Student Billing
The Student Billing screen is used to record the sale of an item to a student, apply a payment to an invoice, view a student's transaction history, issue refunds, void transactions, and view the customer ledger.
In addition to accessing the Student Billing screen from the Billing menu, you can also click the Billing tab when viewing the student's record in Student Info.
Administrators can record the sale of an item to a student and print invoices in the Sales tab of the Student Billing screen.
1. In the Billing menu, click Student Billing.
The Sales tab is displayed by default.
2. Ensure the appropriate Facility and Drawer are selected.
The Facility is populated based on the school selected at the top-right of the screen.
You can enable the setting, View All Invoices (ERP > Setup > Settings > Accounts Receivable > Point of Sale section), to ensure users can view all invoices across the district regardless of their assigned accounting strip permissions on the Student Billing screen and/or Accounts Receivable > Point of Sale.
3. Select the student in the Customer pull-down.
You can begin entering the student's name or ID in the filter in the pull-down to quickly locate the student in the list.
4. In the Items section of the screen, enter the item information in the blank row of the table.
| Field | Description |
|---|---|
| Item | Select the product from the pull-down. The products available for selection are set up in the Product List. Selecting an Item is required. |
| Notes | The Description entered for the product in the Product List will populate the Notes field. To enter additional notes, click into the Notes text box and enter your text. |
| Due Date | The Due Date defaults to today’s date. If needed, enter a different due date using the mm/dd/yyyy format. |
| Price | The Price populates based on the price entered for the product in the Product List. |
| Quantity | The Quantity defaults to 1. If the student is purchasing more than one item, enter the quantity. |
| Amount | The Amount populates based on the price of the product and the quantity entered. |
5. Press Enter to add the row.
Once an item has been added to the Items section of the screen, an invoice can be printed for the parent or student. If there are multiple invoice numbers, a combined invoice or individual invoices can be printed.
6. To print a combined invoice, click Print Combined Invoice. To print individual invoices, click Print Invoices.
The invoice(s) are displayed in a pop-up window, where they can be downloaded or printed.
7. Click the X to close the pop-up window when finished.
Administrators can apply payments to outstanding invoices in the Sales tab of the Student Billing screen.
1. In the Billing menu, click Student Billing.
The Sales tab is displayed by default.
2. Ensure the appropriate Facility and Drawer are selected.
The Facility is populated based on the school selected at the top-right of the screen.
3. Select the student in the Customer pull-down.
You can begin entering the student's name or ID in the filter in the pull-down to quickly locate the student in the list.
4. In the Payments section of the screen, select the payment Type.
Options may include Cash, Check, Credit card, and EMV/Chip. The options available for selection may vary depending on your district setup.
5. If the student is paying the full outstanding amount, click the button to the right of the Amount field.
The button displays the total amount due, and will populate the Amount field without having to type in the number.
When the button is clicked, the outstanding invoice(s) are automatically selected in the Apply To pull-down, and the line is added. Skip to step 8 to finalize the payment.
6. If you entered an amount smaller than the full amount due, select the invoice(s) to apply the payment to in the Apply To pull-down.
7. Press Enter to add the row.
8. Click Finalize to apply the payments. If you move away from this screen before clicking Finalize, the payment information you entered will be discarded.
9. In the pop-up window, today's date is populated by default as the Payment Date. Edit the date if needed and click Yes.
10. Click Finalize to confirm the payment.
The payment is finalized and saved. The student's receipt displays in a pop-up window that can be downloaded or printed.
The Transaction History tab displays the student's transaction history. The Search Criteria section of the screen can be used to filter the report.
1. In the Billing menu, click Student Billing.
2. Click the Transaction History tab.
3. Select the Facility and Customer (student) to view.
The Facility defaults to the school selected at the top-right of the screen.
You can begin entering the student's name or ID in the filter in the pull-down to quickly locate the student in the list.
4. To search for receipts in a specific time period, enter a date in the From and To fields in the Receipt Date section of the screen.
5. To search for invoices in a specific time period, enter a date in the From and To fields in the Invoice Date section of the screen.
6. To search for payments in a specific time period, enter a date in the From and To fields in the Payment Date section of the screen.
7. To search for refunds in a specific time period, enter a date in the From and To fields in the Refund Date section of the screen.
8. If looking for information based on a specific Reference Number, Transaction Number, or Invoice Number, enter the number in the corresponding field provided.
9. When all search criteria has been entered, click Run Report.
The first four columns display the Trx # (transaction number), Facility, Rcpt # (Receipt number), and Trx Type (Transaction Type).
10. Click the Trx # to open the original transaction record in a pop-up window.
From here, you can review the transaction, issue refunds, add and view files and/or comments, void the transaction, and reprint the receipt. For more information on how to issue refunds and void a transaction, see the section Issuing Refunds and Voiding Transactions.
11. Click the X to close the pop-up window.
The next columns display the Item # (number), Description, Drawer, Cashier, Student ID, Invoiced To, Paid By, Date, Payment Type, and Amount.
You have the ability to save your report before or after running the report.
- Click the floppy disk Save icon to name and save your report.
- Click the Trash Can icon to delete saved reports.
- To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.
- In order to generate a saved report, select the saved report from the pull-down and click Run Report.
Administrators can issue refunds or void transactions from the Transaction History tab of the Student Billing screen.
1. Follow the procedure in Viewing a Student's Transaction History to generate the list of transactions.
2. Click the Trx # link for the appropriate transaction.
3. To issue a refund, click the Receipt Amount in blue.
This will auto-populate the Refund amount.
4. Select the Refund Type from the pull-down. The options may vary by district.
5. Before issuing a refund, it is required that you post a comment explaining the reason for the refund. Enter the reason for the refund in the text box and click Post.
6. Click Refund.
7. In the pop-up window, you may select a refund option.
These options may vary by district. Do not select an option to issue a refund in cash, check, etc. directly to the customer.
8. Click Yes.
You will be prompted to write the customer a check or issue a refund in the selected form of payment, such as cash.
9. Click the X to close the window.
A receipt will generate, indicating the refund. The receipt can be downloaded or printed.
1. Follow the procedure in Viewing a Student's Transaction History to generate the list of transactions.
2. Click the Trx # link for the appropriate transaction.
3. Before voiding a transaction, it is required that you post a comment explaining the reason for the void. Enter the reason for the void and click Post.
4. Click Void.
5. In the pop-up window, edit the Void Date if needed, and click Yes.
A prompt will display to return the transaction amount to the customer.
6. Click the X to close the pop-up window.
On the report, the transaction is now highlighted in yellow, and displays as a Voided Payment.
Administrators can generate a duplicate receipt for a transaction, if needed.
1. Follow the procedure in Viewing a Student's Transaction History to generate the list of transactions.
2. Click the Trx # link for the appropriate transaction.
3. In the pop-up window, click Reprint Receipt.
The receipt displays in a pop-up window, and can be downloaded or printed.
4. Click the X to close the pop-up window.
The Customer Ledger displays all Billing transactions for the student.
1. In the Billing menu, click Student Billing.
2. Click the Customer Ledger tab.
3. Select the Facility and Customer.
The Facility defaults to the school selected at the top-right of the screen.
You can begin entering the student's name or ID in the filter in the pull-down to quickly locate the student in the list.
Once the customer is selected, the report will generate automatically. The Customer Information section includes the Customer ID, Customer Name, Outstanding Balance (Without Deferrals), Outstanding Balance (With Deferrals), Deferral Balance, Customer Credit Balance, and a Print Ledger option.
4. Click Print to print the ledger.
The Customer Ledger displayed depends on your permissions; if you don't have permission to view the "Expanded Customer Ledger" set via Users > Profiles > Billing tab, you will see the Simplified Ledger.
The Simplified Ledger section includes the Transaction Date, Transaction Number, Invoice Number, Receipt Number, Transaction Type, Description, Course, Charges, Credits, Deferred, and Balance.
The Customer Ledger displayed depends on your permissions; if you have permission to view the "Expanded Customer Ledger" set via Users > Profiles > Billing tab, you will see the Ledger.
The expanded Ledger section includes the Invoice Number, Invoice Date, Facility, Invoice Amount, Outstanding Balance, Transaction Number, Payment Date, Item, Course, Payment Amount, and Payment Method.
5. Click the Invoice Number to open the Invoice Report.
Click the Price Lookup button to look up the price of a specific item.
In the pop-up window, select an item from the pull-down to view the price. Click the X to close the window when finished.
Click the Excel icon in the Export section of Transaction History or Customer Ledger to export the data to an Excel spreadsheet.
Click the Printer icon in the Export section of Transaction History or Customer Ledger to print the data. Depending on browser settings, this will generate a print preview where you will have the ability to change the layout, print two-sided, etc.
Click Filter to further breakdown the Transaction History or Customer Ledger.
a. To add more than one filter to a column, click the green plus sign.
b. To delete an additional filter, click the red minus sign.
c. For additional filtering options, click the gray arrow for a filter pull-down.
See Filters for more information.
You can sort data by clicking on any of the headers that contain the black double arrows. Click once for ascending results; click twice for descending results.
