Generating invoices - Creating a billing run

You can create bill runs for individuals, groups, school levels or even for your entire school population. MySchool tuition management module is easy to use and helps manage your organisation's customers. Create billing runs with a few simple steps.

Open your Invoice list view and click New Invoice, let's look at some of the possibilities. Choose the target population, and determine whether payment plans apply. Choose a fee from the drop-down or add an Ad hoc fee.

Hit preview and the invoices are created. Preview to download, or edit if needed.

Other options are still available by toggling 'Advanced Options'

Advanced options

Choose the organisation you wish to bill from, and the relevant academic year. You can invoice for next year, but understand the invoice list view will only show invoices from the current academic year. You can use the filters on the list view if you wish to view invoices from future or past years. 

The student invoiced field brings up the people picker, allowing finance teams to choose their target population.

If you are using dynamic fees, you can choose a large population and let the system determine the correct tariff. This is useful if your invoice payers have siblings attached and only wish to receive one invoice with all details.

Create a batch invoice name, or else the name of the fee will be chosen. This helps you filter batches in the invoice list view.

Note that the users must have access to the parent portal in order to recover the PDF invoice. This is not sent by email. The notification invites the invoice-paying guardian and associated payers to log into MySchool.

Payment through credit will force the system to take into account any credit amount in an individual's balance and apply it to the raised invoice. 

Schedule your invoices

You don't need to publish immediately and can prepare your billing runs to be published when you need to. The status will be set to scheduled. They will be published with the daily system update, normally performed between 00h-04h00 local time. This will also apply to invoices generated with a payment plan.

Due Date

Set the payment date limit, after this date has passed invoices will show as overdue in the status column. 

You can then use invoice templates to send reminders.

Apply a dynamic fee or ad hoc item

You create your fees when you build your organisation. These are known as dynamic fees as they allow you to have different amounts per school level, class level, subject and more. These are available in the drop-down list. 

You can apply multiple dynamic fees to the bill run. Upon adding the first select again from the drop-down list. You can also add a one-off ad hoc fee, or just use the ad hoc fee lines to invoice for extraordinary items that are not included in the fee tables.

Add a label, amount and an appropriate account. Apply a fixed fee discount if needed. You can add as many line items as required.

Build your preview to check before publishing

Don't forget to build the preview before publishing. You can even edit individual invoices and add personalised individual notes if needed. If you open the preview, you can view the actual PDF copy to make sure your template is correct and shows the line items you have selected.

If all is good then use the action button Issue Invoices in the bottom right-hand corner of the slideover. A confirmation pop-up will appear, stating how many students will be invoiced. Confirm you wish to go ahead and publish.

Nb: For large schools, producing billing runs across school levels, with multiple fees, and the process of publishing may take some time. Please do not close the page or stop the process during this phase. You may duplicate your tab and work on another invoice or module of MySchool, whilst the fees are generated. 

Payment plan invoices

If you have activated your payment plans for your customers. Set the payment plan slider to Use. This will create a billing run using the payment plans selected in your fee and in the customer finance tab.

Invoices set for the future will show as scheduled and will be published on the date determined in the payment plan.