Manage an Individual Pupil Account > Manage Billing Contact Account Details

All billing contact details can be accessed in Fees Billing through pupil accounts under the Cycle View tab. Billing contacts are those pupil contacts who are responsible for settling pupil accounts. Billing contacts are set up in the Pupil Manager module.

Before generating any invoices you must ensure that each billing contact has the following account details listed:

• An account code. Billing contact account codes are used as a customer account code reference in your Sage sales ledger (where applicable). Each billing contact and pupil must have a unique account code. See Create a Pupil Account Code for more information on pupil account codes.
• Bank account details. These are only required for pupil contacts who have chosen to pay an invoice by direct debit.

To manage account details for a billing contact, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Single Pupil Views from the Navigation tab to display the Single Pupil View screen.
3. Use the filters available to refine your search and select the pupil record that you want to edit.
4. Select the Billing Contacts tab. All billing contacts for the pupil are listed here:
   
5. Scroll to the billing contact you want to set up and click  in the top right hand of the screen.
   The Edit Billing window is displayed:
   
6. Choose to:

• • Add Billing Contact Account Details. Generate an Account Code and add bank account details for your selected billing contact.
  • Edit Billing Contact Account Details. Change the bank account details listed for your selected billing contact.
  • Delete Billing Contact Account Details. Remove all the bank account details listed for your selected billing contact.

Add Billing Contact Account Details

More than one bank account can be listed for each billing contact.

1. Each billing contact must have a unique Account Code. The format of these codes is set up in the Configuration tab. It is not possible to use the same account codes for billing contacts and pupils. Account codes can be entered in one of two ways, either:
   Enter a unique account code of your choice into the Account Code field. Billing contact account codes are used as a customer account code reference in your Sage sales ledger (where applicable).
   or
   1. Click  next to the Account Code field to automatically generate a number. Each number generated is unique.
   2. Click  to select the number or  to generate another number.
2. Enter the billing contact's bank account details in the Account Details section. This is only required for billing contacts who choose to pay by direct debit.
3. Click Save Account. The account details are listed.

4. Set up a direct debit for the account if required.

   Click here for more information.

   An example of the Direct Debits tab is shown below:
   

   1. Select a Payment Preference from the drop down list. Select either:
      
      • 'Separate arrangements per pupil'. This is only displayed when other pupils (usually siblings) are linked to the billing contact. It is recommended that you select this option so that an individual invoice is generated for each pupil account linked to the billing contact.
        or
      • 'Single arrangement'. This option produces a single invoice to cover all pupil accounts linked to the billing contact. It is not recommended that you select this option. Problems can occur when a new sibling joins the school.
      The summary section of the window changes depending on your selection in Payment Preferences. In both versions a summary is provided showing fee, disbursement and deposit values.
   2. Check the Options box to split fees and disbursements into different payment plans. This is useful if billing contacts prefer fees to be spread throughout the year but disbursements to be paid termly.
      When the Options box is checked, separate direct debit sections are displayed for each of the payment plans you want to apply.
   3. In the Direct Debit section/s use the drop down lists to select:
      
      1. A direct debit payment plan. Only variable plans are listed if you have chosen not to split fees and disbursements.
      2. The billing account the payment is be collected from.
      3. The mandate reference which will identify the direct debit on billing contact accounts. You may find it useful to use the pupil account code or a custom account code if you have chosen to have separate direct debits for each child.
      4. A date for the direct debit to start from. All future collections are based on this date. This field is not available for variable payment plans.
   4. Click Save Details.
      The plan is now displayed in Generate Schedules in the Direct Debits tab. You are now ready to generate a direct debit payment schedule.
5. Select the Invoice Preferences tab and set email and portal preferences for receiving invoices:
   
   
   1. Use the radio buttons to set when invoices are sent by email to contacts. Defaults are set in the Configuration tab.
   2. Use the checkboxes next to each contact to select who is to receive invoices by email.
   3. Check Invoices on Parent Portal if you want invoices for this pupil to be accessed on the portal.
6. Click Save Details. A message is displayed confirming that the details have been saved.
7. Click Cancel & Close to close the Edit Billing window.
8. Once you have added billing contact account details you can adjust the charges and discounts on pupil accounts.

Edit Billing Contact Account Details

Update the bank account details or Account Codes that are listed for a billing contact.

If you need to change the Account Code used for a billing contact and you link iSAMS with an external accounts system you must ensure that the Account Codes still correspond. This ensures that all links between the two systems run as expected.

1. Each billing contact must have a unique Account Code. Account codes can be entered in one of two ways, either:
   Enter an account code of your choice into the Account Code field.
   or
   1. Click  next to the Account Code field to automatically generate a number. Each number generated is unique.
   2. Click  to select the number or  to generate another number.
2. Either:
   Complete the Account Details section.
   or
   1. Click  in the bank account listed to display the current Account Details.
   2. Edit the details displayed, as required.
3. Click Save Account. The new information is listed. The previous Account Details are overwritten.

4. Set up a direct debit for the account if required.

   Click here for more information.

   An example of the Direct Debits tab is shown below:
   

   1. Select a Payment Preference from the drop down list. Select either:
      
      • 'Separate arrangements per pupil'. This is only displayed when other pupils (usually siblings) are linked to the billing contact. It is recommended that you select this option so that an individual invoice is generated for each pupil account linked to the billing contact.
        or
      • 'Single arrangement'. This option produces a single invoice to cover all pupil accounts linked to the billing contact. It is not recommended that you select this option. Problems can occur when a new sibling joins the school.
      The summary section of the window changes depending on your selection in Payment Preferences. In both versions a summary is provided showing fee, disbursement and deposit values.
   2. Check the Options box to split fees and disbursements into different payment plans. This is useful if billing contacts prefer fees to be spread throughout the year but disbursements to be paid termly.
      When the Options box is checked, separate direct debit sections are displayed for each of the payment plans you want to apply.
   3. In the Direct Debit section/s use the drop down lists to select:
      
      1. A direct debit payment plan. Only variable plans are listed if you have chosen not to split fees and disbursements.
      2. The billing account the payment is be collected from.
      3. The mandate reference which will identify the direct debit on billing contact accounts. You may find it useful to use the pupil account code or a custom account code if you have chosen to have separate direct debits for each child.
      4. A date for the direct debit to start from. All future collections are based on this date. This field is not available for variable payment plans.
   4. Click Save Details.
      The plan is now displayed in Generate Schedules in the Direct Debits tab. You are now ready to generate a direct debit payment schedule.
5. Select the Invoice Preferences tab and set email and portal preferences for receiving invoices:
   
   
   1. Use the radio buttons to set when invoices are sent by email to contacts. Defaults are set in the Configuration tab.
   2. Use the checkboxes next to each contact to select who is to receive invoices by email.
   3. Check Invoices on Parent Portal if you want invoices for this pupil to be accessed on the portal.
6. Click Save Details. A message is displayed confirming that the details have been saved.
7. Click Cancel & Close to close the Edit Billing window.

Delete Billing Contact Account Details

Remove all the bank account details listed for your selected billing contact.

1. Click  in the account details listed.
   You are prompted Are you sure you want to delete these billing account details?
2. Select OK.
   The bank account details are removed.
3. Click Save Details. A message is displayed confirming that the details have been saved.
4. Click Cancel & Close to close the Edit Billing window.