Automatic Invoices
The Automatic Invoices screen allows users to configure an automated billing process (ABIs: Automatic Billing Invoices).
Profiles
1. In the Users menu, click Profiles.
2. From the Permissions tab, select Menu from the Permission Type pull-down. Select Admin from the Role pull-down. Select the applicable Profiles from the corresponding pull-down.
3. Click Submit.
4. Click the Billing tab.
5. Select the View and Edit check boxes to enable Automatic Invoices for the select profile(s). If you have View only permission, you cannot access School Invoices.
6. Select the View check box for Run All Schools to allow users to run a request for all schools or the current school. Without this permission, users can only run requests for the current school.
7. Select the View and Edit check boxes for District Invoices to allow users to create District Invoices, which are invoices that apply district-wide. If you have View only permission, district invoices are viewable and can be run, but cannot be edited or created.
8. Click Save.
See Profiles for more information.
Scheduled Jobs
Automated Billing Invoices (ABIs) are POS Invoices that are created by setting up records in the Automatic Invoices module to be run by the Automatic Billing Invoices scheduled job.
1. In the Setup menu, click Scheduled Jobs.
2. Select Automatic Billing Invoices from the pull-down, and click Create Job.
3. Enter and select all applicable information, and click Save.
When the scheduled job runs it will pull students that match the "Student Search Terms" on the automatic invoices screen, and if the student has not been invoiced for the interval set (Annual or Week, for example), an invoice will be created for the student. If the student already has an invoice for the matching interval, that student will be skipped.
The Automatic Billing Invoices job is setup to run at least once a day; created ABIs will not allow duplicate records so it can be run multiple times without worrying about billing students multiple times.
The scheduled job will run all jobs as Run All Schools by default.
See Scheduled Jobs for more information.
1. In the Billing menu, click Automatic Invoices.
2. Click the District Invoices tab to create automatic invoice jobs that can be applied to all schools (district-wide).
3. Enter the Title in the provided text box.
4. Click the Student Search Terms text box to conduct a term search in order to identify which students should be billed.
a. Enter and/or select the applicable search terms, such as Grade 31 and Scheduled into Course(s): ABE LANG, etc. Then, click Set Search Terms.
5. Select the Items from the pull-down to determine for which items the students will be billed.
The list of Items pulls data from the Warehouse > Catalog.
6. Select how the invoice will be applied from the Fee Bill By pull-down, such as Course. Options include:
Course: Bills student based on WDIS OCP hours in Courses & Sections.
Semester, Trimester, Quarter, and Progress Period: Bills student based on how the marking periods are set up.
Section: Bills student based on a block of time determined by WDIS Start and End dates on the Master Schedule.
7. Select the Fee Billing check box to invoice the students established in the criteria based on the fee templates tied to their schedule records.
The "Fee Billing" check box displays when the "School is Post Secondary" settings is enabled via Setup > System Preferences > General tab or the "Enable Before/After Care" Focus setting is enabled.
8. Select the Interval from the pull-down to determine how often the invoices should be generated.
- Annual: Generates one invoice per school year.
- Month: Generates one invoice per month.
- Quarter: Generates one invoice per quarter (pulled from marking_periods type=quarter); the school is determined either by the school to which the record is attached or the students' primary school for district records.
- Semester: Generates one invoice per semester (pulled from marking_periods type=semester); the school is determined either by the school to which the record is attached or the students' primary school for district records.
- Week: Generates one invoice per week.
9. Enter the Priority in the provided text box to determine the order in which the created automatic invoice job runs (assuming there is more than one district invoice job created).
10. Press the Enter key to save the invoice job. When saved, the line displays with the delete button.
11. To add another job, enter data in the bottom row and repeat the previous steps.
1. In the Billing menu, click Automatic Invoices.
2. Click the District Invoices tab to generate automatic invoices that can be applied to all schools (district-wide).
3. Select the check box(es) next the applicable jobs to determine which job you want to run to create invoices. Select the check box in the header to select all listed jobs at once.
4a. Click Run Invoices for Current School to run the invoices for the current school only (as selected in the school pull-down located in the header).
4b. Click Run Invoices for All Schools to run the invoices for all schools in the district.
1. In the Billing menu, click Automatic Invoices.
2. Click the District Invoices tab to edit automatic invoices that can be applied to all schools (district-wide).
3. Click the applicable text box(es) and/or pull-down(s) and edit the data.
Changes save automatically.
4. Click the delete button (red minus sign) to delete an invoice job.
a. In the confirmation pop-up window, click OK.
1. In the Billing menu, click Automatic Invoices.
2. Click the School Invoices tab to create automatic invoice jobs that can be applied to the selected school only.
3. Enter the Title in the provided text box.
4. Click the Student Search Terms text box to conduct a term search in order to identify which students should be billed.
a. Enter and/or select the applicable search terms, such as Grade 30, 31, 12, and 11. Then, click Set Search Terms.
5. Click the Staff Search Terms text box to conduct a term search in order to identify which users should be billed.
a. Enter and/or select the applicable search terms, such as Job Classification Code. Then, click Search at the bottom or Set Search Terms to the right.
6. Select the Items from the pull-down to determine for which items the students will be billed.
The list of Items pulls data from the Warehouse > Catalog.
7. Select how the invoice will be applied from the Fee Bill By pull-down, such as Course. Options include:
Course: Bills students based on WDIS OCP hours in Courses & Sections.
Semester, Trimester, Quarter, and Progress Period: Bills students based on how the marking periods are set up.
Section: Bills students based on a block of time determined by WDIS Start and End dates on the Master Schedule.
8. Select the Fee Billing check box to invoice the students established in the criteria based on the fee templates tied to their schedule records.
The "Fee Billing" check box displays when the "School is Post Secondary" settings is enabled via Setup > System Preferences > General tab or the "Enable Before/After Care" Focus setting is enabled.
9. Select the Interval from the pull-down to determine how often the invoices should be generated.
- Annual: Generates one invoice per school year.
- Month: Generates one invoice per month.
- Quarter: Generates one invoice per quarter (pulled from marking_periods type=quarter); the school is determined either by the school to which the record is attached or the students' primary school for district records.
- Semester: Generates one invoice per semester (pulled from marking_periods type=semester); the school is determined either by the school to which the record is attached or the students' primary school for district records.
- Week: Generates one invoice per week.
10. Enter the Priority in the provided text box to determine the order in which the created automatic invoice job runs (assuming there is more than one district invoice job created).
11. Press the Enter key to save the invoice job. When saved, the line displays with the delete button.
12. To add another job, enter data in the bottom row and repeat the previous steps.
1. In the Billing menu, click Automatic Invoices.
2. Click the School Invoices tab to generate automatic invoices that can be applied to the current school.
3. Select the check box(es) next the applicable jobs to determine which job you want to run to create invoices. Select the check box in the header to select all listed jobs at once.
4. Click Run Invoices to run the invoices for the current school only (as selected in the school pull-down located in the header).
1. In the Billing menu, click Automatic Invoices.
2. Click the School Invoices tab to edit automatic invoices that can be applied to the current school.
3. Click the applicable text box(es) and/or pull-down(s) and edit the data.
Changes save automatically.
4. Click the delete button (red minus sign) to delete an invoice job.
a. In the confirmation pop-up window, click OK.
Click the Excel icon in the Export section to export the report to an Excel spreadsheet, where it can then be saved to your computer.
To print the invoice jobs, click the Print icon in the Export section and follow your computer's prompts for printing.
Click Filter to breakdown the data.
a. To can 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.
You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.
