Batch Billing - Pcschool · Batch Billing – Procedure 1. Set up the Discount Tables (for the first time using) 2. Run a Family Child Scan as per the manual 3. Proceed with the Billing

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Batch Billing

Table of Contents

Information on Batch Billing – Debtors or Sundries ...................................................... 2 Batch Billing – Procedure ............................................................................................. 3 Invoicing using Discount Tables for School fees ....................................................... 3

Step 1 - Create Cost Centres if Necessary ................................................................ 4 Step 2 - Overview of the Table and how to set up Discount Tables ....................... 5

Examples of Discount Tables e.g. - Primary School Discount ........................................ 6 Example 2 – Senior School Discount ................................................................................ 7

Step 3 - Entering the Code against the Student ....................................................... 8 Step 4 - Running the Billing with Discounts ............................................................. 9 Step 5 - Charging a Family based on Students ...................................................... 11

Step 6 - After creating all your billing: ..................................................................... 11 Step 7 - Once correct Finalise your Batch .............................................................. 13

Step 8 - Run an Account Validity ............................................................................. 13 Step 9 - Print your statements ................................................................................. 13 Step 10 - After sending Statements ......................................................................... 13

How to Create a new Batch (overview): ......................................................................14 Transaction Detail tab – Billing an individual charge ............................................ 15

Miscellaneous Charges ............................................................................................ 16 Edit or Delete Billing......................................................................................................... 18

Overdue Account Fees .................................................................................................19

Subjects by Subject billing ..........................................................................................20 Subjects by Units billing ........................................................................................... 22

Rebates and Bursaries (discounts) ............................................................................24

Bursaries .................................................................................................................... 24 Bursaries – Automatic Creation ............................................................................... 25

Rebates ...................................................................................................................... 25 Crediting Bursaries or Rebates ............................................................................... 26

Finalising the Batch......................................................................................................27

CatchUp – (students that where missed when doing original billing) .....................27 Split Billing ....................................................................................................................28

Bad Debt Write Off ........................................................................................................29 Macros: ..........................................................................................................................30

Create a Macro from a previous Billing Batch ........................................................ 30 Macro - Billing ........................................................................................................... 31 Macro – to update a Macro ....................................................................................... 33 Macro – rebuilding .................................................................................................... 35

Billing using a Tagset ...................................................................................................36 Create a Tagset ......................................................................................................... 36


Information on Batch Billing – Debtors or Sundries You have the choice of two separate billing systems:

‘Debtors’

‘Sundries’ Debtors;

Debtors is used to bill standard charges such as tuition, family donations and boarding fees.

With a Debtors Accrual Accounting System the income is recorded in the Ledger from any finalised batches when Debtors is rolled.

Under a Cash System, the income is not recorded until the money is receipted. Sundries;

Sundries; is a cash system and can be used to bill incidental charges, such as bookshop entries and bus fees.

Sundries can be run as a ‘stand-alone system’ and never impact on the ‘Debtors’, or the balance of the ‘Sundry’ account can be transferred as one $ amount to the standard ‘Debtors’ as needed.

Batch Billing;

Billing is batched for ease of entry and control;

Billing, within a batch can be edited, added to, or deleted before the batch is finalised.

On finalisation of the batch, the billed entries are written to family and students’ records.

Once Split Billing has been created you cannot unfinalise the Billing without the assistance of PCSchool.

Multiple billing batches can be open at once allowing different charges to be entered in different batches. Billing batches can be left open at period end allowing you to bill families and carry the amount forward into the next accounting period. A Billing Macro can be created to automatically produce charges when needed. If adding one off charges a quick entry can be completed in Invoice View for a specific Student these entries will not become part of a batch. Batch Billing View All charges, including credits, can be processed through this view including:

Individual charges against a specific student.

Auto-billing across year levels, classes, specific student groupings and families.

Account Keeping Fees on overdue accounts Subject billing providing the subjects studied are attached to the students.

Billing the standard Term or Yearly charges via a Macro (template) and using Discount Tables.

Credit entries against the students and families’ balances.

Shop Billing can be Imported into a Batch.


Batch Billing – Procedure

1. Set up the Discount Tables (for the first time using) 2. Run a Family Child Scan as per the manual 3. Proceed with the Billing 4. Print the report by Family – check to see if all charges are correct and everyone has a

charge. (Note: Once finalised the batch does not get unfinalised as if there are payments against these charges you will cause your data to have account validities)

5. Finalise the Batch 6. Run an Account Validity 7. Print the Accounts (say no to split billing the first time and check the accounts) 8. Print the Accounts and create the split bills 9. If using Document Manager print the Accounts to the Families 10. Once all statements sent out and you may now want to roll over creating a B/F balance on

the next statement which shows all the payments – follow the End of Period procedure.

Invoicing using Discount Tables for School fees Cost Centres can now have Multiple Discounts added directly through a Discount Table; this is an alternative way to running the Discount through Quick Family Accounting Adjustments. STEPS

1. Create Cost centres if necessary or adjust the ones you already have created 2. Overview of the different Discount Tables 3. Entering the code against the Student 4. Running the Billing with Discounts 5. Charging Families based on Students 6. After creating all your billing:

http://www.pcschool.net/wp-content/pcschool-uploads/debtors/quickfamilyaccountingadjustments.pdf

http://www.pcschool.net/wp-content/pcschool-uploads/debtors/edebtorsendofperiod.pdf


Step 1 - Create Cost Centres if Necessary

Path: System > Cost Centres You may already have Cost Centres you wish to use that are attached to valid ledger accounts but several Cost Centres for different year levels or groups can be created if required. To create a new Cost Centre follow the steps below.

1. Enter a Unique [Code] 2. [Description] Enter your description for the Account to be used in Billing or for a Discount. 3. [Value] Optional; The Value, this is not used for Billing. 4. [Tax Rate] Enter the Tax Rate if necessary;

How this is charged does depend upon setting in System Maintenance. 5. [General Ledger Account] Select a valid 6. [Sub Account] will default if attached to the GL Account selected. 7. Tick if this item is to be excluded from any [Early Settlement discount] 8. Click [Save].


Step 2 - Overview of the Table and how to set up Discount Tables

Part 1 You are now ready to create your table of discounts. This is an overview of the different columns and their role in the table.

1. Select the [discount Cost Centre Code] to be used. 2. The Sequence of the entries must be added if using more than one line;

The Sequence order must be correct for accurate billing;

Discounts follow the sort order with 1 being the first line and calculated first 3. Source of the Discounts;

Sibling [Ignore Manual]; would be the most popular selection this will apply the discount to all Students who don’t have a Manual entry in the Sibling Discount tab

Manual Student Discount; will apply to all the Students who have a manual entry in the Sibling Discount tab

Family Discount; will give one Discount per Family

Sibling No Exclusion; will give discount to all Students including those with a Manual entry 4. Select if this is a Percentage or a Dollar value Discount. 5. Yr relates to the Year Levels of the Students within the Scholastic Module that are included in

calculations for discount;

Normally this would be *C but a special Year Level can be created to eliminate Pre School Students or other year levels

6. The Discount can be based on Campus if Campus is used. 7. If the Discount is based on a Status enter the code for the Discount;

Status is entered in the Scholastic tab of Student View 8. If a Status in not to be included when calculating the discount enter the Status;

Status is entered in the Scholastic tab of Student View 9. Siblings; If this line is for Sibling discount enter the values as a % or $ value. 10. The default is the Oldest child;

Normally the oldest child has no discount

Youngest would be selected if Associates is used


11. Exclude Year levels defaults to 0, Yet to come and 99, Left School;

Other year levels can be included this will override the selected year level such as *C 12. Apply to;

The default is Charged Value

If Balance after Discount is selected this will apply the discount based on the sort order, ie if this line has a sort order or 5 all the discounts from 1 to 4 are taken into account but any line with a sort order past 5 is not included

13. Round; The default is ‘don’t round’ but you can select to round to the nearest 1, 5 or 10 dollars. 14. Max All if ticked will give the Maximum Student discount to all Siblings. 15. If Associates is used then the 1st Child must be calculated as the Youngest, a Status could be used

to define these families;

Associates need to be entered in the Account master File 16. Discounts will be based on the Current Year unless Yr Next is ticked;

If using Yr next make sure the Housekeeping routine has been run to Update Year Level Next otherwise the discount may not calculate correctly

17. Terminate; If selected will not allow any discounts to be applied after this line;

An example could be where Staff Discount using a Status is applied to this Cost Centre

No further discounts in this grid will be applied after this line

Examples of Discount Tables e.g. - Primary School Discount

In this Example I have used S for Staff Discount and H for Hardship but any Code can be used, it is advisable to keep a record of the codes so you don’t use them for anything else;

Students of a Staff member with a Status of S will receive a 50% discount of this Item, since Terminate is ticked they will not receive the Sibling Discounts

Students with a Status of H will receive a 100% discount and Terminate is selected so no other discount will apply

1. [Sequence] A sort order has been added so the Sibling discount is calculated last. 2. [Discounts] are based on a percentage. 3. [Status] codes are entered. 4. [Year] *C is used for calculating the Students. 5. [1st Child, 2nd etc] All the values have been entered. 6. Where [Terminate] is ticked no other discounts will apply to these lines.


Example 2 – Senior School Discount

In this Example I have used S for Staff Discount, H for Hardship and C as a special $ discount, any Code can be used, it is advisable to keep a record of the codes so you don’t use them for anything else;

Students with a Status of H will receive the full discount; o No other discount will apply regardless of any other Status as Terminate has been selected

Students with a Status of C will receive a discount of $50.00; o Any Student with both C and H will not receive the $50.00 discount

Students of a Staff member with a Status of S will receive a 50% discount; o S has a Sort order of 3 and ‘Balance after Discount’ has been selected o The Status C has a sort order of 2 so will be calculated before the Staff discount o Any Student with a Status of S and C will have the $50.00 C discount applied and then the

50% S discount will be applied to the balance o If ‘Balance after Discount has not been selected the Staff member would receive the $50.00

and the full 50% on the billing o Because Terminate is selected no further discounts will apply

1. [Sequence] A sort order has been added so the Sibling discount is calculated last. 2. [% or $]Discounts are based on a percentage and a dollar value. 3. [Year] *C is used for calculating the Students discounts 4. [Status] codes are entered. 5. [1st Child, 2nd etc] All the values have been entered. 6. [Apply to] Balance After Discount has been selected for the Staff discount so any discount prior to

this is applied before this discount line is applied. 7. Where [Terminate] is selected no further discounts will apply.


Step 3 - Entering the Code against the Student

In Scholastics> Student view


Step 4 - Running the Billing with Discounts

Path: Debtors > Batch Billing View Once the discounts are entered for all Cost Centres you can continue with the Billing, these are examples only you must follow the billing appropriate for your school. Create a Billing batch in the usual way and enter an appropriate Description.

1. Select the [Year] Group you are billing or use a Tag Set for selecting Students 2. Select the [Cost Centre] to charge and enter the fee 3. Select [Discount table] 4. Click [Begin Charging]

Discounts will be applied with the billing.


Add a New Item and a description and continue with the billing.

1. Select the [Year] Group you are billing or use a Tag Set for selecting Students. 2. Select the [Cost Centre] to charge and enter the fee. 3. Select [Discount table]. 4. Click [Begin Charging].

1. The Staff Discount has been calculated on the balance after the $50.00 discount. 2. Sibling discounts and the Status C discounts have been applied. 3. Hardship discounts have been applied.


Step 5 - Charging a Family based on Students

You can create a negative discount that will create a charge based on students.

1. Create a Cost Centre to use and attach it to a valid GL Account; Give the Cost Centre a valid name this will show on the Account 2. Select a Cost Centre to use for the Negative Discount; Select or enter any relevant details 3. Enter the charges as a Negative Amount;

This will create a positive charge

The first child is the oldest

Step 6 - After creating all your billing:

Print the report by Family – check to see if all charges are correct and everyone has a charge.

1. [Print] select 2. Select [Family, Student Code, & Cost Centre Order] 3. [OK]


Check this report thoroughly:

Check all discounts applied and have all the correct charges against them – fix up and re-run.

IMPORTANT: Once you finalise this batch you do not unfinalise it.

You will have to adjust manually or put credits through to fix.


Step 7 - Once correct Finalise your Batch

1. Finalise the Batch 2. [Yes] to create invoices – [No] to back out

Step 8 - Run an Account Validity

To check no errors before you print your statements Debtors> Account Validity

[Print] say Yes to printing options – it will print to your screen If errors – fix before proceeding see manual or ring PCSchool if unsure what you are doing.

Step 9 - Print your statements

Print the Accounts and create the split bills (if required) see manual for instructions (once Spilt n Save to document manager at the time of emailing statements or after.

Step 10 - After sending Statements

Once all statements sent out and you may now want to roll over creating a B/F balance on the next statement which shows all the payments – follow the End of Period procedure or see options available. You have now finished – see below for other options on how to bill out.

http://www.pcschool.net/wp-content/pcschool-uploads/debtors/taccountvalidityuserguide.pdf

http://www.pcschool.net/wp-content/pcschool-uploads/debtors/accountprinting.pdf

http://www.pcschool.net/wp-content/pcschool-uploads/debtors/edebtorsendofperiod.pdf


How to Create a new Batch (overview):

1. New Batch Click to open a new batch.

2. Batch No This number is Automatically generated from the System File and cannot be changed. To select a batch already open click the browse button and select the Batch.

3. Date This defaults to today’s date and can be changed, Charges are billed by this date.

4. Period Defaults to the current Debtors Period from the System File and cannot be edited.

5. Total System will generate a running total for all item charges in the batch.

6. Desc. Enter a description, e.g. Term 2 Fees and Charges.

7. New Item Click to create a new line for billing purposes.

8. Reference Will default; can be edited if required.

9. Date Will default; can be edited if required.

10. Desc. Enter a freeform description for your reference; this does not appear on the Family Account.

11. Opt Inv Comment

Optional; enter an alternative description to overwrite the Cost Centre description. A generic Cost Centre description may be ‘Excursions’, an alternative could be Hamilton Zoo.

12. Amount Defaults from the system and shows the total $ charge for that line.

13. Charge To This will default to the Default Billing selected in Utilities/System File Maintenance/Default Billing field. This can be changed at the time of Billing.

14. Charge As

Select how you want to enter the amount;

Pre Tax; enter the amount without Tax (GST), the Tax will be added to the amount.

Inc GST; enter the full amount including GST.

15. Display Order

You can randomly select Students and enter Transactions, and then have then listed in Student or Transaction entry order.

16. Finalise Batch

In order for the Billing to be attached to the Family the batch must be Finalised.


Transaction Detail tab – Billing an individual charge

Billing individual charges against selected students can be completed through the Transaction

Detail Tab.

Create the Batch and go to the Transaction tab check if this is to be a Sundry or Debtor charge;

1. New Item Click to start a new line for entries.

2. Desc Enter a Description for this charge.

3. Charge As Select if this is to be a Sundry or Debtor Charge.

4. Student Code Start Typing the code and select a Student from the drop down list.

5. Date Will default; can change.

6. Item Click to select relevant Cost Centre.

7. Charge as Enter the amount in the appropriate column this will depend upon your Charge as selection.

8. Finalise Batch When all the entries have been made you can Finalise the Batch.


Miscellaneous Charges

The Miscellaneous tab allows for auto-billing and gives you flexibility in how and what you charge and how to bill these fees. The capacity to charge items such as:

Tuition Fees

Boarding Fees

Family Donations

Excursions

Bus Fees The capacity to select and restrict billing criteria by:

Campus

Year Level

Class grouping

Gender

Family Tag – temporary grouping for billing purposes

Student Status – selected students, e.g. boarders

Family Status – selected families, e.g. associate members Overview


1. A Tag Set can be used to select the Students or Families to bill. If using a Family Tag set the billing is still attached to a Student.

2. Optional; Select a Campus if a multi campus School.

3. If Selecting an *(multi) year level it only needs to be in From which year. If selecting an individual year level it must be entered in From and To which year.

4. Optional; Select a single class within the Year Levels selected.

5. Optional; Select for a particular gender to be charged.

6. The Tagged set is the preferred way of selecting Tagged Families, leave the default as N.

7. Optional; Leave blank for all Students. Enter a Status if the charge is based on a Status entered as a single digit in Student View/Scholastic/Status.

8. Optional; Leave blank for All Families. Enter a Status if the charge is to be based on a Status entered as a single digit in Account Master File Information/General/Status.

9.

Charge by, select;

Student; and the charge will be for all students regardless of the number of students within a family.

Family; there will be only one charge regardless of the number of students within the family.

10.

Charge, select;

Debtors; generally for all standard charge lines, e.g. Tuition, Boarding Fees etc.

Sundry; used for miscellaneous billing, e.g. Book room expenses. You will need to print a separate Sundry Account to accompany the Family Account.

11. Select the Cost Centre for the charge. The description of this cost centre will print unless an Optional Invoice Comment has been entered.

12.

Select from the Charge as Option;

Pre Tax; enter the amount without Tax (GST), the Tax will be added to the amount.

Inc GST; enter the full amount including GST.

13. Enter the amount for the charge in the active field.

14. Optional; If this charge is to have a discount % select either Family or Student. The discount routine in Quick Family Accounting Adjustments/Discount % will need to be run for this to be accurate.

15. Select the Cost Centre for the Discount.

16. Click Begin Charging and select Yes.

17. If new students have entered through the year and you wish them to be billed click CatchUp. This will charge any students within the filters that have no previous charge against the Cost Centre selected.


Edit or Delete Billing

Once the billing is completed you can edit delete or add charges in the Transaction Detail tab. The Batch must be finalised to update the charges to the Students.

1. Delete Item This will delete the line and all the entries in the Transaction Detail tab.

2. Gross The amount can be changed in either the Pre Tax or Gross columns depending upon the Charge As tax option.

3. Delete Trans Click into the line of billing you want to remove then click Delete Trans to remove to one line.

4. Delete All Trans Click to remove all the billing lines from the Transaction Detail tab but still leave the Item Line.


Overdue Account Fees

Overdue accounts can have a fee added based on filters entered.

After either creating a New Batch or opening a Current Batch the Billing details can be entered;

1. Click New Item.

2. Enter a Description.

3. Select the Date Range of the invoices.

4. Select the Cost Centre for this charge.

5. Enter either a percentage value or a dollar amount.

6. Select to charge to Debtors or Sundry.

7. If GST is a component select if the charge Includes GST or if the charge is Pre Tax and the GST is to be added.

8. Click Begin Charging and select Yes.


Subjects by Subject billing Prior to running this process Subjects must be attached to the Students. It is advisable, for ease of billing, to create the Subject Charge Reference codes prior to running the Subject by Subject billing. This ensures the billing for the individual year levels is correct and a Macro can be created using the Codes. If the codes are not created beforehand they will be created automatically when billing but this process does not add Year Levels or costs to the Subjects. Create Subject Charge Codes Path: Debtors → System → Subject Charge Reference


Billing Students by the Subjects they study is done through the Subjects by Sub tab.


1. Click New Item.


3. Select the Year Level you will be charging.

4. Select eh Cost Centre,

5. Make sure the Period ID is correct for the charges.

6. Select the Charge Codes as created in Subject Charge Reference.

7. Enter the $ amount for the charge.

8. Click Begin Charging.

9. If new students have entered through the year and you wish them to be billed click CatchUp. This will charge any students within the filters that have no previous charge against the Cost Centre you have selected.


Subjects by Units billing

This facility is generally used by Universities to charge by subject units studied, whereas schools charge by subject studied. The Units must be added to the Subjects to enable billing through Subjects by Units. Path: Scholastic → System Functions Curriculum Control Files → Subject Codes Enter the value of the billing unit, all subjects can have a billing unit, when the billing is run and an amount entered it will be multiplied by the units. For ease of billing all charges could be the same dollar value and the unit will control the amount charged.


1. Select the Year Level to charge.

2. Check the Subject Period is Correct.

3. Select the Cost Centre.

4. Enter a dollar amount for each Unit to be charged, this is used across all subjects.

5. Click Begin Run and select Yes to begin charging.

Students will be charged by the dollar value times the Unit entered in the Subject.


Rebates and Bursaries (discounts) Bursaries are a positive dollar discount and can be added:

Manually by adding run number to a Bursary entered in Account Master File/Bursary tab. The Bursary must have a run number; these Bursaries may be dollar discounts for scholarships.

Automatically by running the Discount Cal $ routine under Quick Family Accounting Adjustments. Rebates can be created through;

System – Rebate Code Setup Add Rebates to the Families through;

Account Master File//Rebates tab.

Bursaries

Bursaries – Manual Entry


Bursaries – Automatic Creation

Automatic Bursaries will be created with this routine with a run code of S;

Rebates

Rebate Codes;


Rebates are added to the Families via the Account Master File/Rebates tab;

Crediting Bursaries or Rebates


1. Click New Item.


3. For a Rebate select the Rebate Code you will be running;

Click Begin Charging to start the process.

4. For a Bursary enter the Run number in the Select Items containing field then;

Click Begin Charging to start the process.


Finalising the Batch Prior to finalising the Batch entries can be added, edited or deleted. At this stage, the charges and credits (rebates and bursaries) have not been written against the Student records. To create the invoices against the Students/Families the batch must be finalised. This process will write the transaction details against the students’ records as well as the balances against the families. IMPORTANT: Make sure you run the reports and check before finalising batch – as once Finalised the Batch does not get Unfinalised.

Finalise Batch Click and select Yes to update the charges to the family accounts. Once completed, this routine will clear the view in readiness for further processing of new batches.

CatchUp – (students that where missed when doing original billing) Batch Billing is a unique feature enabling automatic billing to Students who may have been missed in the Billing Batch and you need to bill them and send out accounts. The original Batch must be finalised. CatchUp will proceed to charge Students only if the specific Cost Centre has not been for the Period displayed, a different Period can be selected. CatchUp is available in the following tabs;

Miscellaneous Charges

Subject by Subject

Subjects by Units

Rebates and Bursaries

Autobill Macro Create a new Batch and select the CatchUp button.


Split Billing A split billing Batch is automatically created when the accounts are run and the Split Bill option is selected. IMPORTANT: Once Split billing has been run you cannot unfinalise the Batch without the help of PCSchool. For information on creating Split Billing read the Account Master File section.

1. The Split billing Batch created will be automatically named.

2. The Description will be automatically entered.

3. There will be two lines created for the Students of each Family against each Cost Centre.

4. The Cost Centre will be automatically entered.

5. You will have a Negative and Positive amounts to credit and debit the Families.


Bad Debt Write Off At some stage you may need to write off bad debts, the best way to proceed with these is through Batch Billing. It is optional to create a Bad Debt Ledger Account; this is entirely up to the School;

If you wish to keep a record of Bad Debts that have been written off as against incorrect Billing being reversed, create a Model Account for this purpose.

Two Cost Centres, in Debtors, will need to be created and attached to this account; one attached to an account with GST and one without GST.

The alternative is to use the original Cost Centre, whichever way you choose the process is the same. You can write the amount off as one amount or as individual amounts, there is no right or wrong way only the way your school wishes it to be done.

1. Create a batch for the Write Off.

2. Click New Item to create new lines for each Family.

3. Enter the Details for this Family.

4. Select a Student;

You can write of the amounts against one Student or Individual Students.

5. Select a Cost Centre;

This can be one Cost Centre or individual Cost Centres.

6. Enter the negative amount.

7. Check the amount is correct.

8. Finalise the Batch.


Macros: After an initial billing of standard charges there is the option to create a Macro. This is a template of all standard billing lines that can be run automatically to create future billing batches, based on the billing lines contained within the Macro. Once the Macro has been created it can be edited to reflect any changes to charges and re-saved when necessary. This is generally standard practice at the beginning of a new year when $ values of the charges are most likely to have changed.

Create a Macro from a previous Billing Batch

A Macro can be created from a Billing Batch;

If a previous Batch is not available run the Billing first and use the batch to create a Macro. Open a Previous Billing Batch or complete your Billing and reopen the Batch.

1. Open a previous Batch that has the Billed lines you wish to duplicate.

2. Go to the Auto Bill Macro tab.

3. Enter a number for the new Macro.

4. Enter your description for this Macro.

5. Click Rebuild Macro. This will create the Macro lines and the Macro can be used repeatedly for Billing.


Macro - Billing

Once you have created the Macro, you can proceed to process a billing run based on the standard billing lines within this Macro. Prior to running the Macro go to Quick Family Accounting Adjustments and run;

A Family Child Scan

Discount Calc % and/or the Discount Calc $ if they are to be a part of the Batch (if using)

Have set up the Discount Tables as above

1. Click [New Batch to open a new batch.

2. The [date] will default and can be changed if incorrect.

3. [Description] Enter your Description for the Batch.

4. [Autobill Macro] select the tab

5. [Macro No.] select the Macro to Load

6. Click [Load and Apply]


Once charges have been created, billing items can be edited, deleted or added to this batch. To create the invoices against the students and families the batch must be finalised.

1. The Macro lines will be created.

2. The billing can be edited, added to or deleted.

3. Finalise the Batch to create the Accounts.


Macro – to update a Macro

Once a Macro has been created it can be run each year after updating the information.

1. Click [New Batch]

2. Enter a [Description] for the Batch

3. Go to the [Autobill Macro] tab

4. Select the Macro to update

5. Click [Load only]


Making changes to lines:

1. Highlight a line to be changed.

2. Go to the Tab to make the changes, this will be the tab that is active and not greyed out.

3. Make any changes necessary.

4. Click Begin Charging.

5. Select No.


Macro – rebuilding

Updating the Macro from current transactions.

1. Go to the [Autobill Macro] tab

2. Select the [Macro No.] you are replacing

3. Click [Rebuild Macro]

4. The details will be updated


Billing using a Tagset

Create a Tagset

A Tagset can be created form Students in the Transaction Detail tab.

1. Select the Batch that holds the Students.

2. Highlight the line you with to create the Tag Set from.

3. The list of Students will be in the Transaction Detail tab.

4. Click Create Tagset.


1. The Students can be viewed in the Grid.

2. Go to the Save/Open tab.

3.

Select to Save the Tagset as;

Student Tagset will be available for selection in Student related fields.

Family Tagset will be available in Family related fields.

Follow the prompts to save the file.

4. When the Tagset is required, click open and select the file you saved.

Documents

Batch Billing - Pcschool · Batch Billing – Procedure 1. Set up the Discount Tables (for the first time using) 2. Run a Family Child Scan as per the manual 3. Proceed with the Billing