Managing Payment Plan and Bill-To Changes When Invoicing Responsibility Transfers to a PCO

• Account name - New Zealand International Convention Centre (NZICC)
• Region - APAC
• Client version (Enterprise) - 26.1
• Description of the issue
  • NZICC is seeking guidance on the recommended best practice for managing Bill-To contact and payment responsibility changes after a contract has been executed and payment plan invoicing has commenced.
  • The scenario occurs when an event contract is signed and invoicing begins with the event organiser (end client) as the Bill-To contact. After a deposit or initial invoice has been paid, the client may appoint a Professional Conference Organiser (PCO) to manage the remainder of the event and request that all future invoices be issued to the PCO instead.
  • The customer is trying to understand the correct process from both a system and business perspective:
    • What is the recommended best practice when financial responsibility changes during the lifecycle of an event?
• What does the client want to do? Why do they want to do this?
  • The client wants to be able to accommodate situations where the invoicing responsibility changes mid-contract.
• Please give a descriptive user story. Often clients want to solve a problem by doing X. If we know the problem, sometimes it can be solved via Y.

As an Event Administrator,

I have a client who has already signed a contract and paid an initial deposit under the event account.

After the booking is confirmed, the client appoints a PCO and requests that all future invoices be issued directly to the PCO rather than the original client contact because PCO will be managing all the funds.

I need to understand the recommended process in Enterprise so that:

• The payment plan remains accurate.
• Future invoices are directed to the correct organisation/contact.
• Historical invoices remain intact.
• Financial reporting remains accurate.
• The process aligns with Momentus best practice and any contractual considerations.
• The team's current assumption is that if the original client remains legally responsible under the contract, updating the Bill-To contact's address may be sufficient. However, they want to understand what should happen when financial responsibility genuinely transfers to the PCO.
• What you've already tried or suggested. Why does this not work?
  • The Bill-To contact can potentially be updated.
  • Payment Plan account appear to be more restrictive once invoicing activity has commenced.
  • Creating new account/contact relationships could become difficult to manage at scale if performed for every occurrence.
  • The client is concerned that simply changing contacts may not adequately handle situations where legal responsibility for payment transfers to another party.
  • There is uncertainty around whether a new payment plan, contract variation, or alternative process is required.
  • We have discussed that creating a new payment plan for future instalments may potentially be required; however, this has not yet been validated as the recommended approach.
• Business impact if not resolved
  • Impacting invoice operations as finance teams may follow inconsistent processes.
  • Invoices may be issued to incorrect recipients
• Attach relevant files (such as screenshots) - NA
• Links to articles where you've looked for solutions and also other steps you've taken to research the issue.
  • Edit an Invoice
  • Credit a Payment Plan Step
  • Changing the Account for a Payment

Pieter Du Plooy Chanh Huynh - Have you heard of this scenario before?