Overview
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. The items can then be reviewed before being processed using one of the green buttons at the bottom of the screen. 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 button to create invoices to be sent to the debtors.
- If a ‘Save/Send’ option is used, billing statements can also optionally be produced.
Invoiced vs Uninvoiced
The Student Accounts File stores data on past ('invoiced') and upcoming ('uninvoiced') billing. This means it acts as both a historic record of items billed and as a temporary 'carpark' for the various upcoming music charges. All billing line items are created 'uninvoiced' and will remain in that state until processed.
Status displays whether a given line is 'invoiced' or 'uninvoiced'. Status sets automatically to 'invoiced' when a date is entered into Date Billed. If Date Billed is null Status automatically sets to 'uninvoiced'.
Processing Uninvoiced amounts
The Process All Unbilled Amounts script finds and displays all 'uninvoiced' line items.
Found records are then displayed. They can then be edited, deleted, omitted and sorted. The find function can be used to find just a subset of 'uninvoiced' line items (make sure to include 'uninvoiced' in the find request).
To proceed, select one of the processing options. Music Monitor will enter the current date into Date Billed and automatically change Status to 'Invoiced'.