Overview
You may issue students with items such as reeds, strings, workbooks, etc., and need to bill the cost to the students' accounts.
There are two ways to achieve this.
Add a charge from within an individual student's record
Run a script to add charges in bulk
Add a Charge from Within an Individual Student's Record
This is best done from the Accounts tab in the Students file.
If your system displays the Debtors file, you can do the same thing from the Accounts tab in that file.
Use the green + button to add a new record.
Fill in the fields.
Note that the first three fields give drop-down options but you can overwrite with any text.
Category - This gives you a drop-down of Account Category entries you have used in your Fees file.
Description 1 - The options in this drop-down are selectively populated by those entries in your Miscellaneous Fees file that have the Account Category you have chosen above.
Description 2 - The options in this drop-down are selectively populated by those entries in your Miscellaneous Fees file that have the Description 1 you have chosen above.
Amount - The fee you have set up for this item will populate in here.
Student - If you have opened this from the Students file, this will be pre-filled. If you have opened it from the Debtors file, you can choose a student from the ones connected to this debtor.
Date Billed - In most cases, do not fill in this field. Exceptions exist, such as if you are processing a refund.
Run a Script to Add Charges in Bulk
This script is found at Common Tasks > Billing > Miscellaneous charges (for one or more students).
For example, you may need to charge all the Choir students for a performance uniform; or all the Year 7 students for a music text book. You can search for that group of records and then enter the charge details. They will all be charged at once, saving you having to find each one and entering a charge individually.
Note: This script will bill each selected student once. If you need to bill the students once per enrolment (e.g. if the charge is for something like a lesson diary that is issued with each enrolment), see instead Bill all Tuition enrolments for music diary/other.
The script opens on a Find screen in the Students file.
Select OK to the pop-up.
The fields relating to enrolments on this screen (Subject, Lesson Type, Total Subjects, Ensembles, Total Ensembles) will only find current activity, so in many cases, the fields you see will allow you to perform a search that isolates just the students you need to apply a charge to.
If you need to do a more complex search, select the Form View icon in the top bar.
That opens the more detailed view of the Students record screen, allowing you to search using fields in all of the tabs available in this file.
Once you have entered your search criteria, select Perform Find in the top bar.
You will come to a screen showing your search results and prompting you to select Continue or Cancel.
If you can't see these options, go to the very top menu and select View > Status Toolbar to display the bar that shows these buttons.
Then select Continue.
You will come to the screen where you select the details of the item to be billed, as above. You will not need to fill in the Student Name, as that will be drawn from the list you've generated in your search.
After saving, you will be asked to enter the Term and Year information for the billing lines. The lines will then be created and you will see them displayed in the Billing Preview screen.
If you want to export just these records in a batch for your accounts department, you can use the blue button at the top marked Click for options to FINALISE billing.
You can always finalise and export these lines later. See Process All Unbilled Amounts for guidance.