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.

Student Info
Recording the Sale of an Item and Printing Invoices

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.

Student Billing

The Sales tab is displayed by default.

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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.

Student Billing

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.

Note: It is possible to view invoices and products regardless of assigned accounting strips. However, if you want to change an allocation or use a product, the appropriate accounting strip permissions are always required in SIS and ERP via ERP > Setup > Accounting Strips.

3. Select the student in the Customer pull-down.

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4. In the Items section of the screen, enter the item information in the blank row of the table.

Student Billing
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. 
Course Title If the Show Course Title setting is enabled via ERP > Setup > Settings > Accounts Receivable tab, you will see the Course Title column in the Items section. It may populate automatically or allow you to enter a Course Title in the text box.
Due Date The Due Date defaults to today‚Äôs 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.

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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.

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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.

Student Billing
Applying Payments to Outstanding Invoices

Administrators can apply payments to outstanding invoices in the Sales tab of the Student Billing screen.

1. In the Billing menu, click Student Billing.

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.

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3. Select the student in the Customer pull-down.

Student Billing

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.

Student Billing

Payment Types include:

  • Cash
  • Check: Enter the Routing Number, Account Number, Check Number, Bank Name, and the Name on Account.
  • Credit Card: If using Authorize.net with Focus for the credit and debit card software, you can select Credit card as a payment Type for a customer. Select the Card Type, enter the Card Number, the CVC number, and the expiration Month and Year in the Credit Card Information window.
  • Money order
  • Other: Select Other as a payment type if you are using a different credit/debit card software. Run the customers credit/debit card through your software then enter the paid amount as Other in the Payments section.
  • Deferral (Funding Source): Select the correct Funding Source from the pull-down.
    • Select the Educational Credit check box to flag the unapplied amount in order to display as a separate product line in the Items section. Once created, the Educational Credit displays via Accounts Receivable > Funding Sources > Create Invoice tab and Receive Payment tab. Once the educational credit amount has been invoiced and received, an Invoice is automatically generated via Purchasing/Accounts Payable > Internal Account Invoices.
    • Select the Funding Source Credit check box to ensure that any overage or "unapplied amount" from what is listed in the Amount field is included in the amount that is sent to the Funding Sources screen when payment is Finalized. Once the payment is received from the funding source, that unapplied amount (if paid in full) will create a Funding Source Credit on the students account visible from the Point of Sale screen.
    • Enter the Overage Amount to indicate the unapplied amount.
    • Enter the Amount paid by the funding source in total (regardless of the balance). For example, the outstanding balance shown is 787.58, but Pell paid $900 for this student. Enter 900.00 in the Amount text field.
  • Waived: The Waiver payments feature allows districts to record waivers as payments on customer accounts, functioning similarly to funding source deferrals. Applying this Waiver Payment type will reverse the journals to offset the original invoice amount, aligning with the process for funding source deferral.
  • Customer Credit: If the student/customer has a credit, the credited amount can be applied as payment towards a balance.
  • Funding Source Credit: The Funding Source Credit type allows users to apply the total amount of credit held on account from all the funding sources for that student. Funding Source Credit will not display until the money has been received from the funding source via Accounts Recevable > Funding Sources > Receive Payment.
  • EMV/Chip: Focus EMV Desktop allows you to process cards equipped with computer chips and the technology used to authenticate chip-card transactions.

See Payment Types for detailed information on each of these payment types. Note: Each payment type is tied to a setting in ERP > Setup > Settings > Accounts Receivable tab > Pointo of Sale section and a profile permission via SIS > Users > Profiles > Billing tab.

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.

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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 the step where you finalize the payment.

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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.

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7. Select the Payment Order from the pull-down; options include Apply Evenly, Oldest First, Newest First, Smallest Amount First, or Largest Amount First,

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8. Press Enter to add the row.

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9. Click Finalize to apply the payments. If you move away from this screen before clicking Finalize, the payment information you entered will be discarded.

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10. Click Finalize to confirm the payment.

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The payment is finalized and saved. The student's receipt displays in a pop-up window that can be downloaded or printed.

Student Billing
Viewing a Student's Transaction History

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.

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2. Click the Transaction History tab.

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3. Select the Facility and Customer (student) to view.

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The Facility defaults to the school selected at the top-right of the screen.

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.

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8. If looking for information based on a specific Reference Number, Transaction Number, or Invoice Number, enter the number in the corresponding field provided.

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9. When all search criteria has been entered, click Run Report.

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The first four columns display the Trx # (transaction number), Facility, Rcpt # (Receipt number), and Trx Type (Transaction Type).

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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.

a. Click the X to close the pop-up window.

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The next columns display the Sales Ref # (if applicable), Refund Ref # (if applicable), Item #, Description, Course, Drawer, Cashier, Student ID, Invoiced To, Paid By, Date, Payment Type, and Amount.

Student Billing
Issuing Refunds and Voiding Transactions

Administrators can issue refunds or void transactions from the Transaction History tab of the Student Billing screen.

Refunds

1. Follow the procedure in Viewing a Student's Transaction History to generate the list of transactions.

2. Click Trx # for the appropriate transaction.

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3. To issue a refund, click the Receipt Amount in blue.

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This will auto-populate the Refund amount.

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4. Select the Refund Type from the pull-down. The options may vary by district.

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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.

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6. Click Refund.

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7. In the pop-up window, you may select a refund option.

These options may vary by district.  You can select the option to issue a refund in cash, check, etc., as well as directly to the customer or to the customer's parent. These options depend on settings enabled via ERP > Setup > Settings > Accounts Receivable tab > Point of Sale section.

8. Click Yes.

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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.

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A receipt will generate, indicating the refund. The receipt can be downloaded or printed.

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Voids

1. Follow the procedure in Viewing a Student's Transaction History to generate the list of transactions.

2. Click Trx # 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.

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4. Click Void.

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5. In the pop-up window, edit the Void Date if needed, and click Yes.

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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.

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Reprinting a Receipt

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 Trx # 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.

Student Billing
Viewing the Customer Ledger

The Customer Ledger displays all Billing transactions for the student.

1. In the Billing menu, click Student Billing.

Student Billing

2. Click the Customer Ledger tab.

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3. Select the Facility and Customer.

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The Facility defaults to the school selected at the top-right of the screen.

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.

Student Billing

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.

Student Billing

5. Click the Invoice Number to open the Invoice Report.

Migrate Transactions

The Migrate Transactions tab allows users to migrate transactions from one customer to another, which is useful when there are duplicate customers.

1. In the Billing menu, click Student Billing.

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2. Click the Migrate Transactions tab.

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3. Select the Original Costumer from which to migrate transactions from the corresponding pull-down.

4. Select the New Customer from the pull-down to determine where transactions are being migrated.

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5. Select the Invoices and Non-POS Receipts that should be migrated from the select pull-downs.

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6. Click Submit.

Transactions have been migrated.

Creating Payment Plans

The Payment Plans screen allows users to set up payment plans for unpaid invoices created from the Sales tab or Point of Sale.

1. In the Billing menu, click Student Billing.

Student Billing

2. Click the Create Payment Plan tab.

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3. Select the applicable Facility and Customer from the corresponding pull-downs.

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Once the applicable Customer is selected, all unpaid invoices for the selected customer display.

Student Billing

4. Select the Payment Frequency from the pull-down. Options include Quarterly, Monthly, Semi-Monthly, Bi-weekly, or Weekly.

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5. Enter the First Payment Date; the date entered must be in the future.

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6. Enter the number of payment periods (# Payment Periods) in the provided text box. For example, if you select a Monthly payment frequency, enter the number of months it will take for the customer to pay the outstanding amount. In the example shown, 2 has been entered meaning the customer will have to pay $25 twice a month to pay the outstanding balance of $50.00.

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7. Once all information has been entered, click the View Payment Schedule button to display a detailed Payment Schedule.

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The Payment Schedule displays all the payments that the customer will be responsible to make including the Due Date as well as the Amount.

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a. Click the black X to close the window and return to the main Payment Plans screen.

8. Attach Files and post Comments in the corresponding sections.

Student Billing

a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

b. To add a comment, type the comment in the provided text box. Then, click Post.

Once the payment plan is set up, the payment plan amount displays on the Sales tab and Point of Sale screen which includes the new due date. In the Notes column, Payment Plan displays so all users are aware of the amount change.

9. Once a payment towards an invoice is processed, the Create Payment Plan Invoices job needs to be run via SIS > Setup > Scheduled Jobs, which populates the next monthly installment.

Existing Payment Plans

The Existing Payment Plans tab allows users to view payment plans setup for customers.

1. In the Billing menu, click Student Billing.

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2. Click the Existing Payment Plans tab.

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3. Select the applicable Facility from the pull-down.

4. Select the Include inactive check box to include inactive payment plans in the report.

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The report displays the Customer, Item number, First Payment Date, Last Payment Date, Date Created, and Date Finalized.

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5. Click View to generate a PDF print preview of all payments.

a. Click the Printer icon to print the payment plan or click the Arrow to download the file to your computer. When finished, click the white X to close the pop-up window.

6. Click Files & Comments to view and attach or add files and comments to the payment plan.

Student Billing

7. The Files and Comments pop-up window displays where you can view and download files, upload file, view comments, and post new comments.

Student Billing

a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

b. To add a comment, type the comment in the provided text box. Then, click Post.

Additional Features

Click the Price Lookup button to look up the price of a specific item.

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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.

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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.

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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.

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See Filters for more information.

You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.

Student Billing