Automatically generate schedules (in bulk)

3 steps are required to generate a schedule for payers.

• Step 1 - Create a schedule profile for the school year, which will determine the charges included
• Step 2 - Associate the profile with the payer
• Step 3 - Generate schedule for payers

Step 1: Create a schedule profile

In the Finance / Preparation / Schedule profile module :

• Click on "Add" to create a new profile.
• Enter the wording and charges to be included in the schedule (unchecked charges will be due on the invoice due date) and Save.

Tips :
The schedule in Eduka has been designed as a payment contract for non-variable charges (such as tuition fees).
We recommend that you do not include certain fees.
- variable" costs (outings, canteen, transport, etc.), which are often paid before the service is provided.
- enrolment and re-enrolment fees (automatic activation of steps in the admissions process)
-travel expenses: create several invoices or use the first call.

• Select the school year for which the schedule will apply
• Click on "Add" to create the schedules: enter the dates of each schedule and the allocation (this % is used to allocate the amount of charges billed to each schedule) and save

Associate schedule profile with payers

In the Finance / Billing / Schedule module :

• Select ''Assign profiles to payers''(WARNING : if payers already have active schedules, they must first be archived. See Archive/Delete a schedule

• Choose the due date profile to associate with payers: e.g. 6 Monthly due dates

• Click on ''Add payers'' and select either manually or by using a criterion, or by copying the payers' codes (from a list)
• Save - payers will have the selected schedule profile associated with them

Generate schedule for payers

Schedules can be automatically calculated for charges included in the profile.

• In the Billing menu, select "Schedules".
• Click on "Create schedules".

Once schedules have been created, do not remove charges from schedule profiles; this will disrupt reports and reminders.

• Select schedule profile(s)
• Select whether you wish to include unpaid invoices from previous years

Reminders:

It is not possible to mass-add invoices for year N+1 to a schedule already issued for year N without regenerating it

To integrate invoices for school year N+1 into a schedule :

• archive the schedule for year N
• create a new profile for year N+1
• include unpaid invoices from previous years.

The schedule generated will cover the current school year as well as previous years.

• Start schedule calculation

• A - The pdf document shows the details of each schedule/payer
• B - Remaining due shows the total due dates (fees due included in the due date profile)
• C - Download for verification
• D - Save to generate the schedule, which will then be visible on the parents' portal OR delete a payer / clear all to start again

Create a schedule manually (individual)

3 steps are required to generate a schedule for individual payers.

• Step 1 - Choose the "manual schedule" profile
• Step 2 - Add scales
• Step 3 - Associate invoices and credit notes with due dates

The third step is critical for the smooth operation and monitoring of schedules (see invoice/credit note/schedule reconciliation)

Create a schedule profile

This step must be set up first

• Family or company payer file, "Payment schedule" tab
• Choose the "Manual payment schedule" profile
• Save profile on payer
• Be sure to select the payer, Father, Mother, Third party or Family, as dunning notices will be sent to this payer

Add due dates

for each due date :

• Activate due date
• Enter the amount of each due date
• Associate invoices included in the schedule
• Save

Unpaid tab: a relevant control tool

In the "Due by" column :

2 label colors: Green and Orange.

• Green : the invoiced charge is included in the active schedule on at least one due date.

By hovering over the green label: the number of the due dates concerned appears.

• Orange the invoice bearing this charge is not included in the active schedule, even though the schedule profile requires it. The corresponding invoice must be associated.

In the " Fees " column

- If the fee line is not included in the schedule profile, the purple "Payment schedule" label does not appear.

- If the charge line is included in the profile: the mauve label "Payment schedule appears", the charge is visible, a pop-up will appear (by hovering over the mauve label which turns orange), reminding you that the charge is included in the schedule profile.