Kavi Help CenterKavi® Billing Help
| Appendix B. Bill and Account Data | ||
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Part VII. Appendixes | |
Table of Contents
Kavi Billing tracks information about Accounts (users or companies with information stored in Kavi® Members) and Bills. Below you will find a list of the data fields tracked for both accounts and bills, including notes about which are required, descriptions of how they are used, and any defaults.
Back to topKavi Members supplies the contact information and names for billing accounts. Billing accounts can be created automatically when companies and users are added to Kavi Members, or manually by a billing administrator. When contact information is updated in Kavi Members, the associated billing account is automatically updated to match these changes. Account data cannot be edited in Kavi Billing; all changes must be made directly to the Kavi Members record for that account.
Account data can be reviewed using the Manage an Account page. Account names and balances can be downloaded using the Account Balances report.
Table B.1. Account Data Fields
|
Field [Database Name] |
Required | Notes |
|---|---|---|
|
Account Name [name] |
Yes | The name of the account, this will match either the company's name or the user's first and last name in Kavi Members. |
|
Balance Due [balance] |
Yes | This is the sum of all outstanding bills for this account. If there are no bills or if all the bills have been paid, this will be $0. |
| Billing Contact Information | No |
Billing contact information is stored in the Kavi Members database and referenced by Kavi Billing accounts. Contact information includes the contact's full name, email addresses, title, phone numbers, and mailing address. The billing contact information will be drawn from the user's record in Kavi Members for user accounts, and from the billing or primary contact records for company accounts. It is possible for a billing account to have no contact information. If a company has not designated a primary or billing contact, the company's billing account will show no billing contact information. |
The amount of information stored about each bill grows as the bill progresses through each status. Many bill fields are only used when a bill has been through a specific status. To cite an obvious example, a refunded amount is only stored on bills which have been refunded.
Bill data can be reviewed using the Manage a Bill page and can be downloaded using the Bill Data Report.
Table B.2. Bill Data Fields
|
Field [Database Name] |
Required | Notes |
|---|---|---|
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Account [account] |
Yes | The name of the account to which this bill was issued. |
|
Bill Name [bill] |
Yes | The name of the bill, this is generally set by the application that created the bill. The bill name can be modified at any time by an administrator. |
|
Bill ID [bill_id] |
Yes | A human-readable identifier, the bill ID is created automatically when a new bill is created and cannot be edited. While the basic format for a bill ID is configurable, all bill IDs are required to contain a number set by an auto-incrementing counter. |
|
Status [viewable_status] |
Yes | The status (or statuses) of the bill, reflecting where the bill is in its life cycle. For more information about a bill's status, see the help on Billing Statuses. |
|
Description [description] |
No | The bill description explains the charges and lists any line items included in the bill total. Containing either HTML or plain text, the bill description is typically generated automatically when the bill is created and can be edited by an administrator at any time. |
|
Issued [bill_date] |
Yes | The date the bill was first created. This date cannot be changed. |
|
Due Date [due_date] |
Yes | The date a bill is due. This date is calculated based on the default term (often 30 days) and the issued date. After the due date is past, the bill will be marked Overdue and can trigger email notices. Administrators may change the due date at any time. |
|
Purchase Order Number [purchase_order] |
No | Billing contacts and administrators may enter purchase order numbers if the organization chooses to make this field available. The purchase order number can be edited by both billing contacts and administrators at any time. |
|
Invoice Number [invoice_number] |
No | Organizations that issue invoices through an accounting system may wish to have billing contacts enter this invoice number when paying a related bill online. This field is optionally available depending on Kavi Billing's configuration and can be edited at any time by both the billing contact and administrators. |
|
Total [total] |
Yes | The bill amount, this is the amount that will be charged to credit cards or received through manual payments. |
|
Payment Method [payment_type] |
No | Only applies to pending and paid bills. The payment method shows how the bill was paid, i.e., whether the bill was paid by check, credit card, or other means. For more information about payment methods, see the chapter on Payment Methods |
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Surcharge [payment_surcharge] |
No | Some payment methods may be associated with an additional charge when they are used. This charge is added automatically to the bill total. The surcharge cannot be edited or removed directly, but an administrator may issue a refund or alter the bill total to credit the surcharge amount if needed. |
|
Date Paid [payment_date] |
No | Only applies to paid bills. This is the date on which the billing contact paid the bill by credit card or on which an administrator manually completed the bill's payment. |
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Amount Refunded [refund_amount] |
No | Only applies to refunded bills. This is the amount of money refunded for this bill, and may not exceed the original bill total. If the bill has been refunded more than once, say a partial refund followed later by a refund for the remaining bill amount, then this amount will show the sum of all refunds issued. The refund amount is also set when refunds are issued while canceling a bill. |
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Date Refunded [refund_date] |
No | Only applies to refunded bills. This is the date on which the bill was refunded either partially or in full. If the bill has been refunded more than once, say a partial refund followed later by a refund for the remaining bill amount, then this will be the date on which the most recent refund was issued. The refund date is also set when refunds are issued while canceling a bill. |
|
Amount Retained [amount_retained] |
No | Only applies to refunded bills. This is the portion of the original amount that is retained after a bill is refunded. For example, if the bill's original total is $4 and a refund is issues for $3, the Amount Retained will be $1. |
|
N/A - only available in reports [cancel_date] |
No | Only used for canceled bills, this is the date on which the bill was canceled. |
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N/A - only available in reports [created_by] |
Yes | The application that triggered the creation of this bill. For example, if the bill was created as part of the membership application process, this will be Kavi Members. |
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N/A - only available in reports [item_key] |
Yes | Used to create a unique entry for each bill in the database table. |
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| Appendix A. Configuring Kavi Billing for the First Time |  |