For schools that bill in arrears using the attendance rolls, it is important to conduct the billing process in a specific order to ensure accuracy. This document is a checklist and links to other article to detail the processes themselves. Links are in the Related Articles section below this article.

Step 1: Send Lessons Given to Accounts 

For more information and instructions see Billing Tuition in Arrears.

Step 2: Send Scholarships/Discounts to Accounts 

Send any special funding arrangements - discounts, scholarships, bursaries - to accounts.

For more information and instructions see Billing Tuition Discounts in Arrears.

Step 3: Send Ensemble Fees to Accounts

Go to Common Tasks > Billing > Send Ensemble/Class Fees to the Accounts File.

This script follows the find, preview, review process.

Once all line items in the review are correct, close the window.

Step 4: Send Ensemble Discounts to Accounts 

Go to Common Tasks > Billing > Send Ensemble/Class Discounts to the Accounts File.

This script follows the find, preview, review process.

For more information, including special considerations for billing in arrears, see Billing Ensembles.

Once all line items in the review are correct, close the window.

Step 5: Bill for Music Book or Other 

Go to Common Tasks > Billing > Bill All Tuition Enrolments for Music Diary/Other.

This script works well for any additional fees charged on a per enrolment basis (such as music book charges)

This script follows the find, preview, review process. If you only wish to apply the charge to a subset of tuition enrolments, make customisations to the find, or omit records at the preview. The amount and description of the charge are set via prompt after the preview.

Once all line items in the review are correct, close the window.

Step 6: Send Instrument Hire to Accounts 

Go to Common Tasks > Billing > Send Instrument Hire Fees to Accounts File.

For more information and instructions see Billing Instrument Hire.

Step 7: Send Exam Fees to Accounts 

Go to Common Tasks > Billing > Send Exam Fees to the Accounts File.

This script follows the find, preview, review process. 

Once all line items in the review are correct, close the window.

Exam records are marked as billed when sent to accounts, and the default find for the script excludes exams that have been sent. As a result, it is safe to run this script multiple times over a billing period. It is often best to use this script whenever exams as soon as exams are finalised. 

Step 8: Send Accompanist Fees to Accounts 

Go to Common Tasks > Billing > Send Accompanist Fees to the Accounts File.

This script follows the find, preview, review process.

Once all line items in the review are correct, close the window.

Accompanist fees are marked as billed when sent to accounts, and the default find for the script excludes exams that have been sent. As a result, it is safe to run this script multiple times over a billing period. It is often best to use this script whenever exams as soon as exams are finalised.

Step 9: Send Camp or Excursion Fees to Accounts 

Go to Common Tasks > Billing > Send Camp or Excursion Fees to the Accounts File.

For more information and instructions see Billing Camp & Excursion Fees.

Step 10: Send Miscellaneous Charges to Accounts 

Go to Common Tasks > Billing > Miscellaneous charges (for one or more students).

This script follows the find, preview, review process. The find is run inside the Students File, so the charge will be applied once to each found student. 

Once all line items in the review are correct, close the window.

Step 11: Create Miscellaneous Charges for Individual Students 

To add a charge for a single student, navigate to the Accounts tab in the Students File and find the student. Use the green plus in the Accounts tab to add a line item for that student. 

Step 12: Send Charges for Additional Paid Work to Accounts 

To send additional paid work that was entered as billable to a student to the Accounts File, select Send Student Charges to Accounts File from the Salaries menu. 

The script will preview the charges before sending them. 

Step 13: Process Unbilled Amounts 

To finalise billing, run Common Tasks > Billing > Process All Unbilled Amounts. 

The displayed records are all line items without a date in Date Billed. There are two options for finalising these: 

  • Select one of the ‘Save/Send’ options to produce a spreadsheet for the accounts department. 
  • Select Produce Invoices to create invoices to be sent to the debtors. 

These options and processes are covered in more detail in the Process All Unbilled Amounts.

Step 14: Update Fees and Re-Lookup 

Once the lessons have been billed, it is safe to update fees for the following billing period if necessary. This can be done any time up until the creation of the first rolls of the new billing period:

  • Update the tuition fees as needed. Select Re-Lookup from the tuition fees to apply any changes to the fees.
  • Update the ensemble fees as needed. Select Re-Lookup from the ensemble fees to apply any changes to the fees.
  • Update any other fees and re-lookup as needed.

Step 15: Manually Entering Data Throughout Term 

Throughout the term, charges can be manually entered such as charges for strings or reeds. These can be manually entered using the green plus on the Accounts tab in the Students File for the given student.