Your Order to Cash - Billing & Invoicing Data Template

The Activity Name describes a specific step or event within the billing process, such as 'Invoice Created', 'Invoice Approved', or 'Customer Payment Received'. These activities form the sequential building blocks of the process map.

Analyzing the sequence and frequency of these activities is fundamental to process mining. It helps visualize the actual process flow, identify common and rare process paths (variants), and pinpoint activities that are frequently repeated, indicating rework or inefficiency.

This attribute is fundamental for constructing the process map, allowing for the visualization and analysis of the different steps and paths an invoice takes.

Derived from system logs, status changes, or specific event records associated with the Invoice transaction in NetSuite. This often requires mapping transaction status changes or related record creations to defined activity names.

This attribute records the exact moment an activity took place. It is a critical component for ordering events chronologically and for all time-based analysis.

In process mining, the Event Timestamp is used to calculate cycle times between activities, case durations, and waiting times. It is essential for identifying bottlenecks, measuring process performance against SLAs, and understanding the temporal dynamics of the billing process. For example, it is used to calculate the Invoice Generation Cycle Time and Days Sales Outstanding (DSO).

It provides the chronological order of events, which is essential for calculating all duration-based metrics, identifying bottlenecks, and analyzing process performance over time.

Timestamp information is typically found in the system notes, audit trails, or 'Date Created' fields of related records for each invoice transaction in NetSuite.

The Invoice Number is the cornerstone of the billing process analysis, uniquely identifying each invoice from its creation to its final closure. It groups all related activities, such as approval, sending, and payment application, into a single, cohesive case.

In process mining, analyzing the journey of each invoice number allows for a comprehensive view of the entire billing lifecycle. This enables the identification of process variants, bottlenecks, and deviations from the standard procedure, providing critical insights for optimizing cash flow and operational efficiency.

It is essential for tracking the end-to-end lifecycle of each invoice, allowing for the reconstruction of the entire billing process and enabling detailed performance analysis.

This is typically the 'Transaction ID' or a similar unique identifier field on the Invoice transaction record in NetSuite.

This attribute records when the dataset was last updated. It provides context for the recency and relevance of the process mining analysis.

Analysts and business stakeholders use this information to understand if the insights reflect the most current operational state. It is a critical piece of metadata for any dashboard or report, ensuring that decisions are based on data of a known age and not misinterpreted as real-time if it is not.

This informs users about the freshness of the data, ensuring they understand the time frame of the analysis and the relevance of the insights.

This timestamp is generated and recorded by the data extraction tool or pipeline at the time of the data refresh.

This attribute identifies the origin of the process data. For this view, it would consistently be 'NetSuite'.

In a broader analytics context, especially in organizations with multiple ERPs or integrated systems, this attribute is crucial for data lineage and governance. It helps differentiate processes that might span across different platforms and ensures that analysis is correctly attributed to the appropriate system of record.

It provides crucial context for data origin and governance, especially in environments where multiple systems might be integrated.

This is a static value ('NetSuite') added during the data extraction and transformation process.

This attribute identifies the legal entity or individual being billed. It links the billing process to the customer relationship management function.

Analyzing the billing process by customer helps identify patterns in payment behavior, disputes, or invoice complexity for specific clients. This can inform customer segmentation strategies, credit limit decisions, and tailored collection approaches. For example, it can reveal if a particular customer consistently has invoices that require rework.

It allows for customer-centric analysis, helping to identify payment patterns, frequent issues, or process deviations specific to certain customers.

This corresponds to the 'Customer' or 'Entity' name field on the Invoice transaction record in NetSuite.

The Due Date is calculated based on the Invoice Date and the agreed-upon Payment Terms. It represents the deadline for the customer to make a payment without being considered late.

This attribute is essential for monitoring accounts receivable and managing cash flow. It is the benchmark used to calculate the On-Time Payment Rate KPI and to analyze customer payment behavior. Tracking deviations from the due date helps identify customers who frequently pay late and assess the effectiveness of collection strategies.

It is critical for measuring on-time payment performance and analyzing customer payment behavior, directly supporting collections and cash flow forecasting.

This corresponds to the 'Due Date' (duedate) field on the Invoice transaction record in NetSuite.

The Event End Time marks the completion of an activity. While many activities are instantaneous (start and end time are the same), some, like an approval step, may have a measurable duration.

This attribute, in conjunction with the Event Timestamp (Start Time), allows for the direct calculation of activity processing time. Analyzing processing time helps identify which specific steps consume the most time and resources, distinguishing it from waiting time between activities. This is crucial for pinpointing inefficiencies within specific tasks.

It enables the precise calculation of how long each activity takes to complete, which is essential for analyzing resource efficiency and identifying time-consuming tasks.

Similar to StartTime, this can be sourced from system audit trails in NetSuite. It may require logic to pair a 'start' event with a corresponding 'end' event.

The Invoice Date, or transaction date, is the starting point for many financial calculations related to billing. It is the date from which payment terms and due dates are typically calculated.

In analysis, this date serves as the primary anchor for calculating key financial KPIs like Days Sales Outstanding (DSO) and Invoice Aging. It allows for cohort analysis, enabling comparison of billing performance across different time periods, for example, month-over-month or year-over-year.

This date is the baseline for critical financial metrics like Days Sales Outstanding (DSO) and invoice aging, directly impacting working capital analysis.

This corresponds to the 'Date' (trandate) field on the Invoice transaction record in NetSuite.

This attribute represents the full amount that the customer is expected to pay. It is a fundamental piece of financial data for each billing case.

Analyzing the process based on invoice amount allows for value-based analysis. For example, it can reveal if high-value invoices follow a different, more complex process than low-value ones. It is also used to prioritize collection efforts and understand the financial impact of payment delays or invoice errors.

It enables value-based process analysis, helping to prioritize high-value invoices and understand the financial impact of process inefficiencies.

This corresponds to the 'Total' (total) field on the Invoice transaction record in NetSuite.

This boolean attribute distinguishes between activities performed manually by a user and those executed automatically by a system workflow, script, or integration.

This attribute is key for measuring the level of automation in the billing process, directly supporting the 'Automated Billing Ratio' KPI. By filtering for automated or manual activities, analysts can identify bottlenecks caused by manual intervention and pinpoint opportunities to increase automation, reduce human error, and improve efficiency.

It helps measure the level of automation in the process, identifying opportunities to reduce manual effort and increase efficiency.

This is typically derived by checking the 'User' associated with an activity. Events triggered by users named 'SYSTEM', 'Workflow', or 'Integration' are flagged as automated.

The Region attribute classifies invoices based on geography, which could be derived from the customer's address or the business unit that issued the invoice.

This is a powerful dimension for comparative analysis. The 'Regional Billing Process Comparison' dashboard relies on this attribute to compare KPIs like cycle times, error rates, and process variants across different regions. This helps to identify regional performance differences, uncover best practices in high-performing regions, and drive process standardization efforts across the organization.

It enables comparative analysis across different geographical areas, which is key for identifying regional performance gaps and standardizing best practices.

This data is often stored in a custom segment or classification field on the customer master or transaction record in NetSuite.

This attribute identifies the employee or system user responsible for executing a specific process step. This could be the person who created the invoice, approved it, or applied the payment.

Analyzing the process by user helps in understanding workload distribution, individual performance, and identifying training needs. It can also highlight potential automation opportunities by showing which manual activities are performed by the most users. It is also key for compliance and audit trail analysis.

It enables analysis of workload distribution, user-specific performance, and process adherence, which is vital for resource management and targeted training.

Available in the System Notes subtab or specific 'Modified By' fields on Invoice and related transaction records in NetSuite.

This calculated metric measures the time elapsed between the start and end timestamp of a single activity. It represents the actual work duration, as opposed to waiting time between activities.

This is a critical metric for the 'Activity Throughput & Bottlenecks' dashboard. By analyzing processing times, teams can identify which specific tasks are the most time-consuming and resource-intensive. This allows for targeted improvements, such as providing better training, improving system performance, or automating the task.

It quantifies the actual effort for each task, helping to distinguish active work time from idle waiting time and pinpointing inefficient activities.

Calculated by subtracting the EventTimestamp (StartTime) from the EventEndTime for each activity record.

This attribute specifies the currency in which the invoice amount is denominated, for example, USD, EUR, or GBP. It is essential context for any monetary values.

For multinational organizations, analyzing by currency is important for understanding financial performance across different markets. It ensures that monetary values are interpreted correctly and allows for proper aggregation and comparison after currency conversion, if necessary.

It provides necessary context for all monetary values, which is crucial for accurate financial reporting and analysis, especially in multi-national operations.

This corresponds to the 'Currency' field on the Invoice transaction record in NetSuite.

Days Sales Outstanding (DSO) is a key financial metric that measures the average number of days it takes to collect payment after an invoice has been issued. This attribute is calculated for each individual invoice to allow for detailed analysis.

While often aggregated as a high-level KPI, having DSO at the individual invoice level allows for powerful analysis. It can be used to identify which customers, regions, or invoice types have the highest DSO. The 'DSO Trend' dashboard relies on this metric to visualize collection efficiency over time, providing critical insights into working capital management.

It quantifies collection efficiency at the individual invoice level, enabling detailed root cause analysis for high DSO and its impact on cash flow.

Calculated by subtracting the 'InvoiceDate' from the timestamp of the 'Customer Payment Received' activity.

This attribute represents the internal department, such as Sales, Services, or a specific business line, responsible for the transaction. It is a standard classification segment in NetSuite.

Analyzing the process by department allows for internal benchmarking and helps identify if certain departments have more efficient billing processes than others. It can reveal variations in process adherence or resource allocation, providing insights for targeted process improvement initiatives within specific parts of the organization.

It enables process performance to be compared across different internal departments, highlighting variations and opportunities for internal process standardization.

This corresponds to the 'Department' classification field, which can be set at the header or line level of an Invoice transaction in NetSuite.

This attribute reflects the current state of the invoice, such as 'Open', 'Paid in Full', or 'Voided'. It provides a snapshot of where the invoice is in the process at any given time.

The 'Open Invoices Status Overview' dashboard is directly built upon this attribute. It allows for a real-time assessment of accounts receivable, helping finance teams monitor outstanding balances, manage collections, and forecast cash inflows. Analyzing the final status also helps in understanding process outcomes.

It provides a snapshot of the current state of accounts receivable, enabling dashboards that monitor open invoices and overall billing progress.

This corresponds to the 'Status' field on the Invoice transaction record in NetSuite.

This calculated boolean flag compares the timestamp of the 'Customer Payment Received' activity with the 'DueDate' of the invoice. It is set to true if the payment was on time or early, and false if it was late.

This attribute is the foundation for the 'On-Time Payment Rate' KPI and the 'Payment Terms Adherence' dashboard. It provides a clear, binary measure of customer payment behavior, simplifying analysis and reporting. It helps to quickly identify trends in payment timeliness and assess the effectiveness of collection strategies.

This provides a clear success metric for collections, directly supporting the calculation of the On-Time Payment Rate KPI and analysis of customer behavior.

This is a calculated attribute. It requires comparing the timestamp of the payment event with the 'DueDate' attribute at the case level.

This boolean flag is set to true for activities that represent non-value-added rework, such as 'Invoice Corrected' or a second 'Invoice Approved' event within the same case. It is typically derived based on the activity name or the repetition of an activity.

This attribute is essential for the 'Invoice Rework and Rejection Analysis' dashboard and the 'Invoice Error Rate' KPI. It allows for easy quantification of rework, helping to highlight process quality issues. By filtering for rework activities, teams can quickly identify the root causes of errors and measure the impact of process improvement initiatives.

It directly measures process quality by flagging inefficient rework loops, enabling analysis of the root causes and financial impact of billing errors.

This is a derived attribute calculated during data transformation. Logic is applied to identify rework, such as flagging specific activity names ('Invoice Corrected') or repeated activities.

Payment Terms define when and how a customer is expected to pay their invoice, for example, 'Net 30' or 'Due on receipt'. This information is used to automatically calculate the invoice due date.

This attribute is crucial for the 'Payment Terms Adherence' dashboard. Analyzing on-time payment rates by different payment terms helps to evaluate their effectiveness. For example, it can show whether customers with 'Net 15' terms pay faster than those with 'Net 30', informing future contract negotiations and credit policies.

It is essential for analyzing the effectiveness of different payment conditions and their impact on customer payment timeliness.

This corresponds to the 'Terms' field on the Invoice transaction record in NetSuite.

This attribute provides a direct link back to the originating sales order, connecting the billing process with the preceding sales and fulfillment processes.

Including the Sales Order Number allows for a more holistic view of the entire Order-to-Cash cycle. It enables analysis that can trace issues in billing back to their source in the sales process. For example, frequent invoice corrections might be linked to data entry errors on specific types of sales orders.

It links the billing process back to the sales process, enabling a broader, end-to-end Order-to-Cash analysis to identify root causes of billing issues.

Found in the 'Created From' field or on the 'Related Records' subtab of an Invoice transaction in NetSuite.