Select the Global option in the Configuration tab to display the Global Settings screen for Fees Billing. Global Settings is usually the first screen to display when you open the Configuration tab. The selections you make in Global Settings are applied throughout Fees Billing. For example, set the number of billing cycles to be run each year.
To configure global settings, follow the steps below:
- Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
- Select Global from the Navigation tab to display the Global Settings screen:
A number of tabs are available for you to work with, follow the links to find out more:
- General. Select the number of billing cycles per year that you want to run. Also select whether you want to delay direct debit collection once an invoice has been generated. You can also choose to hide billing information from Pupil Manager users.
- Invoices. Set up the format of invoices and the convention for invoice numbers. Also configure the module so that invoices can be emailed and published to the Parent Portal.
- Discounts. Set up discounts which can be applied to fees.
- Account Codes. Set up the format of the account codes which are automatically generated in Fees Billing. It is important to configure different formats for pupil and billing contact account codes.
- VAT. Set up VAT codes to apply to invoices. This is not applicable in most schools.
Configure the General Tab
To configure default settings for Fees Billing, follow the steps below:
- Select General from the tabs available:
- You have three selections to make in the General tab:
- Cycles Per Year. Use the drop down list to determine the number of billing cycles you want to run each year. Choose '3' if you want to generate bills for three terms in the academic year. The number of billing cycles listed for each academic year in the Cycles option must equal the number selected here or Fees Billing will not function as expected.
- Variable Direct Debit Delay. Select the number of days that you want to to lapse between an invoice date and direct debit collection date. This is useful to allow for any invoice queries to be resolved before payment is collected.
- Hide Billing information in Pupil Manager. Check the box to increase the security of Fees Billing information. Fees Billing information is not displayed for users of Pupil Manager who do not have access to Fees Billing.
- Click Save once you have completed your selections.
Configure the Invoices Tab
Set up the format of invoices and the convention for invoice numbers. Also configure the module so that invoices can be emailed and published to the Parent Portal:
- Select Invoices from the tabs available.
Complete the Invoice Parameters section:
Field Explanation Allow Negative Invoices Check the box to generate invoices with a negative value when required.
This is useful for final bills when returning registration deposits.
Text before payment details
Add default text to display before payment details on each invoice. Use this to add information such as payment terms.
This text can be overwritten for individual billing cycles, if required.
Text after payment details Add default text to display after payment details on each invoice. Use this to add information such as school contact details, in case of query.
This text can be overwritten for individual billing cycles, if required.
One Pupil Per Invoice Check the box to generate individual invoices for siblings within your school. This can be overridden for selected sibling groups, if required. Use Billing Notes Check the box to enable further information to be added to invoices. This is useful for direct debit payment schedules. Summarise Items Check the box to consolidate disbursement items on invoices. This is useful if, for example, you have a number of taxi fares charged to an account and do not want to list individual journeys on an invoice. Transfer Charge In Account This is used when splitting pupil invoices between billing contacts. Select a nominal code from the drop down list to determine which nominal code is used to post incoming payments. Transfer Charge Out Account This is used when splitting pupil invoices between billing contacts. Select a nominal code from the drop down list to determine which nominal code is used to post outgoing payments. Deposit Account Select the nominal code to be used for consolidating deposits. PDF Save Location Each invoice generated in iSAMS is saved as a PDF. This is saved in the location shown here. There is not usually a need to change this location. Complete the Invoice Numbers section:
Field Explanation Use iSAMS Invoice Numbers Check the box to use invoice numbers automatically generated by iSAMS. Current Invoice Number The number of the last invoice generated is listed.
Edit this to continue invoice numbering from your previous billing system, if required. Enter the next invoice number to be generated.
Invoice Number Prefix Enter a prefix for your invoices, if required. You may want to add a prefix identifying your school or follow the convention used in your previous billing system. For example, use the prefix 'PRS' for 'Peter Rabbit School'. The use of prefixes prevents invoice number clashes when sending invoice details to your external accounts package. Complete the Invoices By Email section:
Field Explanation Send Invoices via email Check this box to enable sending invoices via email. Send Invoices via email for all Billing Contacts Check this box for all pupil contacts marked for 'Billing' to be emailed a generated invoice by default. Default email from Name/Address Enter the default sender name and email address when invoices are sent directly from iSAMS. - In Email Templates, click Create to display this popup window:
- Enter a Template Name and Email Subject. The Email Subject is displayed when the invoice is sent.
- Enter the body of the email using the merge fields and formatting bar, if required.
- Click Save Template and confirm your selection in the popup dialog box displayed.
The template is listed and can be amended or deleted at any time.
Complete the Parent Portal section:
Field Explanation Send Invoices to Parent Portal Check this box to enable invoices to be published to the Parent Portal. Invoicing on Portal for all Billing Contacts Check this box for all pupil contacts marked for 'Billing' to view their invoices in the Parent Portal. - Click Save Settings once you have completed your selections.
Configure the Discounts Tab
To set up discounts which can be applied to fees, follow the steps below:
- Select Discounts from the tabs available, an example is shown below:
- Check the box marked Allow Discounts to switch the function on.
Complete the Discount Options section:
Field Explanation Discount Priority Select the method for applying discounts to fees, the method selected can have a significant impact on the final total of a pupil invoice:
- Additive. Each discount applied to a pupil account is taken from the full credit amount on the account. For example, where a pupil's fees are £10000 with a 25% scholarship and a 5% sibling discount. A discount amounts of 30% (£3000) is deducted from the pupil account. The final bill is £7000.
- Cumulative. Each discount is applied to the running total on the pupil account. For example, where a pupil's fees are £10000 with a 25% scholarship and a 5% sibling discount. 25% (£2500) is discounted from the account, leaving £7500, then 5% (£375) is discounted. The final bill is £7125.
You can combine the method selected with 'parent/child' linked discounts when you start to add discounts to pupil accounts. Link a discount ('child') to a specific charge ('parent') on your bill, the discount is only applied to the selected charge.
Default Nominal Account Select the nominal code which is to be used as the default for discounts. Enable Legacy Discounts This function is not in use.
- Click Save once you have completed your selections.
Configure the Account Codes Tab
Set up the format of the account codes which are automatically generated in Fees Billing. Your selections determine the maximum length of the alphabetical prefix and numerical identifier of account codes.
Both pupil and billing contact account codes are configured from the Account Codes tab. All account codes used in Fees Billing (both pupil and billing contact) must be unique.
Billing contact account codes are used as a customer account code reference in your Sage sales ledger (where applicable). Each pupil account code linked to a billing account code refers to a different pupil and is used to identify pupil invoices.
To configure account codes, follow the steps below:
- Select Account Codes from the tabs available, an example is shown below:
- Use multiples of 'A' and '9' characters in the fields available to represent the alpha and numerical account code format that you want to use. You can only set the formatting for account codes using these characters.
Set up formatting for:- Account Codes. This refers to pupil account codes.
- Billing Account Codes. This refers to billing contact account codes.
- Click Save once you have completed your selections.
Configure the VAT Tab
You can list as many VAT codes as you need. You may want to use standard VAT code conventions here. If you choose to use VAT you must set up a VAT code to be applied for VAT exempt items.
To set up VAT codes, follow the steps below:
- Select VAT from the tabs available, an example is shown below:
- Check the box marked Allow VAT to switch the function on.
- Enter a VAT Code to identify the rate. Use a clear and concise term.
- Enter the Percentage of VAT to be charged using this VAT Code.
- Click Create. The VAT Code is listed.
Use 
and 
to edit or delete a VAT Code, if required. Any charges posted to pupil accounts are updated as VAT codes are changed or removed.