Configure Cycle Settings

Use the Cycles option in the Configuration tab to create and manage billing cycles in Fees Billing. Each cycle typically represents one school term.

Choose to:

• Add a Billing Cycle. If you are using direct debits, the number of billing cycles listed for each academic year must be equal to the number of cycles set up in the Global option.
• Activate or Lock a Billing Cycle. Each billing cycle must be activated before it can be used. Conversely, locking a billing cycle after use prevents it being used in error.

• Select the Default Billing Cycle. Choose the billing cycle which is displayed first throughout Fees Billing.
• View and Post Fee Allocations in a Billing Cycle. Fees are allocated to groups of pupils linked to each billing cycle. Fee allocations must be posted to groups to be listed on pupil accounts. 
• Edit a Billing Cycle. Use this to change the default text displayed on invoices before running a billing cycle.
• Delete a Billing Cycle. Remove a billing cycle that has been added in error.

Add a Billing Cycle

To add a billing cycle, follow the steps below:

1. Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Cycles from the Navigation tab to display the Cycles screen:
   
3. Click Create a New Cycle. The Cycle Creation Wizard opens:
   
4. In Step 1 of the wizard, either:
   Select a term from the Term Association drop down list. Your selection populates the other fields in Step 1 to save time (term dates are set up in the School Manager module). 
   
   • You can overwrite any of the fields which have been completed automatically, if required. Use the table below to help you.
     or

   • Complete the fields available:

     Field	Explanation
     Name	Enter a name for the billing cycle. You may prefer a name which reflects the term that the cycle is in. Billing cycle names must be unique.
     Academic School Year	Select a school year from the drop down list.
     Start Date	Click to select a start date for the billing cycle. Click to clear this field.
     Early Payment Date	This function is not currently in use.
     Due Date	Click to select the due date for payment of invoices generated in the billing cycle. This date is displayed on all invoices generated in this billing cycle. Click to clear this field.

5. Click Next. You can only move onto Step 2 if the billing cycle name you have entered is unique.
   An example of Step 2 of the wizard is shown below:
   
6. In Invoice Settings add text to display on invoices generated in the billing cycle. This overwrites any default text set up in the Configuration tab. Two fields are available:
   
   • Text before payment details. Add text to display before payment details on each invoice. Use this to add information such as payment terms.

   • Text after payment details. Add text to display after payment details on each invoice. Use this to add information such school contact details, in case of query.

   Click to return to last saved text.

7. Check the Active box to mark the cycle as active. You can only post into a billing cycle which is marked as active.

8. Click Finish. The new billing cycle is displayed in the Cycles screen.

Activate or lock a billing cycle

Each billing cycle must be activated before it can be used. Conversely, locking a billing cycle after use prevents it being used in error. There is no limit to the number of billing cycles listed as 'Active' or 'Locked'.

You can only view information for active billing cycles in the Cycle View tab.

The status of a billing cycle is identified by icons displayed in the Active column of the Cycles screen:

•  indicates that a billing cycle is active.
•  indicates that a billing cycle is locked and cannot be used.

To change the status of a billing cycle, follow the steps below:

1. Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Cycles from the Navigation tab to display the Cycles screen.
3. Locate the column marked Active and the billing cycle that you want to edit.
4. Either:
   
   • Click  to lock the cycle. The icon changes to .
     or
   • Click  to activate the cycle. The icon changes to .

Select the Default Billing Cycle

Choose the default billing cycle which is be displayed throughout Fees Billing. The default billing cycle is identified by  icon in the Default column of the Cycles screen.

To select the default billing cycle, follow the steps below:

1. Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Cycles from the Navigation tab to display the Cycles screen.
3. Locate the column marked Default and the billing cycle that you want to edit.
4. Click the  icon to change it to a .

View and Post Fee Allocations in a Billing Cycle

Fees are allocated to groups of pupils from the Accounts and Charges tab. The Cycles screen provides a useful overview of the fee allocation process for each billing cycle. You can also use the functions in the Cycles screen to post all fee allocations listed for a selected billing cycle. Fee allocations must be posted to groups to be listed on pupil accounts.

An example of how fee allocations are displayed is shown below:

The column labelled Alloc. is highlighted using a traffic light system to indicate where you are in the fee allocations process.The number of fee allocations which have been posted to the billing cycle is also displayed.

Use the post fee allocations function in the Cycles screen to allocate fee details for all groups of pupils linked to a selected billing cycle.

It is not recommended that you post all fee allocations at the same time. You have more control of fee allocations by posting allocations group by group using the Fee Allocations option.

To post all fee allocations, follow the steps below:

1. Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Cycles from the Navigation tab to display the Cycles screen.
3. Locate the billing cycle that you want to work in and click .
   There is a slight delay while the allocations are loaded.
   Once all fee allocations have been posted the count in the Alloc. column is highlighted green. The total number of allocations is also displayed.

Edit a Billing Cycle

Choose to change the details listed in a billing cycle. You may want to change the default text displayed on invoices before running a billing cycle.

Any changes are not reflected in your external accounting package, if you use one.

To edit a billing cycle, follow the steps below:

1. Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Cycles from the Navigation tab to display the Cycles screen.
3. Click  in the billing cycle that you want to edit. Step 1 of the Cycle Creation Wizard opens, an example is shown below:
   
4. In Step 1 of the wizard, either:
   
   • Select a term from the Term Association drop down list. Your selection populates the other fields in Step 1 to save time (term dates are set up in the School Manager module). You can overwrite any of the fields which have been completed automatically, if required. Use the table below to help you.
     or
   • Complete the fields available:

   Field	Explanation
   Name	Enter a name for the billing cycle. You may prefer to choose a name to reflect the term that the cycle is in. Billing cycle names must be unique.
   Academic School Year	Select a school year from the drop down list.
   Start Date	Click to select a start date for the billing cycle. Click to clear this field.
   Early Payment Date	This function is not currently in use.
   Due Date	Click to select the due date for payment of invoices generated in the billing cycle. This date is displayed on all invoices generated in this billing cycle. Click to clear this field.

5. Click Next. You can only move onto Step 2 if the billing cycle name you have entered is unique.
   An example of Step 2 of the wizard is shown below:
   
6. In Invoice Settings add text for invoices generated in the billing cycle. This overwrites default text set up in the Configuration tab. Two fields are available:
   
   • Text before payment details. Add text to display before payment details on each invoice. Use this to add information such as payment terms.

   • Text after payment details. Add text to display after payment details on each invoice. Use this to add information such school contact details, in case of query.

   Click to return to last saved text.

7. Use the Active checkbox to mark the cycle as active or inactive. You can only post into a billing cycle which is marked as active.
8. Click Finish. The billing cycle is displayed in the Cycles screen.

Delete a Billing Cycle

Remove a billing cycle that has been added in error.

Any fee allocations which have been posted to pupil accounts in a deleted billing cycle are removed from pupil accounts.

To delete a billing cycle, follow the steps below:

1. Select the Configuration tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Cycles from the Navigation tab to display the Cycles screen.
3. Click  in the billing cycle that you want to delete.
   You are prompted Are you sure you want to delete this cycle?
4. Select OK.
   The billing cycle is deleted.