Documentation
Circulation Bills
An operational guide to monthly Agent billing from Approved Print Order supply through accounting posting, printing, collection and cancellation.
Monthly operating flow
The recommended monthly process is: Approve Print Orders -> Generate Bills -> Review Draft Bills -> Confirm & Post -> Print/Send Bills -> Receive payment -> Paid.
Current approval workflow is disabled, so chargeable Bills normally move Draft -> Confirm & Post -> Unpaid -> Paid.
Before billing
- Verify Product Regular Price and Sunday Price.
- Verify Agent Commission and Distribution Charges.
- Verify the Agent has the Circulation Account required for posting.
- Verify the intended Circulation accounting period is usable.
- Verify the required Print Order Summaries are Approved.
- Decide the Product scope for the billing run.
Generate Bills step by step
From Bills, choose the three-dot Actions menu and Create Multi Bills.
Choose All Agents or Specific Agent, then Month, Year and one or more Products.
Generate Bills opens a confirmation before creating or rebuilding Draft Bills.
- Draft / Rejected existing period Bills may be rebuilt.
- In Approvals / Approved / Unpaid / Paid Bills protect the period.
- Agents with no approved Paid/Free supply are skipped.
Where copies and prices come from
Agent Bill generation reads Paid and Free Print Order Lines only when their Print Order Summary is Approved.
Regular-day supply becomes Day Type Daily and uses Regular Price. Sunday supply becomes Day Type Weekly and uses Sunday Price.
Current Agent Bill generation does not charge Subscription Print Order Lines.
Paid calculation
Gross Amount = Total Copies × applicable Product Price.
Commission Amount = Gross Amount × Agent Commission percentage.
Net Amount = Gross Amount − Commission Amount.
Worked billing example
Example: 100 Daily copies at ₹5 and 20 Sunday copies at ₹7 with 20% Agent Commission.
Daily: Gross ₹500, Commission ₹100, Net ₹400. Sunday: Gross ₹140, Commission ₹28, Net ₹112.
Total Net Amount is ₹512, which is the amount posted to the Agent Account when the Bill is Confirmed & Posted.
Free-copy calculation
Free Bill Lines remain visible for supply traceability but have zero Net Amount.
Current Free Distribution Charges are tracked separately and do not increase the Agent Bill Net Amount.
Review the Draft before posting
- Agent and billing month
- Products included
- Daily and Sunday quantities
- Paid/Free classification
- Regular/Sunday prices
- Agent Commission
- Gross / Commission / Net totals
- Bill Copies dated supply snapshot
- Print Order Number traceability
Bill Lines
Bill Lines show Product, Day Type, Product Price, Bill Start/End Date, Pay Type, Total Copies, Gross Amount, Commission, Commission Amount, Distribution Charges, Net Amount and Print Order Number.
The Draft editor can refetch Approved Print Order supply when Product, Pay Type and dates are selected.
Confirm & Post
Confirm & Post is a financial commitment, not a simple status change.
For a chargeable Bill AkshaERP posts an Agent Account DEBIT for the Bill Net Amount, posts GL, changes the Bill to Unpaid and refreshes the Statement snapshot.
A zero/all-Free Bill becomes Paid without a charge posting.
Print and reprint
Print Bill is available for Unpaid and Paid Bills.
Batch Print Bills supports Edition Center and optional District/Agent/status/date filters, Preview Documents and combined PDF, individual-PDF ZIP or District-wise ZIP output.
Receipts and Paid status
After posting, a chargeable Bill is Unpaid. Receipt application reduces Payment Due and settlement can make the Bill Paid.
Once a Receipt application exists, Bill cancellation is blocked until the Receipt/application is handled through its own lifecycle.
Cancel Bill
Cancel Bill is available only for Unpaid Bills with no Receipt applications and requires a Cancellation Reason.
Cancellation posts an Agent Account CREDIT reversal, posts the GL reversal, marks the Bill Cancelled, sets Payment Due to zero and refreshes Statement of Account.
Troubleshooting
- No Bills generated: verify approved supply, Product scope and protected existing Bills.
- Amount low: check missing Approved Print Order dates, pricing, commission and Paid/Free split.
- Sunday amount wrong: verify Product Sunday Price and Sunday supply.
- Account not found on posting: correct the Agent Account and retry the same Draft.
- Cancel blocked: check Receipt applications.
Related pages
Frequently asked questions
What is the normal monthly billing flow?
Approve Print Orders, Generate Bills, review Draft Bills, Confirm & Post, print/send, then settle through Receipts.
Does Generate Bills post accounting?
No. Generate Bills creates or rebuilds Draft Bills. Confirm & Post creates the financial posting.
Which copies are billed?
Paid and Free Print Order supply backed by Approved Print Order Summaries in the selected Product and period scope.
Are Subscription copies billed here?
No. The current Agent Bill generator does not include Subscription Print Order Lines.
How is Paid Net Amount calculated?
Gross = copies × applicable Regular/Sunday price; Commission = Gross × Agent Commission%; Net = Gross − Commission.
Can a Paid Bill be regenerated?
No. Paid is protected from duplicate billing.
What does Confirm & Post do?
For chargeable Bills it posts an Agent Account debit and GL, changes the Bill to Unpaid and refreshes the Statement snapshot.
Can I delete an Unpaid Bill?
No. Use Cancel Bill when the posted Bill must be reversed and no Receipt application exists.
Why is Cancel Bill blocked?
The Bill must be Unpaid and must not have Receipt applications.
Can I reprint a Paid Bill?
Yes. Reprint the existing Paid Bill rather than generating another Bill.
Why is a Bill lower than expected?
Review whether every expected Print Order date was Approved, Product selection, prices, commission and Paid/Free classification.