Overview
When a student starts a new enrolment after you have completed your bulk run of billing for the term (or other billing period), it's necessary to use the Send to Accounts button to create a billing line for that one enrolment. If you are concerned that some may have been missed, you may want to find all unbilled enrolments.
The simplest way to find these records in Music Monitor is to start working through the script to send fees to accounts. This article explains the processes for both tuition and ensemble enrolments.
If you do find any unbilled enrolments, it is likely that you will want to bill them now, in which case you can continue with the script to create billing lines.
Tuition Enrolments
Go to Home > Office Admin > Billing
Select Send Tuition fees to Accounts File
Select "No" to including Pending enrolments, as the ones you're looking for will all be current or assigned now.
The script will display a Find screen with a row for Current enrolments and a row for Assigned enrolments (those with a future start date). Enter an equals sign "=" in the Last Date Sent field on each row.
Select Perform Find.
The script will display all tuition enrolments whose Status is "Current" or "Assigned" and have no date in the Last Date Sent field - that is, they have never had a billing line created for them.
In this screen, you can review the enrolments and the number of lessons they are set up to be billed for. If needed, you can select the green Send to Accounts button at the top to create billing lines for all these enrolments.
Ensemble Enrolments
The process to find unbilled ensemble enrolment records is very similar to tuition, but the Find screen in the script does not have the Last Date Sent field, so you must perform the find first and then refine your results afterwards.
Go to Home > Office Admin > Billing
Select Send Ensemble fees to Accounts File
Select "No" to including Pending enrolments, as the ones you're looking for will all be current now.
The script will display a Find screen. Select Perform Find.
The script will display all current Ensemble enrolments. Sort the list by Last Date Sent:
In the black top bar, select Sort
You will see a dialogue in which all the available fields are listed in a box on the left, and the fields for sorting are listed in a box on the right. In this view, the Last Date Sent field is named "Sent to Accounts file". In the left box, scroll down to find the Sent to Accounts file entry and double click on it to add it to the sort list on the right.
In the right box, grab hold of the Sent to Accounts file entry by the tiny double arrows on the left of the label and drag it to the top of the list.
At the bottom of the dialogue, select Sort.
If you have records with nothing in the Last Date Sent field, these will now be at the top of the list. To restrict your list to only these entries, right-click on the empty space in one of these records and select Constrain Found Set.
In this screen, you can review the enrolments and the number of lessons they are set up to be billed for. If needed, you can select the green Send to Accounts button at the top to create billing lines for all these enrolments.