Proration in Q360 

Proration in Q360 is designed to adjust billing amounts for Service Contracts when new Line Items are added partway through a billing period. This function applies partial charges accurately based on the effective Start Date of each Line Item, ensuring seamless and precise billing for customers. 

Proration Setup 

1. Set SCBILLDATE Config (Optional)
   Choose the day of the month for Service Contract billing by setting the SCBILLDATE configuration (1–30). This config will set the default Billing Cycle Day field on all new contracts.  Contact Q360 Support to apply the SCBILLDATE configuration in your environment 
2. Update Start and End Reasons in General Codes
   Configure Start and End Reasons in General Codes to track the rationale behind Service Line Item additions and cancellations: 
   • Start Reasons: Go to General Codes > SERVBEGREAS. Add relevant entries (e.g., “Upsell,” “Additional Coverage”) to reflect the reasons for adding Services
   • End Reasons: Go to General Codes > SRVENDREAS. Add common entries for ending Services, such as “Expiration” or “Change in Coverage”

Using Proration in Q360 

Proration in Q360 allows flexible billing adjustments when adding new items to a Service Contract. You can add Line Items either directly within the Service Contract or by using a Quote. Follow these steps to set up and bill prorated items effectively 

1. Access the Service Contract
   • Locate an active Service Contract billed for the current month
2. Adjust Sync Dates 
   • Uncheck the “Sync Dates” flag on the contract to allow custom Start Dates for new Line Items. 
3. Add the Billable Line Item
   • Directly in the Service Contract: 
     1. Enter Edit Mode, navigate to the Line Items tab, and click the ADD button to create a new Line Item 
     2. Select the appropriate Product and set the Start and End Dates to reflect the specific Service Period 
   • Through a Quote: 
     1. Create a Quote with a Unified Contract Type.  Q360 will prompt you to create a Service Contract once you approve the Order 
     2. Add M-Type items with the Warranty / Rev Def flag enabled on the Master 
     3. Process the Quote to an Order and select Add to Existing Contract to add the items to the Service Contract. Adjust the Start and End Dates as needed, and clear the Line Item’s BilledThru Date 
4. Assign Start and End Reasons
   • If the new Line Item’s dates differ from the main contract dates, select a Start and End reason: 
     • Start Reason: Select if the Line Item’s Start Date differs from the contract Start Date 
     • End Reason: Select if the Line Item’s End Date differs from the contract End Date

5. Bill the Service Contract 
   • Upon billing, Q360 generates a prorated Invoice for the new Line Items, covering the partial period. A regular Invoice for the next full billing cycle will also be generated if applicable
6. Invoice Generation
   • Billing for proration may result in: 
     • A prorated Invoice that includes new items for the partial billing period 
     • An additional monthly Invoice, if applicable, which includes all Items as the prorated Items align with the billing cycle due to the initial partial Invoice