Choose to amend individual pupil accounts in Fees Billing after invoices have been generated for a selected billing cycle. Use this function to make unexpected amendments to pupil invoices, this might be necessary if a bill payer has queried an invoice value. It is not possible to amend multiple pupil accounts in bulk, each account must be amended separately.
Do not make amendments to pupil accounts after invoices have been 'Sent to Sage'; this causes duplicate invoices on the sales ledger. In this instance you must create a new billing cycle for the new charges or credits on pupil accounts and process the billing cycle separately.
To amend a pupil account:
- Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
- Select Single Pupil Views from the Navigation tab to display the Single Pupil View screen.
- Use the filters available to refine your search and select the pupil record that you want to work with.
If an invoice has already been generated for your selected pupil account the Make Amendments button is displayed:
- Choose to amend any of the following in a pupil account:
- Charges and discounts made to a pupil account.
- Billing contact account details. Add bank account details or create account codes. Each billing contact must have a unique account code.
- Billing notes. Customise the templates used for billing notes in individual pupil accounts.
- Split billing for pupil invoices.
- Pupil account code. Each pupil account must have a unique account code.
- Deposits on a pupil account. Add or refund deposits on pupil accounts.
- Account notes. Account notes can be displayed on remittance notes or be for internal use only.
- Once you have amended your selected pupil account, click Finish Amendments. This only applies when making changes to charges and discounts on a pupil account.
You are now ready to generate pupil invoices. - Select the Invoice Generation tab and work through the Invoice Wizard:
- Run prerequisite invoice checks. All data to be processed is checked and issues are highlighted for you. Any problems with the invoice run can be resolved at this stage.
- Preview invoices. Apply amendments to pupil invoices.
- Produce invoices. Select to generate amended invoices.
- Publish invoices. Generate your amended invoices. Choose to generate a single PDF file or separate invoices. These can be posted or emailed to billing contacts. You can also choose to publish individual invoices to the Parent Portal.
- Your amended invoice generation procedure is now complete.