The Billing / Billing batch menu allows you to start billing fees for one or more given periods on demand.
Only students meeting these conditions will be included in the batch:

• the fee is eligible because
  • the status defined in the parameters is met (Enrolment fee - enrolment file sent, School fee -> re-enrolment/enrolment validated, AES fee -> enrolment validated etc etc)
  • The condition (if added in the fee setup) is met (e.g. Nationality)
  • payer is eligible for fees/deductions
• fees have not yet been invoiced for the student for the selected period and school year
• changes (Changes tab) affecting the invoice are not blocking or have been previously managed (e.g. change in deduction). See Change Management process

Only ONE billing batch can be launched at a time

As a reminder, here are the different billing approaches:

• Batch invoicing - amounts are calculated automatically, based on the charge settings
• Manual invoicing - If no invoice has been issued for the period - the amount of charges and deductions are calculated
• Manual invoice - If an invoice has been issued for the period - the amount of charges and deductions are empty and must be entered
• Other collection - Invoice/Receipt: charges and deductions are blank and must be entered

Batch settings

Selection of items to be billed

• Select school year
• Select one or more charges
• Option to remove a charge from the batch (use the red cross)
• Check either the periods to select all charges to be billed for that period, or check the amounts individually

Selecting additional parameters

• Modify posting date if necessary - by default, current date appears
• Select due date
• Choose invoice template(Repository / Invoice configuration). Only one invoice template can be applied per batch
• If necessary, limit to one payer category (if you wish to invoice companies for 3 periods and then invoice families for 1 period)

Selecting students or individuals

• Exclusion: the batch will be run on the entire database, excluding selected students (exclude students on scholarship).
• Inclusion: thebatch will only be run on selected students (include students with annual invoices)

Overview of invoices by pupil

Once the batch calculation has been launched, a "preview" before validation is displayed, allowing you to :

• Check total invoiced by type of fee and period - net amount including tax
• check the number of students billed by fee category

In the Overview stage, you can :

• remove students from the batch (red cross)
• view previewed invoices by sample
• check payer (family or third-party payer in bold)
• cancel batch if desired. No transaction will be recorded
• export details to Excel for verification and analysis before saving the batch (see Online Help :Billing - Main checks before billing the batch)

Students excluded from the batch due to unprocessed blocking changes (see ''Change management'' - Changes to be processed)

• Search for a specific student to check fee eligibility for that student

Notification, creation of invoice transactions

• Create invoices
• Batch can be custom renamed. A sequential number is assigned by default
• NB: This step saves the accounting entries and the invoices are immediately visible on the parent / company portal.

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• Send an email notification to the payers included in the batch, informing them that the invoices are available on their portal, with the option of attaching the PDF file of the generated invoice.
• Send notification to parent/third-party payer portal

History of generated batch