Bills
Every bill, as CSV, XLSX, PDF or e-invoice, or typed in by hand, read and checked line by line.
Every price, a dated line
A contract’s prices are dated lines that are closed and replaced, never edited or deleted, and every bill is checked against them.
Why it holds
Each priced component is checked against the bill.
A service carries several priced components, such as access, port and equipment, each with one price line on any date.
The contract
What a contract carries
- Price lines
- Each applies to one service, a site or a whole country.
- Tax basis
- Each price line states whether tax is included, excluded or not stated.
- Components
- Access, port, equipment and the rest, each with one price line on any date, each checked against the bill.
- Price types
- Recurring, usage, tiered and one-off prices.
- Group agreements
- A group agreement’s price list sets prices once for every company that buys under it.
- Documents
- Linked to a contract, an amendment, a service or an order. The stored file is never changed.
- From the document
- Price lines are proposed from the contract document, and a person confirms them.
How a price changes
A price changes on its date
An amendment re-prices
An amendment re-prices a contract from its effective date, and can change its term and renewal.
An escalation steps up
A price that rises by an agreed escalation steps up on its date, with no one re-keying it.
The month’s rate is used
A contract price in another currency is compared with the bill at the month’s frozen rate.
The service shows both
A service’s page shows its contracted price beside its recent billed months.
A difference opens a finding
A recurring charge above or below its contract price, beyond a small tolerance, opens a finding. So does a service billed before it went live, or a contracted line with nothing live behind it well past its start date.
Notice deadlines
Every notice deadline, worked out
Worked out
Riopex works out a contract’s notice deadline from its end date and notice period, and rolls it forward through each auto-renewal.
Warned ahead
A warning goes out a chosen number of days before a notice deadline.
A decision prepared
Ahead of each notice deadline, Riopex prepares the renewal decision: renew, renegotiate or cease.
Rebates
A rebate earned on billed spend
- Rates
- Flat, tiered or growth-based, on a contract’s billed spend, worked out monthly or per contract year.
- What counts
- Recurring charges, recurring and usage, or all charges. Never tax, credits or fees.
- Group agreements
- A rebate on a group agreement counts the spend of every contract under it, in every company of the group.
- Where it is held
- At the company that holds the agreement, broken down by company and by service.
A rebate’s cycle
From spend to receipt
Worked out again
A rebate is worked out again as soon as a bill is accepted.
Received
Finance records a receipt as a credit note, a credit on a bill or a payment, linked to the bill line that carries it, in the term’s currency or another.
Corrected
A mistaken receipt is reversed, never deleted.
Written off
What is left of a rebate can be written off once its period has ended.
Chased
A rebate period past its due date and not fully received opens a “Rebate overdue” finding, which can be raised as a dispute in the rebate’s own currency.
Questions
Questions about contracts
How is a tax-inclusive price compared?
A tax-inclusive price is reduced to its pre-tax figure only from a stated rate.
What if a renewal term was never recorded?
An auto-renewing contract with no renewal term recorded says so, and raises no warning.
Can every price finding be disputed?
No. A price finding can be raised as a dispute only when the charge was billed above the contract.
What if a rebate period is missing a bill or a rate?
A rebate period with an unconvertible month, or no bill, is held back with its reason, never part-totalled.
Will an old rebate suddenly show as overdue?
No. A rebate that fell due before its term was recorded raises no finding.
Start with one company’s invoices
Three invoices, as the provider sent them, show what Riopex reads.
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