Overview

The process to finalise billing records enters a date in the Date Billed field. That has two effects:

  • The Status changes automatically from "Uninvoiced" to "Invoiced".
  • The record is no longer editable.

If you select to generate invoices in this step, rather than simply export for an accounting system, an invoice number is entered in the Invoice field.

Prior to being finalised, billing records already appear in the Accounts tab of the Student and the Line Items tab of the Debtor, but they have no Date Billed and they are white. Once billed, they are shaded yellow.

Process Unbilled Amounts

This is usually the last stage in your billing process, after you have worked through all the scripts in Common Tasks > Billing to send various types of fees to accounts. See the related articles for the different kinds of fees you may want to send across. Key scripts include:

To process all uninvoiced (or 'unbilled') student accounts line items, go to Common Tasks > Billing > Process All Unbilled Amounts.

The script opens the Student Accounts File with the uninvoiced line items in the found set.

Review the records and use the eye icon to Omit any that you do not wish to include in the billing run.

You can also directly edit the records in this screen, if needed.

Once you have the correct list, select the blue Click for options to FINALISE billing button at the top.

The exact options available vary depending on the settings selections in General Settings. 

The main options are to: 

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

The menu will pre-select the option you chose last time, which will generally be the correct one for your business process. If you are starting new, please check with our support team to confirm which option you will be using.