Billing - Configuration

1. Billing Cycle

• Set up the list of billing cycles for the School fee invoices that will be generated by the school

• For example, if the school will issue 3 invoices throughout the Academic Year according to the school term. (eg: Term 1, Term 2, Term 3 )

• Click “ Add Billing Cycle “ and a pop-up will appear.

• Key in Billing Cycle Name and Billing Cycle Code

• The billing Cycle Code is limited to 2 characters only. The Billing Cycle Code will be in the Invoice Running Number ( INV-Academic Year-BillingCycleCode-Running Number )

Note: During Invoice creation for the Term / Monthly Billing, please ensure the Billing cycle has been chosen as the current Billing cycle. This ensures the data in the Billing- Dashboard will be according to the current Billing cycle.

2. Invoice Master

• This portion sets the Invoices and Receipts templates

• You may set different templates for different invoices. ( Application Invoices, School Fee Invoices, etc )

• Click Add to create a new Invoices template. Enter the Document Name, Prefix, and choose the Invoices Design templates. When a user creates an invoice, the system will generate a Reference number to the invoice as per {Invoice Prefix- Academic Year-Billing Cycle Code-Running Number}

• Enter the receipt's Name and prefix for the templates. The receipts will be generated if there is a payment received for that particular invoice (if you have integrated with Payment Gateway Services). Otherwise, you may create manual receipts for manual payments. 

• Maximum characters for the Invoices must not exceed 15 characters due to requirements by some of the Payment Gateway Services

• Click Save to create the invoices as per the setup

Note: If you use the PLAY module, you will need to create an Invoice and Receipt templates for PLAY in this module as well.

3. Master Items

Invoice Items

• List of all the items that will be added to the Invoices (eg: School fees, Application Fees, Deposit, etc )

• Click “Add Invoice Item” and key in the details below

  • Invoice Item Name - Invoice Item Name that will appear in the Invoice sent out to the recipients.

  • Map to Ledger - Ledger name must be tallied with your finance system for integration

  • Description - Description of the Invoice Item. This will not appear to the recipients of the invoice

• Click Add to save 

Discounts & Rebates

• List all the discounts/rebates that you imposed in the invoices (eg: Staff Discount, Sibling Discount)

• Click “Add Less Item” and key in the details below

  • Less Item Name - Invoice Item Name

  • Display Item - Invoice Item Name that will appear in the Invoice 

  • Map to Ledger - Ledger name must be tallied with your finance system for integration

  • On Invoice Item - To set this item is applicable to which invoice item

  • Amount Type - The discounts/rebates item can be chosen as either a Percentage or an Amount from the amount of the Invoice Item.

  • Amount - Amount of discount for that less item.

  • Description - Description of the Discounts/Rebates Items. This will not appear to the recipients of the invoice

• Click Add to save 

4. Fee Table

• The fee table is where you set all the preset amounts for your invoice items such as Tuition Fees, deposits, etc.

• The prerequisite for the Fee table is 

  • Invoice Items 

  • Billing Cycle

  • Active Classes in the Grading Period
    

• Click ‘Add Fee Table’ to start populating your fee table data

• Click the + icon to edit the Fee Table

• Choose the specific invoice items and click ‘Update’

• You may set the amount for the specific invoice items according to the levels and the Billing Cycle.

• If you have not set anything in the Fee table, you will need to key in the amount during the invoice creation process. You may use this to key any invoice items with a fixed amount.

• Once you have done with the input, click Update to save

• You may change the Fee Table data if there are any changes in the invoice items in the future, but it will not affect the previous invoices that you have created with the old fee table amount.

5. Payment Setting 

Payment Method 

• This is where we list all the payment methods for the invoices ( Bank Transfer, Online Payment, Walk-in ) 

• This information will be used when finance updates payment during create receipt

• Click Add Payment Method and fill up the data

  • Method Name - Payment Method

  • Ledger - The ledger name must be tallied with your finance system for integration

  • Description - Description of the payment method