user interface for subscription plans, price
books, and subscriptions. It is designed for the creation and maintenance of complex subscription plans
and subscriptions that require predefined pricing changes over time.

Subscription Billing Enhanced UI SuiteApp is provided free of charge to customers who use SuiteBilling
and have enabled the Time-Based Pricing feature. For information about SuiteBilling features, see the
help topic SuiteBilling.

This SuiteApp provides an enhanced time-based pricing UI for:

■ Creating and editing price books

■ Creating and editing pricing intervals

Subscription Billing Enhanced UI SuiteApp also supports the following features:

■ Decimal precision – Rounding to eight decimal places for the Price, Quantity, and Discount fields on
the subscription plan, price book, and subscription records is supported. These fields also display up
to eight decimal places. For more information, see Decimal Precision in SuiteBilling.
■ Flat rate and percentage discounts – Discount fields at the subscription plan and subscription line
levels support flat rate and percentage discounts. For general information about applying discounts to
SuiteBillig subscriptions, see Applying Discounts to Subscriptions.
■ Recurring amount – Recurring amount data is available on pricing intervals for recurring subscription
lines on subscription records.
■ Proration by month – By default, recurring subscription lines are prorated by day. The monthly
proration option is available to recurring lines with a charge frequency that is greater than one month.
You can set the proration option for recurring lines in the Prorate By field on subscription plans and
subscriptions. For general information about proration options for SuiteBilling subscriptions, see
Proration Options.
■ Add-on items – You can add subscription items to new or existing subscriptions at the time of sale or
during the subscription term.
■ Add interval to multiple subscription lines – You can create a new pricing interval for all recurring
and usage subscription lines in the price book. For subscriptions, a new interval is created only for
recurring and usage lines in Draft status.

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Note: The Subscription Billing Enhanced UI SuiteApp does not support the Commit Plus Overage
feature for subscriptions.

Read the following topics for information about installing and using this SuiteApp:

■ Installing the Subscription Billing Enhanced UI SuiteApp

■ Creating Items for Subscription Plans with Subscription Billing Enhanced UI
■ Creating Subscription Plans with Subscription Billing Enhanced UI
■ Managing Price Books and Price Plans with Subscription Billing Enhanced UI
■ Managing Subscriptions with Subscription Billing Enhanced UI

Installing the Subscription Billing Enhanced UI SuiteApp

You can create subscription plans and subscriptions using the Time-Based Pricing feature before
you install the SuiteApp. After you install the SuiteApp, all of your subscription plans, price books, and
subscriptions automatically use the enhanced UI supported by the SuiteApp.

Prerequisites
Before installing the Subscription Billing Enhanced UI SuiteApp you must enable SuiteBilling and Time-
Based Pricing features:

■ To enable SuiteBilling and prerequisite features, go to Setup > Company > Enable Features. Select
the Transactions subtab and check the boxes for the required features under the Billing section. For
information about SuiteBilling and prerequisite features, see Enabling SuiteBilling Features.
■ To enable the Time-Based Pricing feature, go to Setup > Company > Enable Features. Select the
Transactions subtab, and check the Time-Based Pricing box under the Billing section. For more
information about the Time-Based Pricing feature, see the help topic Time-Based Pricing.

You should also review the following help topics for general information about SuiteBilling and its initial
setup:

■ SuiteBilling Overview
□ SuiteBilling Terminology
□ SuiteBilling Process Diagrams
□ SuiteBilling Roles and Permissions
□ SuiteBilling Change Orders
■ SuiteBilling Setup
□ Setting the SuiteBilling Preferences
□ Enabling SuiteBilling Features

Installation
After setting up SuiteBilling and enabling the Time-Based Pricing feature, you can install the SuiteApp
from either the Enable Features page or the Search and Install Bundles page.

Subscription Billing Enhanced UI is a managed SuiteApp and is automatically updated whenever there are
enhancements or new features added.

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To install Subscription Billing Enhanced UI from the Enable Features page:

1. Go to Setup > Company > Enable Features.

2. Select the Transactions subtab, and scroll down to the Billing section.
3. Under Related SuiteApps, click the Subscription Billing Enhanced UI SuiteApp link.
4. On the SuiteApp Details page, click Install.

To install Subscription Billing Enhanced UI from the Search and Install Bundles
page:

1. Go to Customization > SuiteBundler > Search & Install Bundles.

2. In the Keywords field, enter Subscription Billing Enhanced UI.

Note: You can also search by entering the bundle ID: 363984.

3. Under the Name column, select Subscription Billing Enhanced UI.

4. Click Install.

For more information about installing a SuiteApp, see the help topic Installing a Bundle.

If you decide to uninstall the SuiteApp, any subscription plans created in the SuiteApp remain accessible
and usable with the Time-Based Pricing feature. For more information, see the help topic Uninstalling a
Bundle.

Creating Items for Subscription Plans with Subscription

Billing Enhanced UI
A subscription plan is made up of all of the items that define a subscription. These items include recurring
services, usage, and one-time charges. Before you can create a subscription plan, you must create item
records for the products and services you sell as part of subscriptions.

Note: Creating items with the Subscription Billing Enhanced UI SuiteApp is the same as creating
them using the Time-Based Pricing feature without the SuiteApp.

To create an item for a subscription plan:

1. Go to Lists > Accounting > Items > New.

2. Subscription items must be either a non-inventory item or a service item for sale. Other item types
are not available on subscription plans. Do one of the following:
■ To add a non-inventory item, under Non-inventory Item, click For Sale or For Resale.
■ To add a service item, under Service Item, click For Sale or For Resale.
3. In the Item Name/Number field, enter a value.
4. Specify values for the Class, Department, and Location fields, if needed.

Note: Subscription Billing Enhanced UI SuiteApp also lets you define or modify the
class, department, and location for subscription lines. For more information, see Class,
Department, and Location Fields on Subscription Lines.

5. Complete any additional fields.

6. Click the Accounting subtab.

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7. From the Tax Schedule list, select a tax schedule. To add a new tax schedule to the list, click the
Open arrow.
8. Click the Preferences subtab.
9. Clear the Can Be Fulfilled/Received box.

Note: For non-inventory items, this box is checked by default and you must clear it. For
service items, this box is cleared by default.

10. Click Save.

For more information on the item record and using items, see the help topic Using Item Records.

Creating Subscription Plans with Subscription Billing

Enhanced UI
When you create a subscription plan, you specify the items, such as recurring services, usage, and one-
time charges, to include in the subscription.

Note: Creating subscription plans with the Subscription Billing Enhanced UI SuiteApp is the
same as creating them using the Time-Based Pricing feature without the SuiteApp.

To create a subscription plan:

1. Go to Lists > Subscriptions > Subscription Plans > New.

2. In the Subscription Plan Name field, enter a name.
3. From the Initial Term list, do one of the following tasks:
■ Select a term. Options include the following:
□ Evergreen Term – Revenue ends after three years unless you set optional invoicing
preferences to automatically extend revenue recognition.
□ Standard Term – The subscription–level end date defines the end date for all of the
items. This results in the alignment of end dates. NetSuite calculates the end date as the
subscription start date plus the indicated subscription term. One-time subscription lines are
the exception, because they are only active for one day.
□ Custom Term – You must set the subscription-level end date at the subscription level. This
date defines the end date for all of the items, resulting in the alignment of end dates. One-
time subscription lines are the exception, because they are only active for one day. The
subscription-level end date for a custom term remains editable until any subscription line
becomes active.
■ Create a new term by clicking the plus icon.
4. Specify values for the Class, Department, and Location fields, if needed.

Note: Subscription Billing Enhanced UI SuiteApp also lets you define or modify the
class, department, and location for subscription lines. For more information, see Class,
Department, and Location Fields on Subscription Lines.

5. On the Lines subtab, do the following for each item you want to add:
a. In the Item column, select an item. If the item list does not include an item you need for
this subscription plan, see Creating Items for Subscription Plans with Subscription Billing
Enhanced UI.

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b. In the Required column:

■ Check the box if you want the subscription to always include this item.
■ Clear the box if you want the customer to be able to include or exclude the item as an
option at the time of sale.
c. In the Type column, select one of the following:
■ One Time – Items that incur a single charge, such as a setup or initialization fee.
■ Recurring – Items that incur charges throughout the subscription, such as recurring
service.
■ Usage – Items that incur charges based upon how much or how often the customer
uses them, such as minutes or data.
d. In the Billing Mode column, select one of the following:
■ In Advance – Payment is due at the beginning of the charge period (for example, the
first day of the month).
■ In Arrears – Payment is due at the end of the charge period (for example, the last day of
the month).
e. If required, for recurring items, check or clear the Prorate Start Date and Prorate End
Date boxes. For details, see Proration Options.
f. In the Include in Renewal Subscription column, click the down arrow to display the
available renewal options and select a different option if desired.
g. Click Add.
6. Repeat step 4 until you have added all items to the subscription plan.
7. Complete any necessary additional fields, and then click Save.

When you save the subscription plan, NetSuite opens the Price Books subtab. After creating a
subscription plan, the next task is to create a price book by creating a price plan for each item. With
the Subscription Billing Enhanced UI SuiteApp, you can create price books and price plans for your
subscription plans using an enhanced time-based pricing UI. For more information, see Managing Price
Books and Price Plans with Subscription Billing Enhanced UI.

Managing Price Books and Price Plans with Subscription

Billing Enhanced UI
After you save a subscription plan, you can create pricing for the items. A price book defines the
pricing for a collection of items or services that are sold as part of a subscription plan. Every item on a
subscription plan must be assigned to a price plan within the price book. A subscription plan can have
one or multiple price books. You can use multiple price books to create different pricing options, such as
multiple currencies, or monthly, quarterly, and annual pricing.

The following section describes the price book and price plan UI when the Subscription Billing Enhanced
UI SuiteApp is installed in your NetSuite account. For a step-by-step procedure on creating price books
and price plans using the SuiteApp, see Creating Price Books and Price Plans for Subscription Plans.

Enhanced UI for Price Book and Price Plan

You can create a new price book for a subscription plan by clicking the New Price Book button on the
Price Books subtab of a saved subscription plan.

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Each item from the subscription plan appears as a line on the New Price Book window. The lines are color-
coded based on the line type:

■ One-time lines appear with a left-justified blue line.

■ Recurring lines appear with a left-justified green line.
■ Usage lines appear with a left-justified orange line.

Each line contains a pricing interval box that you can open to set the details of the price plan. On pricing
interval edit mode, you can set the details of the price plan, including start, pricing details, and rating
information. For information about the fields on a price plan, see Creating Price Books and Price Plans for
Subscription Plans.

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On pricing interval view mode, you can click the ellipsis icon to show the possible actions for the pricing
interval. For one-time lines, only Edit is available. For recurring and usage lines, available actions shown
are Edit, Make Copy, and Delete (not available for the first interval).

For recurring and usage items, you can also click the plus (+) icon on the right side of the last pricing
interval to add a new pricing interval.

You cannot delete the first interval for any line, but you can edit it. To delete a pricing interval that is no
longer needed, click the delete icon if the box is open in edit mode, or click the ellipsis icon and select
Delete in view mode.

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As you create pricing intervals, they appear linked, in sequence, across the line. If the number of pricing
intervals exceed the current viewing area, use the vertical scroll bar at the bottom of the subscription line
to view pricing intervals that extend to the next page.

On the top left corner of the price book, you can find the following:

■ Quick View – Click this icon to display a graphical price book summary, showing all pricing intervals
with their duration.
■ Filter – Click this icon and check the appropriate boxes to filter the plan item attributes that you want
to view.
■ Add Interval To All – Click this button to create a new pricing interval for all recurring and usage lines
in the price book. After the new interval is created, you can edit the pricing information as needed.

Note: Pricing intervals that are located next to each other must be unique. If you have two
identical adjacent pricing intervals, NetSuite combines them into one interval.

For more information, see Adding a Price Interval to All Items at One Time.

For detailed instructions on creating price books and price plans, see Creating Price Books and Price
Plans for Subscription Plans.

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Creating Price Books and Price Plans for Subscription Plans

After you save a subscription plan, you can create a price book by setting up a price plan for each item.
For information about how to create subscription plans, see Creating Subscription Plans with Subscription
Billing Enhanced UI.

The following procedure describes how to create price books and price plans using the enhanced time-
based pricing UI provided by the Subscription Billing Enhanced UI SuiteApp.

To create price books and price plans using the Subscription Billing Enhanced UI
SuiteApp:

1. Open a saved subscription plan record in view mode.

2. Click the Price Books subtab.
3. To create a new price book, click New Price Book.
4. In the Name field, enter a name for the new price book.
5. In the Currency field, select the appropriate currency for the price book.
6. Set up the price plan for each item in the price book.
a. To edit a pricing interval, click anywhere on the pricing interval box or click the ellipsis icon
on the top right corner of the box and select Edit.
b. Select a start interval from the list and enter the number for when you want the interval to
start. For example, Month 1 or Month 6.

Note: You can set the start interval to Week, Month, or Year only for the first
interval. You cannot change this value on succeeding pricing intervals. Also, the first
pricing interval for each item always begins with an interval start of 1 and cannot be
edited. For example, the first pricing interval is always Week 1, Month 1, or Year 1.

c. In the Pricing Model field, select one of the following:

■ Tiered – This pricing model is based on the incremental quantity sold. It is commonly
used for recurring items. Tiered pricing charges a specified rate for all items sold in the
tier (for example, the first 10 items). When the quantity sold exceeds the upper limit for
the tier, NetSuite charges the price specified for the next tier for the additional items.
■ Volume – This pricing model is based on the aggregate quantity sold. It is commonly
used for usage pricing. For volume pricing, the total quantity sold defines the charge rate
for all items in the order.
d. In the Discount field, enter a discount, if applicable. Both percentage and flat rate discounts
are supported. To enter a percentage discount, include the percentage sign (%) after the
positive number you enter in the Discount field. To enter a flat rate discount, enter the
numeric value only.
e. For usage lines, enter a value in the Included Quantity field, if applicable.
f. For recurring or usage lines, set how often you want the charge to occur by selecting a
Charge Frequency and entering a number in the Repeat Every field.
In the Repeat Every field, you can enter any positive integer from 1 up to the maximum
value, depending on the Charge Frequency:
■ If Charge Frequency is set to Annually, the maximum value for the Repeat Every field
is 10.
■ If Charge Frequency is set to Monthly or Weekly, the maximum value for the Repeat
Every field is 120.

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g. For recurring lines, select a proration option in the Prorate By field. You can set the value
for this field only on the first pricing interval of a recurring line. The default setting is Prorate
by Day. If the charge frequency is more than one month, you have the option to select
Prorate by Day or Month.
h. Set the values for the price tiers. For each tier, enter values for the following:
■ Above Quantity (required) – Default value is zero for the first tier. For succeeding tiers,
the value you specify in this field indicates the upper limit for the previous tier.
■ Pricing Option (optional) – Select one of the following options:
□ Rate (default) – Calculates the item amount as quantity multiplied by rate.
□ Fixed Amount – The defined charge amount for the item is not affected by its
quantity.
■ Value (required) – Enter an amount to charge for the item.
■ Min Amount (optional) – Enter the minimum amount limit for the tier.
■ Max Amount (optional) – Enter the maximum amount limit for the tier.
Click the plus (+) icon on the right side of the tier to create a new pricing tier for additional
quantities.
i. When you are finished entering information in the pricing interval, click the check icon on
the top right corner of the box to save your changes.

Note: When you save a price plan for the first time, a popup window appears
indicating that after the price plan is saved, the price book currency cannot be
changed. Verify if the currency is correct, then click OK to save the price plan. Click
Cancel if you want to change the currency before saving the price plan..

7. To create additional pricing intervals for recurring and usage lines, do any of the following:
■ To create a new interval, click the plus (+) icon on the right side of the last interval.
■ To create a copy of an existing pricing interval, click the ellipsis icon on the pricing interval and
select Make Copy. The pricing interval for one-time lines cannot be copied.
■ To create a new interval for all recurring and usage lines in the price book, click the Add
Interval To All button at the top of the price book. For more information, see Adding a Price
Interval to All Items at One Time.
Edit the pricing information for additional or copied pricing intervals as needed.

Note: Pricing intervals that are located next to each other must be unique. If you have two
identical adjacent pricing intervals, NetSuite combines them into one interval.

8. Repeat step 6 (and step 7 as needed) for each item in the price book. Every item in a subscription
plan must have an associated price plan.
9. To save the price book, click Save on the price book window.

You can view the price books that you created on the Price Books subtab of the subscription plan.
Click the name of the price book to view the price book details. It may take a few seconds for all of the
information to appear. For each price book, you can do the following actions by clicking the appropriate
icon on the top left corner of the Price Books subtab:

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■ Quick View – Click this icon to show the price book summary in graphical form.
■ Edit – Click this icon to open an existing price book for editing.
■ Make Copy – Click this icon to create a copy of the price book. For example, a new price book may be
needed for a different currency.
■ Delete – Click this icon to delete a price book.

Managing Subscriptions with Subscription Billing Enhanced

UI
The Subscription Billing Enhanced UI SuiteApp includes an enhanced subscription record UI, which
provides access to both subscription lines and pricing intervals in a single display subtab.

For information about the changes to the subscription record when the SuiteApp is installed, see
Enhanced UI for Subscription.

Read the following topics for information about creating and managing subscriptions and subscription
lines using the enhanced UI provided by the SuiteApp:

■ Creating Subscriptions with Subscription Billing Enhanced UI

■ Editing Subscription Lines on Subscriptions
■ Managing Add-On Items on Subscriptions

Enhanced UI for Subscription

When the Subscription Billing Enhanced UI SuiteApp is installed in your NetSuite account, the Lines
subtab on the subscription record shows an enhanced UI instead of the subscription line sublist. The
Pricing subtab is also removed from the subscription record.

With the enhanced UI of the Lines subtab, you can see the subscription lines, price plans, and pricing
intervals displayed on a single subtab.

For each subscription line, you can see the subscription item name, line type, billing mode, and status. If
you enabled per-line classifications, the Class, Department, and Location fields are also available at the

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subscription line level. For more information, see Class, Department, and Location Fields on Subscription
Lines.

The initial pricing intervals for subscription lines are based on the subscription plan and price book that
you selected in the subscription header fields. Each pricing interval shows the following price plan details
on view mode:

■ Start and end dates based on the start date and price book selected in the subscription header fields
■ Status of the pricing interval if there is a change order (other than modify pricing) applied to the
subscription
■ Detailed pricing information, including price tiers

Any setting that is different from the previous period is also shown in colored text. If available, you can
use the vertical scroll bars on the pricing interval to show other details that are not available in the current
viewing area.

The following features are also available on the enhanced UI of the Lines subtab:

■ Access to Subscription Line Records – From the subscription record (view mode), you can access the
subscription line record by doing any of the following:
□ To open the subscription line record on view mode, click the number in the Line # column.
□ To open the subscription line record on edit mode, click the edit icon in the Edit column.

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The subscription line record opens in a new browser tab. The subscription page will refresh after you
save the changes that you made to the subscription line record.
You can also edit subscription lines directly from the subscription record. For more information, see
Editing Subscription Lines on Subscriptions.
■ Subscription Line Filters – Using the filter icon on the top left corner of the Lines subtab, you can
filter the subscription lines by name, type, or status.
When you apply filters, the filter icon shows a badge with the number of subscription lines that are not
shown.

■ Quick View – Using the quick view icon on the top left corner of the Lines subtab, you can view the
pricing summary of the subscription lines. On the quick view pane, you can click the expand icon on
the top right corner to see an expanded view of the pricing summary.

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■ Editing Subscription Lines and Pricing Intervals – When you are creating or editing a subscription
record, you can perform the following actions for the subscription lines on the Lines subtab:
□ Check the Include box for optional items if you want to include it to the subscription. Clear the box
to exclude an optional item.
□ Change the status of subscription lines from Draft to Pending Activation, or vice versa.
□ If the Class, Department, and Location fields are available, you can set or modify the classification
if the line status is Draft or Not Included.
□ Modify the pricing intervals of subscription lines with a Draft status. Click the ellipsis icon on the top
right corner of each interval to show possible actions for each pricing interval: Edit, Make Copy
(available only for recurring and usage lines), or Delete (not available for the first pricing interval).
□ Create new pricing intervals for all recurring and usage lines with a Draft status by clicking the Add
Interval To All button.
□ Add items to the subscription by clicking the Add Item button.

For more information about creating and editing subscriptions with the Subscription Billing Enhanced
UI SuiteApp, read the following topics:
□ Creating Subscriptions with Subscription Billing Enhanced UI

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□ Editing Subscription Lines on Subscriptions

□ Managing Add-On Items on Subscriptions

Creating Subscriptions with Subscription Billing Enhanced UI

After creating items, subscription plans, and price books, you can create a subscription.
For instructions on how to create the prerequisite parts of a subscription, see the following topics:

■ Creating Items for Subscription Plans with Subscription Billing Enhanced UI

■ Creating Subscription Plans with Subscription Billing Enhanced UI
■ Creating Price Books and Price Plans for Subscription Plans
■ Creating Billing Accounts

You can activate a subscription only after you create and save the subscription’s required components.

Note: Creating subscriptions with the Subscription Billing Enhanced UI SuiteApp is the same as
creating a standalone subscription using the Time-Based Pricing feature without the SuiteApp.

To create a new subscription using the Subscription Billing Enhanced UI SuiteApp:

1. Go to Transactions > Subscriptions > Create Subscriptions.
2. In the Primary Information section, select from the list or enter values for the following fields in any
order:
■ Indicate the customer for whom you are creating the subscription:
□ From the Customer field, select an active customer from the list.
□ To create a new customer, click the plus icon next to the Customer field and select -New-.
You can select any active customer, regardless of whether they have a billing account. When
you select a customer, the Subsidiary and Currency fields contain the values you specified for
those fields for that customer. When you select values for the Customer and Subsidiary and
leave Currency blank, the Billing Account field shows the billing accounts that are available for
that customer.

Note: Depending on the order in which you select the values for the Customer,
Subsidiary, Currency, and Billing Account fields, NetSuite fills the values of fields
dependent on the Subscription and Billing Account records.

■ You can set a subsidiary to use in a new billing account before creating it. If the customer has
subsidiaries, indicate them as follows:
□ From the list in the Subsidiary field, select an active subsidiary. NetSuite populates the
Subsidiary fields of the subscription record with the field’s values from the billing account.
□ You can change the subsidiary from the primary subsidiary to a secondary subsidiary. The
subscription must be in Draft or Pending Activation status to change the subsidiary.
□ To create a new subsidiary, click the plus icon and select -New-.
■ You can set a currency to use in a new billing account before creating it. Indicate the currency
as follows:
□ From the list in the Currency field, select an active currency. NetSuite populates the
Currency fields of the subscription record with the field’s values from the billing account.
□ You can change the currency when the subscription is in Draft or Pending Activation status.
□ To create a new currency, click the plus icon and select -New-.

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■ (Optional) You can create a subscription without a billing account until you activate the
subscription. You can select a billing account from the list in the Billing Account field, or to
create a new billing account, click the plus icon and select -New-. To create a create a new
billing account, follow the instructions in Creating Billing Accounts.
On the subscription record, the Customer, Subsidiary, and Currency fields are required for
creating a billing account. When you have selected a customer on the subscription record,
the Billing Account field contains the customer’s default billing account. When all lines in
the subscription are in Draft or Pending Activation status, you can change the billing account
to another billing account for the same customer. When you select a billing account, the
Subsidiary and Currency fields are read only and contain the values for those fields from the
billing account.
The billing account is not required on default forms. Any automation or import templates work
when you set a billing account value when you create the subscription.
You cannot activate a subscription until you select a billing account that matches the values of
the Customer, Currency, and Subsidiary fields on the subscription record.

Note: To ensure accurate data, select the Billing Account, Customer, or Subsidiary
before selecting the subscription plan and price book

3. From the Subscription Plan list, select a subscription plan. The Subscription Plan field lists the
subscription plans for the selected billing account. If you have not selected a billing account, you
must select values for the Currency and Subsidiary fields to select a subscription plan.
Only subscription plans with price books in the currency that corresponds to the selected price
book currency are available to select.
4. If required, from the Price Book list, choose a different price book.
5. From the Initial Term list, select a term, or select -New- to define a different term.
6. In the Start Date field, enter or select a start date for the subscription. The default value is today’s
date.
7. You can define the Class, Department, and Location fields for subscription records in Draft status.
These fields, located in the Plan and Term section, are useful for reporting. The values of these
fields on the subscription record are automatically populated in the following order:
1. If the selected subscription plan has values in any of the Class, Department, and Location
fields, the field on the subscription record shows its subscription plan value.
2. If a field does not have a value in the subscription plan, NetSuite checks the billing account
and the field on the subscription record shows its billing account value, if any.
3. If neither the subscription plan nor the billing account have values in these fields, they are
empty on the subscription record.
If the subscription is in Draft status, you can change the values of the Class, Department,
and Location fields. You cannot change the values in these fields when the subscription is
in Pending Activation or Active status.

Note: If you enabled per-line classifications, you can also set or modify the
classifications at the subscription line level. For more information, see Class,
Department, and Location Fields on Subscription Lines.

8. Edit the subscription lines on the Lines subtab as needed. For information about the actions that
you can perform on subscription lines, see Editing Subscription Lines on Subscriptions.
9. If required, define one or more add-on items. See Managing Add-On Items on Subscriptions.
10. If Revenue Recognition is enabled, set revenue recognition options. To enable Revenue
Recognition, see the help topic Enabling the Revenue Recognition Feature.

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Note: After you click Save, you cannot change the subscription’s customer, currency, or
subsidiary. In this case, you must create a new subscription.

11. Click Save.

If a billing account that you expect to process during billing operations does not process, run billing
operations a second time or schedule billing operations for a convenient time for your business. Reasons
why a billing account is not processed during billing operations include:

■ A charge is created after billing operations begins processing charges.

■ A single billing operation can process up to 100,000 processing lines.

Running a subsequent billing operation may process any remaining invoices. For more information on
Billing Operations, see the help topic Billing Operations.
After you have created the subscription, you must individually activate each line item. For more
information, see Activating Subscription Line Items.
After creating the subscription, you can either associate it with a sales transaction or activate it.

Editing Subscription Lines on Subscriptions

The information in this section applies to subscriptions that use the enhanced UI supported by
Subscription Billing Enhanced UI SuiteApp.
When you create a subscription, the initial pricing intervals of subscription lines are generated based on
the subscription plan and price book that you selected in the header fields.
You can edit a subscription lines in Draft status.

To edit the subscription lines on a subscription:

1. Create a new subscription or edit a subscription with a Draft status. For information about creating
subscriptions, see Creating Subscriptions with Subscription Billing Enhanced UI.
2. On the Lines subtab, edit the subscription line–level fields if necessary:
■ Include – For optional items, you can check or clear this box. When you check this box for an
optional item, the subscription line status changes from Not Included to Draft. For required
items, this box is checked by default and is not editable.
■ Status – Click the dropdown field to change the status of the subscription line from Draft to
Pending Activation, or vice versa. This field is editable only if the subscription line is included and
its status is Draft or Pending Activation.
■ Class, Department, Location – Set or modify the values for the classification fields. You can
change the values for these fields only if the subscription line status is Draft or Not Included.
For information about how the Class, Department, and Location fields on subscription lines
are populated, see Class, Department, and Location Fields on Subscription Lines.
By default, these fields show all active classes, departments, and locations. You can also use
public saved searches to define the list of options for these fields. For more information, see
Setting Up the List of Class, Department, and Location Options for Subscription Lines.
3. To edit a pricing interval for a subscription line, click the ellipsis icon on the top right corner of the
box and select Edit. You can also click anywhere on the pricing interval box to open it for editing (if
the subscription line is included) or viewing (if the subscription line is not included).
The price plan fields that you can edit vary depending on the subscription line type and sequence
of the pricing interval. These fields are available in the price plan details:
■ Start – Enter a different date or select from the date picker.

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■ Pricing Model – Select one of the following:

□ Tiered – This pricing model is based on the incremental quantity sold. It is commonly used
for recurring items. Tiered pricing charges a specified rate for all items sold in the tier (for
example, the first 10 items). When the quantity sold exceeds the upper limit for the tier,
NetSuite charges the price specified for the next tier for the additional items.
□ Volume – This pricing model is based on the aggregate quantity sold. It is commonly used
for usage pricing. For volume pricing, the total quantity sold defines the charge rate for all
items in the order.
■ Charge Frequency and Repeat Every – For recurring and usage lines, set how often you want
the charge to occur. You can set the values for these fields only on the first pricing interval.
In the Repeat Every field, you can enter any positive integer from 1 up to the maximum value,
depending on the value set for Charge Frequency:
□ If Charge Frequency is set to Annually, maximum value for Repeat Every field is 10.
□ If Charge Frequency is set to Monthly or Weekly, maximum value for Repeat Every field is
120.
■ Total Interval Value – If you want to set the charge amount for the interval instead of using
the price plan value, enter the charge amount in this field. This field is available only for
recurring and one-time lines. You can set the value for this field only if the line status is Draft. In
addition, for recurring lines, this field is editable only if the initial term for the subscription is not
Evergreen.
Take note of the following when using the total interval value:
□ When you set a total interval value and confirm that you want to use it instead of the price
plan value, the price plan value will be cleared. When you save the subscription, the price
plan value will be calculated based on the total interval value that you set.
□ If you modify the price plan value after setting the total interval value, the total interval value
will be cleared when you confirm that you want to use the price plan value. If total interval
value is not set, its value will be calculated based on the price plan value when you save the
subscription.
■ Prorate By – For recurring lines, select a proration option. You can set the value for this field
only on the first pricing interval of a recurring line. The default setting is Prorate by Day. If the
charge frequency is more than one month, you have the option to select Prorate by Day or
Month.
■ Quantity – For recurring or one-time lines, enter a quantity that is greater than zero. Initial
value for an existing pricing interval is 1. However, if you make a copy of an existing pricing
interval or add a new interval, the Quantity field on the new pricing interval is set to blank.
■ Included Quantity – For usage lines, enter a value that is greater than zero for included
quantity, if applicable.
■ Discount – Both percentage and flat rate discounts are supported. To enter a percentage
discount, include the percentage sign (%) after the positive number that you enter in the
Discount field. To enter a flat rate discount, enter the numeric value only.
■ Recurring Amount – For recurring lines, this field shows the recurring amount value based on
the rate or fixed amount, quantity, and discount.
■ Price tiers – Edit the existing values for Above Quantity, Pricing Option, Value, Min Amount,
and Max Amount as needed. You can also create new tiers by clicking the plus (+) icon on the
right side of an existing price tier.
4. When you are finished editing a pricing interval, click the check icon on the top right corner of the
box to save your changes. If you want to discard your changes, click the X icon instead.
5. To create additional intervals for recurring and usage lines, do any of the following:

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■ To create a single pricing interval for a subscription line, click the plus (+) icon on the right side
of the last pricing interval.
■ To copy an existing pricing interval, click the ellipsis icon on the top right corner of the pricing
interval and select Make Copy.
■ To create a new interval for all recurring and usage lines in the subscription, click the Add
Interval To All button at the top of the Lines subtab. This action creates a new pricing interval
for all recurring and usage lines in Draft status. For more information, see Adding a Price
Interval to All Items at One Time.
Edit the pricing information for additional or copied pricing intervals as needed.

Note: Pricing intervals that are located next to each other must be unique. If you have two
identical adjacent pricing intervals, NetSuite combines them into one interval.

6. If you want to delete a pricing interval, click the ellipsis icon on the pricing interval and select
Delete. You cannot delete the first interval for any subscription line.
7. When you are finished editing the subscription lines and pricing intervals on the Lines subtab, click
the Save button on the subscription record to save your changes.

Class, Department, and Location Fields on Subscription Lines

With Subscription Billing Enhanced UI SuiteApp, you can set or modify the class, department, and location
of a subscription line if the following features are enabled in your NetSuite account:

To make the classification

To show the field on subscription lines
field mandatory
Classification Fields
on Subscription Lines
Enable Features Accounting Accounting
(Company) Preferences (General) Preferences (General)

Class Class Allow Per-Line Classes Make Classes Mandatory

Department Department Allow Per-Line Make Departments

Departments Mandatory

Location Location Allow Per-Line Locations Make Locations Mandatory

When the Class, Department, and Location fields are available on subscription lines, these fields are
automatically populated in the following order:

1. If the item used in the subscription line has values in any of the Class, Department, and Location
fields, the field on the subscription line shows the value specified on the item record.
2. If a field does not have a value on the item record, the field on the subscription line shows the
value specified on the subscription plan.

Important: The SuiteApp uses the classification set on the subscription plan record, not
the classification set on the subscription under the Plan and Term section.

3. If a field does not have a value on the item record and subscription plan, the field on the
subscription line shows the value specified on the billing account.
4. If a field does not have a value on the item record, subscription plan, and billing account, the field
on the subscription line is set to blank.

You can modify the values in the Class, Department, and Location fields if the subscription line status
is Draft or Not Included. To change the classification of a subscription line, open the subscription

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record or subscription line record in edit mode. For more information, see Editing Subscription Lines on
Subscriptions.

Setting Up the List of Class, Department, and Location Options for Subscription Lines

By default, you can select all active classes, departments, and locations in the Class, Department, and
Location fields on subscription lines. If you want to modify the list of options that can be selected at the
subscription line level, you can define a public saved search for classes, departments, and locations. Then,
you can specify the saved searches in the Subscription Billing Enhanced UI preferences.

Important: The SuiteApp automatically adds the following filters to any saved search specified
in these preferences:

■ Subsidiary filter based on the subscription subsidiary

■ Inactive filter to ensure that the list of options include only active records

To avoid any issues, do not include subsidiary and inactive filters in saved searches that you plan
to use for these preferences.

To set these preferences, go to Setup > Company > General Preferences. Click the Custom Preferences
subtab, then select the appropriate saved search for the following preferences under Subscription Billing
Enhanced UI Feature section:

■ Classes Saved Search – Select the saved search that you want to use to define the list of options for
classes in subscription lines.
■ Departments Saved Search – Select the saved search that you want to use to define the list of
options for departments in subscription lines.
■ Locations Saved Search – Select the saved search that you want to use to define the list of options
for locations in subscription lines.

Click the Save button on top of the General Preferences page to save your changes.

Subscription Billing Enhanced UI uses the search results from the specified saved searches to define the
options for the corresponding fields on subscription lines.

Managing Add-On Items on Subscriptions

The Add-On Items feature enables you to add subscription lines to a subscription using items that are
not originally part of the subscription plan. You can add items upon creation, at the time of sale, or any
time during the subscription term. This feature simplifies the workflow by reducing the number of steps
required to create a new subscription or upsell an existing subscription. For information about enabling
the Add-On Items feature, see Enabling SuiteBilling Features.

The Subscription Billing Enhanced UI SuiteApp includes support for add-on items on new or existing
subscriptions.

For information about setting up the list of items that can be used as add-on items, see Setting Up the
List of Available Add-On Items.

For information about adding items to a subscription using the enhanced UI provided by the SuiteApp,
see Adding Items to a Subscription.

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Setting Up the List of Available Add-On Items

By default, you can select any active service or non-fulfillable non-inventory items as add-on items. If you
want to modify the list of items that can be added to a subscription, you can define a saved search for
add-on items.

Subscription Billing Enhanced UI SuiteApp includes a predefined item saved search that you can use as
a template to set up the add-on items list. After setting up the item saved search, you need to select it in
the Add On Items Saved Search field on the General Preferences page for the company.

To set up the list of items that can be used as add-on items:

1. Go to Lists > Search > Saved Searches.

2. On the saved search list, look for the item saved search with the following details:
■ Title: TBP_AddOn_Items
■ ID: customsearch_tbp_add_on_items
Click the Edit link for the saved search.
3. In the Search Title field, enter a unique title for the saved search.
4. Make sure that the Public box is checked.
5. On the Criteria subtab, set the filters that you want to use for the add-on items saved search. The
following filters are set by default.

Important: In addition, the SuiteApp automatically adds the following filters to the saved
search that you specify in the Add On Items Saved Search preference:

■ Subsidiary filter based on the subscription subsidiary

■ Inactive filter to ensure that the list of options include only active records
To avoid any issues, do not include subsidiary and inactive filters in the saved search that
you plan to use for this preference.

6. If you want to see the list of items that will be included based on your search criteria, click the
Preview button. Click Return to Criteria to go back to the saved search definition page.
7. When you are done setting up the criteria for the add-on item saved search, click Save As.
8. After setting up the saved search, you need to select it in the Add On Items Saved Search field on
the General Preferences page for the company.
a. Go to Setup > Company > General Preferences.
b. Go to the Custom Preferences subtab.

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c. In the Add On Items Saved Search field under Subscription Billing Enhanced UI, select the
add-on items saved search that you created.
d. Click Save.

Adding Items to a Subscription

If you enabled the Add-On Items feature, you can add subscription lines to new or existing subscriptions.
When the Subscription Billing Enhanced UI SuiteApp is installed in your NetSuite account, the Add Item
button is available on the top left corner of the Lines subtab when you edit a subscription.

Add-on items are optional, but the Include box is initially checked when you create the item. Additional
items are marked as Add-On on the top left corner of the subscription line.

Add-on items have no predefined pricing, so you need to set the price of each item as you create it.
Proration is permitted for recurring lines, but not permitted for one time and usage lines.
An add-on item in a subscription cannot be deleted after you saved the changes to the subscription.
However, you can edit the item or add more items even after saving the subscription. If the add-on item is
still in Draft status, you can change the status to Not Included by editing the subscription and clearing the
Included box for the subscription line. After you add an add-on item to the subscription, that item follows
the same workflow as any subscription line.

To add a new item to a subscription:

1. Open a subscription record in edit mode. To see the list of subscriptions, go to Transactions >
Subscriptions > Create Subscriptions > List.
2. On the Lines subtab and click the Add Item button on the top of the subscription lines list.
3. On the new line for the add-on item, set up the details for the item that you want to add:
■ Item – Select the add-on item. By default, this field shows active service and non-fulfillable non-
inventory items. If you defined a saved search in the Add On Items Saved Search field on
General Preferences page, this field shows the search results based on the criteria that you set
on the saved search. For more information, see Setting Up the List of Available Add-On Items.
■ Line Type – Select one of the following:
□ One Time – Items that incur a single charge, such as a setup or initialization fee.

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□ Recurring – Items that incur charges throughout the subscription, such as recurring
service.
□ Usage – Items that incur charges based upon how much or how often the customer uses
them, such as minutes or data.
■ Billing Mode – Select when you want to bill the charges for the add-on item. One time or
recurring amount charges can be billed in advance or in arrears. Usage charges are always
billed in arrears.
■ Class, Department, Location – If you enabled per-line classifications, specify the class,
department, and location for the add-on item. For information about setting classifications for
subscription lines, see Class, Department, and Location Fields on Subscription Lines.
By default, these fields show all active classes, departments, and locations. You can also use
public saved searches to define the list of options for these fields. For more information, see
Setting Up the List of Class, Department, and Location Options for Subscription Lines.
■ Prorate Start Date and Prorate End Date – You can prorate the charges for recurring lines by
keeping these boxes checked. Clear the boxes if you do not want to apply proration. Proration is
not permitted for one time and usage lines.
■ Include in Renewal Subscription – Keep this box checked if you want to include the add-on
item in the renewal subscription. Otherwise, clear this box to exclude the item from renewal.
Click the check icon on the top right corner to save the item settings.
4. Set up the pricing for the add-on item. To set the values for the first pricing interval, click anywhere
on the pricing interval or click the ellipsis icon and select Edit. Then, specify values for the following
fields:
■ Pricing Model – Select one of the following:
□ Tiered – This pricing model is based on the incremental quantity sold. It is commonly used
for recurring items. Tiered pricing charges a specified rate for all items sold in the tier (for
example, the first 10 items). When the quantity sold exceeds the upper limit for the tier,
NetSuite charges the price specified for the next tier for the additional items.
□ Volume – This pricing model is based on the aggregate quantity sold. It is commonly used
for usage pricing. For volume pricing, the total quantity sold defines the charge rate for all
items in the order.
■ Charge Frequency and Repeat Every – For recurring and usage lines, set how often you want
the charge to occur. You can set the values for these fields only on the first pricing interval.
In the Repeat Every field, you can enter any positive integer from 1 up to the maximum value,
depending on the value set for Charge Frequency:
□ If Charge Frequency is set to Annually, maximum value for Repeat Every field is 10.
□ If Charge Frequency is set to Monthly or Weekly, maximum value for Repeat Every field is
120.
■ Total Interval Value – If you want to set the charge amount for the interval instead of using
the price plan value, enter the charge amount in this field. This field is available only for
recurring and one-time lines. You can set the value for this field only if the line status is Draft. In
addition, for recurring lines, this field is editable only if the initial term for the subscription is not
Evergreen.
Take note of the following when using the total interval value:
□ When you set a total interval value and confirm that you want to use it instead of the price
plan value, the price plan value will be cleared. When you save the subscription, the price
plan value will be calculated based on the total interval value that you set.
□ If you modify the price plan value after setting the total interval value, the total interval value
will be cleared when you confirm that you want to use the price plan value. If total interval

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value is not set, its value will be calculated based on the price plan value when you save the
subscription.
■ Prorate By – For recurring lines, select a proration option. You can set the value for this field
only on the first pricing interval of a recurring line. The default setting is Prorate by Day. If the
charge frequency is more than one month, you have the option to select Prorate by Day or
Month.
■ Quantity – For recurring or one-time lines, enter a quantity that is greater than zero. Initial
value for an existing pricing interval is 1. However, if you make a copy of an existing pricing
interval or add a new interval, the Quantity field on the new pricing interval is set to blank.
■ Included Quantity – For usage lines, enter a value that is greater than zero for included
quantity, if applicable.
■ Discount – Both percentage and flat rate discounts are supported. To enter a percentage
discount, include the percentage sign (%) after the positive number that you enter in the
Discount field. To enter a flat rate discount, enter the numeric value only.
■ Recurring Amount – For recurring lines, this field shows the recurring amount value based on
the rate or fixed amount, quantity, and discount.
■ Price tiers – Set up the price for each tier by specifying values for the following fields:
□ Above Quantity (required) – Default value is zero for the first tier. For succeeding tiers, the
value you specify in this field indicates the upper limit for the previous tier.
□ Pricing Option (optional) – Select one of the following options:
▬ Rate (default) – Calculates the item amount as quantity multiplied by rate.
▬ Fixed Amount – The defined charge amount for the item is not affected by its quantity.
□ Value (required) – Enter an amount to charge for the item.
□ Min Amount (optional) – Enter the minimum amount limit for the tier.
□ Max Amount (optional) – Enter the maximum amount limit for the tier.
Click the plus (+) icon on the right side of the tiers to create a new tier.
Click the check icon on the top right corner of the pricing interval to save the pricing information.
If you want to create additional pricing intervals, click the ellipsis icon on the top right corner of
an existing pricing interval and select Make Copy. You can then edit the copied pricing interval to
change the pricing or discount as needed. You can also create a new pricing interval by clicking the
plus (+) icon on the right side of the last pricing interval.
One time lines cannot have more than one pricing interval.
5. If you want to add more items, click the Add Item button and repeat Steps 3 through 4.
6. When you are done adding items, click Save.

SuiteBilling Enhancements
SuiteBilling Enhancements is a SuiteApp developed by NetSuite to provide additional features that you
can use in conjunction with the Advanced Subscription Billing features.

The following features are supported by this SuiteApp:

■ Create usage records individually or in bulk using a RESTlet

■ Perform bulk operations for deleting, voiding, or updating subscription related records using mass
update
■ Perform status changes or change orders for subscriptions or subscription lines in bulk

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■ View the summary and audit trail for bulk operations

■ Perform bulk customer payments

Read the following topics for information about this SuiteApp:

■ Installing the SuiteBilling Enhancements SuiteApp

■ Optimizing the Performance of the SuiteBilling Enhancement Script
■ Creating Usage Records Using the RESTlet
■ Subscription Billing Bulk Operations
□ Performing Subscription Billing Bulk Operations Using Mass Update
□ Processing Subscription Billing Bulk Changes Orders
□ Viewing the Bulk Operations Summary Page and Audit Trail Records
■ Bulk Customer Payments
□ Permissions for Bulk Customer Payments
□ Setting the Default Account for Bulk Customer Payments
□ Setting the Payment Preferences for Billing Accounts
□ Creating Bulk Customer Payments
□ Viewing Transactions Processed in Bulk Customer Payments

Installing the SuiteBilling Enhancements SuiteApp

Before you can install the SuiteBilling Enhancements SuiteApp, make sure that the following features and
preference are enabled in your NetSuite account.

■ Enable the following features:

□ Billing Accounts
□ Billing Operations
□ Charge-Based Billing
□ Subscription Billing
□ Advanced Subscription Billing
To enable these features, go to Setup > Company > Enable Features. Click the Transactions subtab,
and check the boxes for the features under the Billing section. For more information about SuiteBilling
and related features, see the help topic SuiteBilling.
■ Enable the Consolidate Projects on Sales Transactions preference. To do this, go to Setup >
Accounting > Accounting Preferences. Click the Items/Transactions subtab, and check the box for
this preference under the Sales/Pricing section.

The SuiteBilling Enhancements SuiteApp is free, but the SuiteApp has to be shared with your NetSuite
account before you can install it. Contact NetSuite Customer Support to request for access to this
SuiteApp. When the SuiteApp is shared with your account, you can install it from the Enable Features
page or from the Search & Install Bundles page.

Note: If the SuiteApp is not shared with your account, the Install button is not available on the
SuiteApp Details or Bundle Details page.

To install the SuiteApp from the Enable Features page:

1. Go to Setup > Company > Enable Features.

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2. Click the Transactions subtab.

3. On the Billing section, click the SuiteBilling Enhancements link under Related SuiteApps.
4. On the SuiteApp Details page, click Install.

To install the SuiteApp from the Search & Install Bundles page:
1. Go to Customization > SuiteBundler > Search & Install Bundles.
2. In the Keywords field, enter SuiteBilling Enhancements.
3. Click Search.
4. From the search results, click the link for the bundle with the following details:
■ Name: SuiteBilling Enhancements
■ Bundle ID: 419588
5. On the Bundle Details page, click Install.

The SuiteBilling Enhancements SuiteApp is a managed SuiteApp and is automatically updated whenever
there are updates. Any fixes and enhancements will be available after the SuiteApp is updated in your
production account.
For more information about installing a SuiteApp, see the help topic Installing a Bundle.

Optimizing the Performance of the SuiteBilling

Enhancement Script
The SuiteBilling Enhancements SuiteApp uses a map/reduce script to process usage creation and bulk
operation requests.
A map/reduce script type permits parallel processing, wherein multiple SuiteCloud Processors can work
simultaneously to execute a single script deployment instance. You can control the number of processors
used for each script instance by using the Concurrency Limit field on the script deployment record. You
can also set the Priority Level to identify critical jobs that require more immediate processing. For more
information, see the help topic SuiteCloud Processors.
After installing the SuiteApp, you can change the default settings on the map/reduce script deployment
record to optimize its performance. You can change the concurrency limit and priority level to maximize
the use of available processors in your account and benefit from the parallel processing provided by the
script.

To optimize the map/reduce script:

1. Go to Customization > Scripting > Scripts.
2. On the page filters, set the Type to Map/Reduce to show only map/reduce scripts.
3. Look for the sbe_mr_processor (customscript_sbe_mr_processor) script and click the
Deployment link for it.
4. Click the Edit link for the deployment with ID: customdeploy_sbe_mr_processor.
5. To optimize the performance of the script, you can change the values for the following fields:
■ Priority – By default, the priority for this script is set to Standard. If you want to mark this
deployment as a critical job that requires more immediate processing, you can set the priority
to High. For more information, see the help topic SuiteCloud Processors Priority Levels.
■ Concurrency Limit – Set the number of processors that can be used to process the jobs
associated with this script deployment. By default, the concurrency limit for this script
deployment is set to 1. For more information, see the help topic Concurrency Limit.

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For more information about the fields on the map/reduce script deployment record, see the help
topic Map/Reduce Script Deployment Record.
6. Click Save.

Creating Usage Records Using the RESTlet

With the Advanced Subscription Billing feature, you can create usage data records for subscription items
through the user interface or by CSV import. When the SuiteBilling Enhancements SuiteApp is installed in
your account, you can also create usage data records using a RESTlet provided by the SuiteApp.
You can send a request to the usage data RESTlet in two ways:

■ using required fields on the usage record

■ using custom fields from the subscription or subscription line that are mapped to the usage record

The RESTlet supports creating usage data records individually or in bulk.

Read the following topics for more information about sending requests to the usage data RESTlet:

■ Usage RESTlet Request Headers

■ Usage RESTlet Supported Methods
■ Usage RESTlet Error Messages

Usage RESTlet Request Headers

When you send a request, you need to include the following request headers as part of the request.

Name Value

Method POST

URL <RESTlet External URL>

Headers

User-Agent-X SuiteScript-Call

Content-Type application/json

Authorization NLAuth nlauth_account=SCOMPID, nlauth_email=USEREMAIL, nlauth_signature=USERPASSWORD,

nlauth_role=3

Perform the following procedure to get the value for the RESTlet external URL.

To get the value for the RESTlet external URL:

1. Go to Customization > Scripting > Scripts.
2. Set the filters to view only RESTlet script types.
3. Look for the sbe_rs_main (customscript_sbe_rs_main) script and click the Deployments link.
4. Click the View link for the customdeploy_sbe_rs_main deployment record.
5. Copy the URL specified in the External URL field. Use this value for the URL in the request header.

Usage RESTlet Supported Methods

The usage data RESTlet supports the following methods:

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■ sbCreateUsage – Creates usage records for subscription items in NetSuite.

■ sbGetUsageCreationStatus – Returns the status of the request ID for usage data creation.

sbCreateUsage
Use this method to send a request to create usage records for subscription items in NetSuite.
When the RESTlet receives a request using this method, it performs the following tasks:

■ creates a SuiteBilling operation record

■ runs or queues the SuiteBilling operation map/reduce script that will process the usage creation

Even if the usage creation process is not yet finished, the RESTlet also immediately returns the request
ID in the response object. You can use the request ID to determine the status of the usage data creation
request using the sbGetUsageCreationStatus method.
When the map/reduce script runs, it processes the SuiteBilling operation record created in the request. A
SuiteBilling operation detail record is created for each usage object.

Note: Usage creation processing time increases when the number of usage objects in the
request increases. For information about how to optimize the performance of the map/reduce
script for usage creation, see Optimizing the Performance of the SuiteBilling Enhancement Script.

Request Properties

Property Data Type Required? Description

method string Yes Method name of the process to

execute.

In this case, value must be

sbCreateUsage to create usage
records.

usages array Yes Array list of usage objects to create.

usages[x].subscriptionId number Required if subscriptionName, Internal ID of the subscription record

sbLookup, and sbLineLookup are that you are creating usage for.
not provided.

usages[x]. string Required if subscriptionId, Name of the subscription record that

subscriptionName sbLookup, and sbLineLookup are you are creating usage for.
not provided.
Important: If the
subscription name that you
provided is used for multiple
subscriptions, an error will be
returned.

usages[x].sbLookup object Required if subscriptionId, Object containing the field ID

subscriptionName, and and value which will be used for
sbLineLookup are not provided. subscription lookup.

■ fieldId - Field ID on the

subscription record to be used for
subscription lookup.
■ value - Value of the field on the
subscription record to be used for
subscription lookup.

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Property Data Type Required? Description

usages[x].line number Required if sbLineLookup is not Subscription line number that you
provided. want to create usage for.

usages[x].sbLineLookup object Required if subscriptionId, Object containing the field ID

subscriptionName, and sbLookup and value which will be used for
are not provided. subscription line lookup.

■ fieldId - Field ID on the

subscription line record to be used
for subscription line lookup.
■ value - Value of the field on the
subscription line record to be used
for subscription line lookup.

usages[x].quantity number Yes Quantity of usage to be created.

usages[x].date date Yes Date of usage to be created.

Date format must follow the format

specified in the account preference.

usages[x].memo string No Notes that you want to include on the

usage record.

usages[x].customFields array No Array list of custom field objects with

field ID - value pairs. The custom fields
are set on the usage record.

■ fieldId - Field ID on the usage

record which will be set with the
value provided.
■ value - Value to be set in the
custom field on the usage record.

Sample Request

{
"method": "sbCreateUsage",
"usages": [{
"subscriptionId": "1",
"line": "3",
"quantity": "5",
"date": "1/3/2018",
"memo": "this is a note"
}, {
"subscriptionName": "Test Sub 001 - 1/1/2018",
"line": "1",
"quantity": "3",
"date": "1/4/2018"
}, {
"sbLookup": {
"fieldId": "custrecord_sb_service_id",
"value": "1001"
},
"line": "4",
"quantity": "10",
"date": "1/4/2018"
}, {
"sbLineLookup": {
"fieldId": "custrecord_sb_line_service_id",
"value": "1234"
},
"quantity": "10",
"date": "1/4/2018"

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}, {
"subscriptionName": "USD Free One Month Trial - 2/4/2018",
"line": "1",
"quantity": "5",
"date": "2/4/2018",
"customFields": [{
"fieldId": "custrecord_usage_source",
"value": "data"
}, {
"fieldId": "custrecord_usage_unit",
"value": "MB"
}]
}]
}

Response Properties
If the SuiteBilling operation record for the request is successfully created, the following property is
returned.

Property Data Type Description

requestId number Internal ID of the SuiteBilling operation record.

You can use this value to get the status of the usage creation.

Sample Response

{
"requestId": 101
}

sbGetUsageCreationStatus
Use this method to get the status and results of the usage creation request made using the
sbCreateUsage method. Use the request ID returned by the sbCreateUsage method when you send a
request using this method.
When the RESTlet receives a request using this method, it searches for the SuiteBilling operation record
associated with the request ID. If an operation record is found, the method returns the usage creation
status in the response object.

Request Properties

Property Data Type Required? Description

method string Yes Method name of the process to execute.

In this case, value must be sbGetUsageCreationStatus to check the

status of the usage creation.

requestId number Yes Internal ID of the SuiteBilling operation record.

This value is returned by the sbCreateUsage method used for the

usage creation request.

Sample Request

{
"method": "sbGetUsageCreationStatus",
"requestId": "1101"
}

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Response Properties

Property Data Type Description

requestId number Internal ID of the SuiteBilling operation record.

status string Status of the usage creation.

Value can be one of the following:

■ Not Started
■ In Progress
■ Completed
■ Error

result object Result object that contains the information of successful records, failed
records, and unhandled errors.

[Link] array Array list of usage objects that are successfully created.

Each object contains the index, data, and result.

■ index - Position or index of the usage object in the usage array.

■ data - Usage object in the usage array
■ result - Resulting object after processing the usage object. This property
holds the internal ID of the created usage record.

[Link] array Array list of usage objects that failed.

Each object contains index, data, and result.

■ index - Position or index of the usage object in the usage array.

■ data - Usage object in the usage array.
■ result - Resulting object after processing the usage object. This property
holds the error information that describes why a usage record is not
created.

[Link] array Array list of error information that occurred on the different stages of the
map/reduce script.

These errors occurred outside the scope of usage creation (that is, outside of
SuiteBilling Operation Detail record creation).

■ stage - Stage in the map/reduce script where the error occurred.

■ key - Key property of the context object. This value is usually the unique
key processed in the map/reduce stages.
■ name - Code or title of the error.
■ message - Descriptive information about the error.

Sample Response

The following example shows the response when the operation record for the specified request ID
is successfully obtained. In this example, the status of the usage creation is completed, one record is
successfully created, one record failed, and there are no unhandled errors.

{
"requestId": "1101",
"status": "Completed",
"result": {
"successes": [
{

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"index": 0,
"data": {
"subscription": "1",
"line": "3",
"quantity": "5",
"date": "1/3/2018",
"memo": "this is a note"
},
"result": {
"usageId": 101
}
}
],
"failures": [
{
"index": 1,
"data": {
"subscription": "1",
"line": "5",
"quantity": "15",
"date": "1/3/2018"
},
"result": {
"name": "INVALID_KEY_OR_REF",
"message": "Invalid usagesubscriptionline reference key Ems SP 001 - 1/1/2018: 5."
}
}
],
"errors": []
}
}

In the following example, the status of the usage creation is completed and there is one unhandled error.

{
"requestId": "1102",
"status": "Completed",
"result": {
"successes": [],
"failures": [],
"errors": [
{
"stage": "reduce",
"key":"906",
"name":"UNEXPECTED_ERROR",
"message":"An unexpected error occurred."
}
]
}
}

Usage RESTlet Error Messages

The following table shows the error messages that you can receive from the RESTlet.

Error Code Error Message

MISSING_REQUEST_DATA Request data is missing.

MISSING_REQUEST_PROPERTY The {0} property is missing in the {1} object.

INVALID_REQUEST_METHOD Request method is invalid: {0}

EMPTY_REQUEST_OBJECT The {0} object is empty.

EMPTY_REQUEST_PROPERTY The {0} property is empty.

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Error Code Error Message

INVALID_PROPERTY_FORMAT The value for the {0} property has invalid format. Format must be: {1}.

SUBSCRIPTION_NOT_FOUND Subscription record is not found using the {0} property.

SUBSCRIPTION_LINE_NOT_FOUND Subscription Line record is not found using the {0} property.

REQUIRED_VALUE_NOT_FOUND {0} is not found in the usage object.

MULTIPLE_VALUES_NOT_MATCH Multiple values of {0} do not match.

FIELD_DOES_NOT_EXIST The field {0} does not exist.

REQUEST_NOT_FOUND Request {0} is not found using the {1} property

MULTIPLE_RECORDS_FOUND Multiple records found for {0} using the {1} property.

Subscription Billing Bulk Operations

SuiteBilling Enhancements SuiteApp enables you to perform bulk operations for subscription billing
records.

The bulk operations feature provides a flexible way to clean up charge, usage, and change order records
that are no longer needed in the system. You can also update specific fields on charge or change order
records, and change the status of subscriptions or subscription lines in bulk. The changes performed in
these bulk operations are tracked using audit trail records, which you can access on the Bulk Operations
Summary page.

When installed, the SuiteApp enables you to do the following:

■ Perform the following bulk operations using mass update:

□ Delete Records – Delete erroneous, obsolete, or irrelevant charge records.
□ Void Records – Void erroneous, obsolete, or irrelevant usage or change order records.
□ Set Charge Stage to Non-Billable – Change the value of the Stage field on charge records to Non-
Billable.
□ Update Change Order Effective Date – Change the value of the Effective Date field on change
order records.
For information about how to perform bulk operations using mass update, see Performing
Subscription Billing Bulk Operations Using Mass Update.
■ Perform the following status changes through the Bulk Process Change Order page:
□ Draft to Pending Activation
□ Draft to Active
□ Pending Activation to Draft
□ Pending Activation to Active
□ Active to Suspend
□ Suspend to Reactivate
For information about how to process bulk change orders, see Processing Subscription Billing Bulk
Changes Orders.
■ View a list of bulk operations performed and access audit trail records through the Bulk Operations
Summary page. For more information, see Viewing the Bulk Operations Summary Page and Audit Trail
Records.

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Performing Subscription Billing Bulk Operations Using Mass

Update
SuiteBilling Enhancements SuiteApp includes custom mass updates that you can use to perform bulk
operations for charge, usage, and change order records. Supported bulk operations include:

■ Deleting charge records

■ Voiding usage or change order records
■ Setting the charge stage to Non-Billable for charge records
■ Updating effective date on change order records

Only roles with access to charge, subscription change order, and usage records have access to the mass
update actions for bulk operations.

Each bulk operation run creates a Bulk Operations Audit Trail record, which contains information about
the mass update. You can view the list of bulk operations performed and access the audit trail records
from the Bulk Operations Summary page. For more information, see Viewing the Bulk Operations
Summary Page and Audit Trail Records.

To update, void, or delete subscription billing records using mass update:

1. Go to Lists > Mass Update > Mass Updates.

2. On the Mass Updates list, click Custom Updates to expand.
3. Select the bulk operation that you want to perform.
The following table shows the bulk operations that you can perform for supported subscription
billing records.

Subscription Billing Record Bulk Operation (Mass Update Description

Action)

Charge Delete Records Delete erroneous or obsolete charge

records

Set Charge Stage to Non-Billable Change the value of the Stage field on
charge records to Non-Billable

Subscription Change Order Void Records Void erroneous or obsolete change order
records

Update Change Order Effective Change the value of the Effective Date
Date field on change order records

Usage Void Records Void erroneous or obsolete usage records

4. On the Mass Update page:

1. If you want to save this mass update, enter a name in the Title of Action field.
2. In the Job Name field, enter a unique name to help you identify this bulk operation run.
Default value for this field is the date and time when the Mass Update page is loaded.
3. If you selected the Update Change Order Effective Date action, enter the new effective
date for the change orders in the Effective Date field.
4. On the Criteria subtab, select the filters that you want to use to set the criteria fields for
the records that you want to process.
5. If necessary, edit or set the values on the Results, Audience, and Schedule subtabs.
6. Click Preview to preview the list of records that will be processed based on the filters you
set on the Criteria subtab.

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On the Mass Update Preview Results page, you can do the following:
■ In the Apply column, keep the box checked for records that you want to include in
the mass update. Clear the box if you want to exclude a specific record from the mass
update.
■ Click Return to Criteria if you want to make further changes to the filters that you
previously set.
■ Click Perform Update to run the mass update action for the selected records.
■ Click Save to save the mass update without performing any changes.

Note: If you checked the Run Update According to Schedule and specified
a schedule on the Schedule subtab, the mass update will run according to the
schedule after you save it.

■ If you do not want to continue with this mass update, click Cancel to return to the Mass
Updates category list.

Processing Subscription Billing Bulk Changes Orders

SuiteBilling Enhancements SuiteApp includes support for processing bulk change orders for subscriptions
and subscription lines.

Important: Make sure the roles in your account are set up with the appropriate permissions to
process bulk change orders and customize filters and columns on the Bulk Process Change Order
page. For more information, see Permissions for Bulk Process Change Order.

On the Bulk Process Change Order page, you can do the following:

■ Search for Records to Process – You can search for subscriptions or subscription lines using
predefined filters such as customer, billing account, subscription plan, start date, and end date.
■ Customize Search Filters and Sublist Columns – You can customize the filters that you can use to
search for records. You can also customize the columns that you want to include in the record sublist
for the search results.
■ Specify the Status Change and Change Order Details – You can change the status from Draft to
Pending Activation, or inversely. You can also apply activation, suspend, or reactivation change order
by selecting the associated status change. For change orders, you must also specify the effective date,
requester, and modification type. For activation change order, you have the option to request for off-
cycle invoice for advanced charges.
■ Process Multiple Records for Bulk Change Order – After searching for records, you can select
multiple subscriptions or subscription lines to process for bulk change orders.

Each bulk operation run creates a Bulk Operations Audit Trail record, which contains information about
the change order. You can view the list of bulk operations performed and access the audit trail records
from the Bulk Operations Summary page. For more information, see Viewing the Bulk Operations
Summary Page and Audit Trail Records.

To process bulk change orders for subscriptions or subscription lines:

1. Go to Transactions > Subscriptions > Process Bulk Change Orders.
2. On the Bulk Process Change Order page, under the Primary Information section:
a. In the Records to Process field, select whether you want to search for and apply change
orders to Subscription records or Subscription Lines.
b. In the Status Change field, select the status change that you want to apply:

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■ Draft to Pending Activation

■ Draft to Active
■ Pending Activation to Draft
■ Pending Activation to Active
■ Active to Suspend
■ Suspend to Reactivate
c. For status changes related to activation, suspend, or reactivate change order, you must also
specify values for the following fields:
■ Effective Date – Select the date when the change order takes effect.
■ Request Off-Cycle Invoice for Advanced Charges – Check this box to set the default
for off-cycle invoices, which is inherited from other records. An off-cycle invoice bills
for subscriptions with a partial period. For example, sending a bill before the recurring
scheduled bills. This option applies only to activation change order.
■ Requester – Select the name of the employee requesting the change order. This field
shows employees who have Create, Edit, or Full permission for subscription change order
records. Administrators are excluded.
■ Modification Type – Specify how the change order impacts subscription recurring
revenue analytics.
□ New or Churn - Analytics revenue impact of the change order is classified as New or
Churn.
□ Upsell or Downsell - Analytics revenue impact of the change order is classified as
Upsell or Downsell.
□ Ignored - The change order has no analytics revenue impact.
■ Memo (optional) – Use this field to enter notes.
3. In the Filters section, select at least one filter to use for searching records. The following filters are
available:
■ Customer – When you select a customer, the default billing account associated with the
customer is automatically selected in the Billing Account field.
■ Billing Account – If you selected a customer, this field is automatically set to the default billing
account of the customer. The list is also filtered to show only billing accounts associated with
the customer.
If a customer is not yet selected, when you select a billing account, the customer associated
with the billing account is automatically selected in the Customer field.
■ Subscription Plan – To filter by subscription plan, select a subscription plan in this field. The list
shows all subscription plans in the account.
■ Start Date – To filter by start date, select a date in this field. This date must be earlier than the
end date (if specified).
■ End Date – To filter by end date, select a date in this field. This date must be later than the start
date (if specified).

Note: You can customize the filters that you want to use to search for records. For more
information, see Customizing the Search Filters and Sublist Columns for Bulk Process
Change Order.
If you have added custom filters before, the fields are available in the Additional Filters
section of the Bulk Process Change Order page.

4. Click Search.

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5. The search results returned are shown in the record sublist. From this list, select the records that
you want to process. All records are selected by default. If the results are shown in multiple pages,
click the page navigation buttons to go through the pages.

Note: The number of rows for the record sublist is based on the value set in the Number
of Rows in List Segments user preference. For information about this preference, see
Optimizing User Preferences.
By default, the records in the list are sorted by the last column on the right, in ascending
order. You can change the sorting by clicking any of the column headers, but only the
records on the current page will be sorted.

■ To remove the current selection, click Unmark All. This action clears the Include box for any
selected records across all pages.
■ To individually select records, check the box in the Include column for each record that you
want to include. Clear the box for records that you want to exclude.
■ To select all records in the list, click Mark All. This action checks the Include box for all lines in
the list, across all pages.
If you modified a search filter after running an initial search, be sure to click the Search button
again to update the results in the record sublist. Then, you can select records to include again from
the updated results.
6. When you have finished selecting records, click Process Bulk Change Order.

When you submit a bulk change order request, a corresponding SuiteBilling Operation record is
generated and the map/reduce script that will process the request runs or is queued. After clicking
the Process Bulk Change Order button, a confirmation banner with a link to the generated SuiteBilling
Operation record appears at the top of the Bulk Process Change Order page. Click the link to view the
status of the bulk change order request.

Note: For information about how to optimize the performance of the map/reduce script for bulk
operations, see Optimizing the Performance of the SuiteBilling Enhancement Script.

You can also view the audit trail record for the bulk operation run on the Bulk Operation Summary page.
For more information, see Viewing the Bulk Operations Summary Page and Audit Trail Records.

Permissions for Bulk Process Change Order

SuiteBilling Enhancements SuiteApp provides a Bulk Process Change Order page. You need to have the
appropriate permissions to be able to process bulk change orders and customize the filters and columns
on this page.

The following permissions are required for any role (except an Administrator) who will perform bulk
change orders:

Subtab Permission Level Notes

Lists Billing Schedules View For additional filters

Classes View For additional filters

Currency View For additional filters

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Subtab Permission Level Notes

Note: This permission is not available on

single currency accounts.

Custom Record Entries Full For processing change orders

Customers View For filters

Departments View For additional filters

Documents and Files View For processing change orders

Items View For additional filters

Locations View For additional filters

Price Books View For additional filters

Price Plans View For additional filters

Subscription Change Orders Full For processing change orders

Subscription Plans View For filters

Subscriptions Full For processing change orders

Subsidiaries View For additional filters

Setup Accounting Lists View For additional filters

SuiteScript View For processing change orders

SuiteScript Scheduling Full For processing change orders

Custom Record SBE Bulk Change Orders Full For customizing additional columns
Column

SBE Bulk Change Orders Full For customizing additional filters

Filter

Customizing the Search Filters and Sublist Columns for Bulk Process
Change Order
With the SuiteBilling Enhancements SuiteApp, you can customize the search filters that you want to use
on the Bulk Process Change Order page. You can also customize the columns that you want to include in
the record sublist for the search results.

When you run a search that returns at least one record, a Customize button appears on the record
sublist. Click this button to open the page where you can select additional filters and columns.

Important: Using a select type custom field as an additional filter will not work if it is
dependent on another field. For example, a custom field is an Employee list and has a filter of
Employee’s Subsidiary = Subscription’s Subsidiary. When you add the custom field as an additional
filter, no options will be shown in that field because it is dependent on a field that does not exist
on the Bulk Process Change Order page.

To customize the search filters and sublist columns:

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1. Run a subscription or subscription line record search on the Bulk Process Change Order page. For
more information, see Processing Subscription Billing Bulk Changes Orders.
2. When the search results are returned, click the Customize button on the record sublist.

Note: The Customize button is available only if the search returned at least one record.

3. On the Customize Sublist page, the following subtabs are available:

■ Additional Columns – This subtab shows the list of fields available to the record type used in
the search. To include a field as a column in the sublist for search results, check the Include box
for the field. The default columns that should always be included in the sublist remain dimmed.
■ Additional Filters – This subtab shows the list of fields available to the subscription record,
regardless of the record type used in the search. To include a field as an additional search filter
on the page, check the Include box for the field. The primary filters that are already available on
the page remain dimmed.
4. When you have finished selecting additional columns and filters, click Save.

On the Bulk Process Change Order page, the custom filters that you included are shown in the Additional
Filters section. When you run a search, the additional columns are listed after the default columns in the
sublist.

Viewing the Bulk Operations Summary Page and Audit Trail

Records
SuiteBilling Enhancements SuiteApp includes a Bulk Operations Summary page, which can help you keep
track of bulk operations that were performed in the account. To view the Bulk Operations Summary page,
go to Transactions > Subscriptions > Bulk Operations Summary.

You can view the following information about the Bulk Operations Summary page.

Bulk Operations Description

Summary Column

Job Name Shows the job name for the bulk operation run.

For bulk operations performed using mass update, this field shows the job name specified
on the Mass Update page for this bulk operation run.

For bulk change orders, this field shows Generate Bulk Change Order and ID of the related
SuiteBilling Operation record.

Bulk Operation Type Shows the type of action performed in the bulk operation run:

■ Set Charge Stage to Non-Billable

■ Update Change Order Effective Date
■ Delete Records
■ Void Records
■ Draft to Pending Activation
■ Draft to Active
■ Pending Activation to Draft
■ Pending Activation to Active
■ Active to Suspend
■ Suspend to Reactivate

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Bulk Operations Description

Summary Column

Note: Starting version 21.2, Delete Records is changed to Void Records for
usage and change order records. This change is applied only to new bulk operation
runs performed after the upgrade to version 21.2. Audit trails showing Delete
Records actions for usage and change order records prior to version 21.2 will be
unchanged.

Record Type Shows the type of record processed in the bulk operation run.

Created By Shows the name of the person who performed the bulk operation run.

Created Date Shows the date and time of the bulk operation run.

Records Processed Shows the number of records successfully processed (X) out of the total number of records
included in the bulk operation run (Y). This value is shown in the format X/Y.

The total number of records (Y) shows all records that were selected to be included in the
bulk operation request.

Based on the total number of records, the number of records successfully processed (X)
shows all records that did not encounter errors during the bulk operation run, regardless if
the record was updated or not.

The difference between the two values indicate the number of records that encountered
errors.

From the Bulk Operations Summary page, you can click the link in the Job Name column to access the
Bulk Operations Audit Trail record for that specific run.

The same information from the Bulk Operations Summary page are shown in the header section and on
the Job Info subtab of the Bulk Operation Audit Trail record.

On the Records subtab, you can see more details about each record included in the bulk operation run.
By default, the list of records under the Audit Trail subtab is sorted by record ID in ascending order. Use
the following options to change the way the records are sorted:

■ Sort By – Select which field you want the results sorted by. The available values in this field differ
depending on the bulk operation type.

Note: You can also sort the list by clicking the column header on the Audit Trail subtab.
However, doing so will sort only the records listed on the current page. Use the Sort By field to
sort all records that are part of the bulk operation run.

■ Descending – Check this box to sort the list by descending order. Clear this box to sort the list by
ascending order.
■ Page – Select the results page that you want to view. The page labels depend on the current sorting of
the audit trail records. Each page displays 25 records.
■ Show Failures Only – Check this box to show only failed records.

The columns on the Audit Trail subtab also differ depending on the bulk operation type.

Bulk Operation Type Columns

■ Delete Records ■ View

■ Void Records ■ Record ID
■ Status

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Bulk Operation Type Columns

■ Error Message

■ Set Charge Stage to Non-Billable ■ View

■ Update Change Order Effective Date ■ Record ID
■ Draft to Pending Activation ■ Old Value
■ Draft to Active ■ New Value
■ Pending Activation to Draft ■ Status
■ Pending Activation to Active ■ Error Message
■ Active to Suspend
■ Suspend to Reactivate

You can click the link (if available) in the View column to view a specific record.

Bulk Customer Payments

When the SuiteBilling Enhancements SuiteApp is installed in your NetSuite account, you can accept
customer payments in bulk. The bulk customer payments feature enables you to generate payments for
one or more customers and apply the payments to the appropriate invoices.

Before using the bulk customer payments feature, make sure the roles in your NetSuite account are set
up with appropriate permissions. For more information, see Permissions for Bulk Customer Payments.

Read the following help topics for information about the capabilities provided by this feature:

■ Setting the Default Account for Bulk Customer Payments – Specify the default payment account that
will be set on generated payments.
■ Setting the Payment Preferences for Billing Accounts – Set the payment preferences for billing
accounts.
■ Creating Bulk Customer Payments – Create bulk customer payments where you can set the invoice
search criteria, bulk payments run schedule, payment processing options, and accounting options for
the bulk payments run.
■ Viewing Transactions Processed in Bulk Customer Payments – Keep track of the processed invoices
and generated payments for each bulk payments run.

Permissions for Bulk Customer Payments

You need to have the appropriate permissions to be able to process bulk customer payments and access
related records.

For information about the minimum permissions required to use bulk customer payments provided by
the SuiteBilling Enhancements SuiteApp, see Basic Permissions for Bulk Customer Payments.

For information about the additional setup tasks when the Payment Instruments feature is enabled, see
Setting Up Bulk Customer Payments with Payment Instruments Feature Enabled.

Basic Permissions for Bulk Customer Payments

The following table shows the required permissions for any role (except an Administrator) who will
perform bulk customer payments.

For information about reviewing and setting permissions, see the help topics Reviewing Permissions
Assigned to Roles and Setting Permissions.

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Subtab Name Level Description

Transaction Customer Payment Edit Enables customer payment creation.

Reports Account Receivable View Enables access to accounts receivable report.

Custom Record Bulk Customer Full Enables bulk customer payments record creation and access to
Payments bulk customer payments menu.

■ In the Classic Center, you can access the menu through

Transactions > Bulk Customer Payments.
■ In the Accounting Center, you can access the menu through
Financial > Other Transactions > Bulk Customer Payments.

Bulk Payments Run Full Required to run bulk customer payments.

Setting Up Bulk Customer Payments with Payment Instruments Feature

Enabled
By default, the following SuiteBilling Enhancements script deployments, which need access to payment
card data, are set to execute using the administrator role:

■ SBE Payment UE Load Credit Cards List (ID: customdeploy_sbe_pay_ue_loadcclist)

■ SBE Payment UE Validate Credit Card (ID: customdeploy_sbe_pay_ue_validate_cc)
■ SBE Pay SL Bulk Payments Service (ID: customdeploy_sbe_pay_sl_bulkpaymentssvc)

However, as a best practice, you should consider changing this setting to any role that has minimum
access permissions instead.

To change the execute as role setting, go to Customization > Scripting > Script Deployments. Edit the
script deployment. Then, set the Execute as Role field to any role that has the following permissions:

Subtab Name Level Description

Lists Payment Card Full Required if you use payment cards for payments.

Payment Card Token Full Required if you use payment card tokens for payments.

Payment Instrument Full Required if you use payment instruments for payments.

Note: These permissions are available only if the Payment Instruments feature is enabled in
your account. If this feature is disabled, you will not be able to assign these permissions to custom
roles. In this case, you can set the Execute as Role to any standard role that has access payment
card data (for example, A/R Clerk).

For more information, see the help topic Payment Instruments.

Setting the Default Account for Bulk Customer Payments

With the SuiteBilling Enhancements SuiteApp, you can set the default payment account for bulk customer
payments on the General Preferences page. You can select the bank account where the payments are
deposited, or you can opt to record the payments as undeposited funds. This preference sets the value in
the Account field on payment records generated for bulk customer payments.

To set the default payment account for bulk customer payments:

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1. Go to Setup > Company > General Preferences.

2. Click the Custom Preferences subtab.
3. To set the default account for bulk customer payments, use the following preferences under
SuiteBilling Enhancements Feature:
■ Default Payment Account – If the payments are deposited to a bank account, select the bank
account in this field.
■ Record Payments as Undeposited Funds – If the payments will be deposited to a bank
account later, check this box.
If you leave both preferences blank, the system will use the account set in the Default Payment
Account field on the Accounting Preferences page.
If you set both preferences, the payments will be recorded as undeposited funds by default.
4. Click Save.

Setting the Payment Preferences for Billing Accounts

With the SuiteBilling Enhancements SuiteApp, you can set the payment processing profile and payment
instrument that will be used to process payment transactions for a billing account. These fields are
available on billing account records only if the Credit Card Payments feature is enabled.

The SuiteApp determines the payment processing profile and payment instrument that will be used for
customer payments based on the following hierarchy:

Payment Processing Profile

1. Value in the Payment Processing Profile field on the bulk customer payments record
2. Value in the Payment Processing Profile field on the billing account record
3. Value in the Pref. CC Processor field on the customer record
4. System default (which is the first payment processing profile in the record list)

Payment Instrument

1. Value in the Payment Instrument field on the billing account record

2. Default payment instrument on the customer record

To set the payment processing profile and payment instrument for billing
accounts:

1. Go to Lists > Relationships > Billing Accounts.

2. Click the Edit link for the billing account.
3. Under SuiteBilling Enhancements, select a value for the following fields:
■ Payment Processing Profile – Select the payment processing profile that you want to use
when processing payment transactions for this billing account. Options include all payment
processing profiles set up in the account.
■ Payment Instrument – Select the payment instrument that you want to use when processing
payment transactions for this billing account. When the Payment Instruments feature is
enabled, options include all payment instruments associated with the selected customer. When
the Payment Instruments feature is disabled, options include credit cards only. For information
about payment instruments, see the help topic Payment Instruments.
4. Click Save.

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Creating Bulk Customer Payments

Important: Make sure the roles in your account are set up with the appropriate permissions
to use bulk customer payments. For more information, see Permissions for Bulk Customer
Payments.

With the SuiteBilling Enhancements SuiteApp, you can set up bulk payments by creating a bulk customer
payments (BCP) record. On this record, you can do the following:

■ Set the invoice filters.

■ Set a recurring schedule for bulk payments.
■ Specify the payment processing profile that will be used to process transactions in the bulk payments
run.
■ Set payment options for transactions included in the bulk payments run.

When the SuiteApp processes a BCP record, it searches for invoices that match the criteria specified and
generates payments for all applicable invoices.

A bulk payments run (BPR) record logs the results of each BCP process run. This record includes a
list of processed invoices and generated payments. You can view the list of generated BPRs on the
Bulk Payments Run subtab of the BCP record. You can also view a list of all BPR records by going to
Transactions > Bulk Customer Payments > View Bulk Payments Run. For more information, see Viewing
Transactions Processed in Bulk Customer Payments

To create bulk customer payments:

1. Go to Transactions > Bulk Customer Payments > View Bulk Customer Payments > New.
2. In the Name field, enter a name for the bulk customer payments record.
3. Set the date criteria for the invoice search using the following fields:
■ Offset Days From Current Date – BCP returns all invoices until the current date unless an
offset value is specified in this field. The offset is applied to the current date to adjust the invoice
end date filter. The default offset value is zero, which indicates the current date. You can enter
any positive or negative integer.
When you use offset, customer invoices are filtered using the following formula for date range:
□ Start Date = January 1, 1900
□ End date = current date + offset days
For example, if offset value is -2 and the current date is January 1, 2022, then the search will
include customer invoices from January 1, 1900 through December 30, 2021.
■ Use Date Range – If you want to set a specific date range for the invoice search, check this box.
Use the From and To fields to set the date range. If both date fields are blank, all open invoices
for the customer will be searched.
■ Filter Invoices By Date Type – Select whether the invoices are searched by transaction date or
by due date.
4. Specify when you want to run the bulk payments.
■ If you want to create a one-time bulk payments run, keep the Recurring box cleared. Bulk
payments will be processed after saving the record.
■ If you want to set up a recurring schedule for bulk payments, check the Recurring box and set
the values in the following fields:

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□ Frequency and Repeat Every – Use these fields to set how often the bulk payments will be
processed.
For example, if you want to process bulk payments every 2 weeks, set the following:
▬ Frequency = Week (unit of time)
▬ Repeat Every = 2 (interval)
□ Start Date – Specify the start date for the recurring bulk payments schedule.
If the specified date is earlier than the current date, the bulk payments will be processed
immediately upon saving.
□ Start Time – Specify the start time for recurring bulk payments schedule.
Take note of the following:
■ If you are editing or viewing a bulk payments record that has been processed, the Last Run
Date field shows date and time of the most recent bulk payments run.
■ If you do not want the system to process this bulk payments record, you can check the Inactive
box to inactivate it.
5. Specify the customer for which you want to process bulk payments.
■ Customers – If you want the search to include invoices for specific customers only, select a
value in this field. You can select a customer, a static customer group, or a dynamic group
based on a customer saved search.

Note: For dynamic customer groups, you must set the saved search to Public and use
standard search filters to define the search criteria. Using filter expressions is currently
not supported.

■ All Customers – If you want the search to include invoices for all customers, check this box.
6. In Payment Processing Profile, select the payment processing profile that you want to use to
process payment transactions. You can set this field only if the Credit Card Payments feature is
enabled in your account.
If this field is blank, the system will use the payment processing profile specified on the billing
account record, customer record, or the system default. For information about the payment
processing profile hierarchy, see Setting the Payment Preferences for Billing Accounts.
7. Set the accounting options using the following fields:
■ Record Payment As – Credit card is the default payment method. If you want to use a non-
credit card payment method, select from the options in this field. The list is sourced from the
Payment Method accounting list and includes only non-credit card payment methods.
When this field is set, other fields related to credit card payments are dimmed.
This field is required when the Credit Card Payments feature is disabled in your account.
The following fields are editable only if the payment type is credit card.
■ If the Payment Instruments feature is enabled in your account, you can set the following fields.
□ Handling Mode – Select the handling mode for the generated customer payments.
▬ Process – Triggers payment processing through a payment gateway with the selected
payment option and payment processing profile.
▬ Record External Event – Creates a NetSuite record of a payment that took place outside
of NetSuite, for example, in an ecommerce solution that authorizes payments outside of
NetSuite.
▬ Save Only – Saves the data entered on the form but does not trigger payment process.
□ To exclude invoices that use specific payment instruments, check the appropriate box:

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▬ Exclude General Tokens

▬ Exclude Payment Cards
▬ Exclude Payment Card Tokens
For more information about the Payment Instruments feature, see the help topic Payment
Instruments.
■ If the Payment Instruments feature is disabled in your account, you can use the following fields
to specify how to handle credit card payments:
□ If you want to trigger payment processing upon creation of the customer payment record,
check the Charge Credit Card box.
□ If you want to record external payments, check the Mark CC Approved box. This option
checks the CC Approved box on the generated customer payment, which indicates that the
payment took place outside of NetSuite.
□ If you want to save the data entered on the payment transaction, leave both the Charge
Credit Card and Mark CC Approved boxes cleared.
8. When you have finished, click Save.

To view the bulk payments run information and processed transactions, see Viewing Transactions
Processed in Bulk Customer Payments.

Viewing Transactions Processed in Bulk Customer Payments

To help you keep track of processed transactions for bulk payments, a bulk payments run (BPR)
record is generated each time a bulk customer payments (BCP) record is processed by the SuiteBilling
Enhancements SuiteApp.

The BPR record shows the following information for each run:

■ Bulk payment details sourced from the BCP record

■ Date and time when the bulk payments are processed
■ Status of the bulk payments run
■ List of successful invoices, failed invoices, and generated payments

You can view the list of generated BPRs on the Bulk Payments Run subtab of the BCP record. You can
also view a list of all BPR records from Transactions > Bulk Customer Payments > View Bulk Payments Run.

In addition, a SuiteBilling Enhancements subtab is available on invoice and payment records.

■ On processed invoices, this subtab contains links to the generated payment and BPR record. If a
payment was not generated, you can also see the payment failure reason on this subtab.
■ On generated payments, this subtab contains links to the invoice where the payment is applied and
BPR record.

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