Billing notes are displayed on pupil bills to provide detailed information on payment amounts and direct debit collection dates. For example, for invoices with a credit balance the billing note could state 'All credit balances will be refunded by cheque on 1 July'.
Billing note templates are used to create billing notes. All global billing note templates are listed under Billing Note Templates in the Configuration tab:
Global billing note templates are linked to billing cycles and used for all pupil invoices generated in the linked billing cycle. Each global billing note template can be amended for selected billing cycles or on individual pupil accounts, if required. See Customise Billing Note Templates if you want to amend a template on an individual pupil account.
In the Billing Note Templates screen each template is listed under an invoice category according to whether it is to be applied to a bill paid by direct debit or not. There is also a separate template category for templates to be used on invoices with a credit balance.
Default billing note templates are set up for you for under each invoice category. In addition to the defaults set up for you, each time a direct debit plan is added in Fees Billing a corresponding default billing note template is listed in the Billing Note Template screen.
Use the functions available in the Billing Note Templates screen to:
- Add a Template. Create a billing note template for a selected billing cycle.
- Edit a Template.
- Delete a Template.
Add a Template
Create a billing note template for a selected billing cycle. The template you create is based on a default template.
- Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
- Select Billing Notes from the Navigation tab to display the Billing Note Templates screen:
- Locate the category and default template that you want to work in and click
.
A popup window is displayed:
- Select a billing cycle for the billing note template. The template you create will only be used in this billing cycle.
- Either:
- Enter text for your template in the Template field, use parameters if required. Parameters refer to the dates and amounts listed in a direct debit schedule and must be added manually using the format displayed.
or - Click Use Defaults to populate the Template field with the same text and parameters as the default template. Edit as required to save time.
- Enter text for your template in the Template field, use parameters if required. Parameters refer to the dates and amounts listed in a direct debit schedule and must be added manually using the format displayed.
- Click Save and Close.
You may be prompted The Template has unused parameters. Do you really want to save it? - Select Yes. The template is listed in Billing Note Templates.
Edit a Template
To edit a billing note template, follow the steps below:
- Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
- Select Billing Notes from the Navigation tab to display the Billing Note Templates screen:
- Locate the template that you want to edit and click
.
A popup window is displayed:
- Either:
- Enter text for your template in the Template field, use parameters if required. Parameters refer to the dates and amounts listed in a direct debit schedule and must be added manually using the format displayed.
or - Click Use Defaults to populate the Template field with the same text and parameters as the default template. Edit as required to save time.
- Enter text for your template in the Template field, use parameters if required. Parameters refer to the dates and amounts listed in a direct debit schedule and must be added manually using the format displayed.
- Click Save and Close.
You may be prompted The Template has unused parameters. Do you really want to save it? - Select Yes. The template is listed in Billing Note Templates.
Delete a Template
Delete a billing note template that has been added in error.
To delete a billing note template, follow the steps below:
- Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
- Select Billing Notes from the Navigation tab to display the Billing Note Templates screen:
- Locate the template that you want to delete and click
.
You are prompted Do you really want to delete the billing note template xxx? - Select OK. The billing note template is removed.