MySchool tuition fee management module

Customisable, configurable, and adapted to the education marketplace. MySchool tuition fee management module is a comprehensive package designed to integrate your organisation's financial processing seamlessly within your MySchool platform.

• Multiple Organisations - We understand that you may have different billing organisations or entities in your setup. No problems, you can add and configure as many as you need.
• Chart of accounts - Organise your receivables into accounts. Export the data using Quick Reports v2.
• Configure payment methods - Set up the payment methods for non-online methods like cash, cheques or bank transfers. Add a Stripe account and automate online payments and direct debits (Mandates). 
• Set up convenience/administration fees for online payment - Determine the rate at which you will recover online payment processing fees from your customers.
• Create payment plans - Payment plans are attached to your paying customers allowing them to split payments over monthly periods. You customise them and apply them to the invoice batch.
• Build fees - Create fee tables with conditional pricing, and staff and sibling discounts.
• Customise your templates - Build templates for invoices, credit notes, and receipts. Attach announcement templates to each.
• Add tax - Configure which fees require VAT or other taxes. These will be automatically calculated and included in the invoice.
• Build invoices and track transactions - Create your bill runs and publish invoices to the payees via their portals. Collect payments and issue receipts.
• Synchronise with external software - Synchronise your accounts with Xero.
• Determine payment amounts between guardians - You can customise each payer account to split payments between guardians.

Building your financial organisation

To start with the finance module, you must configure a few items beforehand.

Let's take a look at the first steps;

Step 1: Configure the organisation (Billing entity)

You can create as many billing organisations as you need to manage your institute's financs'. If you have separate entities for school levels or activities then you can configure each independently.

• Choose how to show invoice, credit and VAT numbers
• Choose a logo for your invoices and set up the billing entity address and contact details
• Set payment terms in days.

Step 2: Build receivable accounts

• Set up your accounts to receive payments and issue invoices. 
• Configure type, code, and tax rates if applicable
• Attach payments to the accounts

Step 3: Payment methods

• Classic payment methods, where schools can manually receive payments and track them via the transactions page.
• New to MySchool - Integrated online payment options are available via the parent portal. Sign up to Stripe Connect to access competitive rates for your transfers.

Step 4: Build fees

• Build fees per bracketing level: School, school level, class level, student or family.
• Use custom fields to determine conditional pricing (international or boarding students for example)
• Apply discounts for staff and siblings
• Create ad hoc fees for one-off payments
• Determine whether they are included in your payment plans

Step 5: Create payment plans

• Create payment plans to assign to your fees.
• Allow users to weight payments during the academic year.

Step 6: Design your templates

• Invoices, credit notes, and receipts can be designed per organisation. Use rich text and formatting to brand them to your institute. 
• Create email notifications such as new invoice reminders, and overdue payments. 
• Create bulk email templates to use when contacting your payers in bulk.

Step 6: Create taxes and determine whether fees should be included in them or not

• Add a tax rate to a fee, or issue with no tax.

All configured?

So if you have configured your organisation, you need to assign payers to your students. Go to the finance tab and add a main payment contributor. If the student is the payer, you can add them from the drop-down options.

You can invoice to a household or individuals. A great feature is the ability to split payments between two payers. Each time an invoice is raised, the system will calculate how much to assign to each depending on the ratio entered.

Parent Portal and payment options

Guardians have a comprehensive menu item with billing details and a quick access dashlet, which lists their invoices, payments, and credit notes. If you have enabled online payments, then they can also pay directly from either view.

Invoices are published to the Guardian portal only. The users will not receive these via email. Guardians must have access to the portal for them to download the PDF for receipts and invoices.