Overview
Music Monitor can produce Billing Statements and send them to Debtors. These statements are intended as a supplement to a typical school invoice, which offers less detail. Billing Statements should be used in conjunction with sending billing data to an accounts department for processing and invoicing.
Billing Statements should not be modified or deleted unless the Accounts Department make the same changes.
Billing Statements should not be produced until AFTER you have finalised and exported the billing lines. See Process All Unbilled Amounts for guidance.
Settings
To use Billing Statements, the following settings must be selected:
Home > Settings wheel > General Settings
Select Student Accounts and set the options as shown.
Procedure
To make use of Billing Statements, first follow a standard billing procedure and finalise your billing lines using a "Save" option.
Then, to produce billing statements, go to Common Tasks > Billing > Produce Billing Statements.
Billing Statements require debtor details to be imported from the students file, so you will first be asked if you wish to run this process.
*New in 2026!* From v 9.296 onward, this step appears later in the process, after you select the Finalise billing button.
The script will then find all line items with the most recent Date Billed and display them for review. (You can do another find on this screen if you wish to find records with a different billing date.)
If you are happy with the found set of line items, select the blue Click for options to finalise billing button at the top of the screen, select Produce Billing Statements and then Finalise billing.
Setup Screen
At this step in the process, you will be taken to a Setup screen.
Note: The fields here are the same ones used in the Invoice setup, so in this sample the content is clearly more suited to an invoice. Edit as needed.
Document Title: Enter a heading (eg. "Billing Statement")
Text: There are two text boxes where you can write any text you wish to display at the bottom of the billing statements. Suggestions are given in blue.
Optional Settings: The total outstanding balance takes account of all billing lines on that debtor's account, and may be different from the total calculated on this particular statement.
*New in 2026!* From version 9.290 onward, you can include a clickable payment link on your billing statement.
Contact us for help setting up the URL calculation so that it pre-fills your form for your customer with some information picked up from their records (e.g. Debtor ID, email address).
Select Continue and the billing statements will be produced (depending on how many line items are in the found set, this could take a couple of minutes).
The script will pause in Preview mode and you will be able to scroll through the Billing Statements to check them. If you wish to change anything about the set-up, select Continue at the top right of the screen and another dialog box will appear. You can select Cancel and start over, or OK to finalise the Billing Statements.
When the process is finished, you will see a list of Billing Statements (they are actually called 'Invoices' on this screen, but you can ignore that!)
Select the envelope at the top of the screen and Email or Print Invoices for Found Set to send the statements. (We usually suggest doing a find for a smaller group to test this process first eg. Ref Nos 1...10. There's nothing worse than jamming your computer with a bunch of emails that are not sending properly!)