Manage an Individual Pupil Account > Customise Billing Note Templates

Billing notes are displayed on pupil bills to provide detailed information on payment amounts and direct debit collection dates. Choose to customise the templates used for billing notes in individual pupil accounts in the Fees Billing module. This is useful if you want to include bespoke billing notes on a pupil invoice. For example, you may want to change the standard refund date on a credit value invoice.

Billing notes can be customised for each of the billing contacts listed on a pupil account.

Choose to:

• Create a Template.
• Edit a Template.
• Delete a Template.

Create a Template

Create a customised billing note template based on an existing default billing note template.

To create a customised billing note template, 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 work in.
4. Select the Billing Contacts tab. All billing contacts and billing note templates for the pupil are listed here:
5. Scroll to the billing contact you want to work with. Click  next to the default template that you want to customise.
   A popup window is displayed:
   
6. Select a cycle for the billing note template.
7. 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 as the default template. Edit as required to save time.
8. Click Save and Close.
   You may be prompted The Template has unused parameters. Do you really want to save it?
9. Select Yes. The template is listed in Billing Note Templates.

Edit a Template

Edit any of the billing note templates listed for billing contacts in your selected pupil account.

To edit a billing note template, 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 work in.
4. Select the Billing Contacts tab. All billing contacts and billing note templates for the pupil are listed here:
5. Scroll to the billing contact you want to work with and click  next to the template that you want edit.
   A popup window is displayed:
   
6. 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 as the default template. Edit as required to save time.
7. Click Save and Close.
   You may be prompted The Template has unused parameters. Do you really want to save it?
8. 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:

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 work in.
4. Select the Billing Contacts tab. All billing contacts and billing note templates for the pupil are listed here:
5. Locate the template that you want to delete and click .
   You are prompted Do you really want to delete the billing note template xxx?
6. Select OK. The billing note template is removed.