Billing End of Year Rollover
Overview
When you reach the end of the school year, you will need to make sure that parents don’t have any outstanding fees showing as payable in their Action Centre, and start to get ready for the next year’s school fees.
Closing out the current year
Once you have finalised all of the payments that parents will make for the year, there will likely still be invoices with unpaid amounts on them in your Billing Dashboard.
Go to the 'Organisation' menu (grid icon) and select 'Billing Management'. Navigate to the dashboard tab and filter for ‘Unpaid Fees’. This will give you a list of all unpaid invoices. If needed, you can also adjust the date range to ensure you are only capturing fees for the current school year.
Select all and apply a credit note, filling out the relevant information.
Then, do the same for ‘Partially Paid Fees’. This will apply partial credit notes for the outstanding amounts on these invoices.
Once parent payments have been finalised for the current year, you can Archive your current Billing Schedules. This will mean that no new Enrolments can be added to these Schedules.
Go to the Billing Schedules tab. Select all of the Billing Schedules for your current school year, go to ‘Selected’, and click ‘Archive’.
The last step will be to Archive your Billing Run for that school year.
Go to the Billing Runs tab. Select the Billing Run for your current school year, go to ‘Selected’, and click ‘Archive’. Once you have archived a Billing Run, it will no longer be visible to parents in the Action Centre
Setting up the next year
You are able to start the set up for the next school year by working through the steps in the ‘Billing Initial Set Up’ article from our Knowledge Base.
You will need to make sure that you set up a Billing Run for the next school year.
Then, check that your Discounts and Item Templates are set up correctly for the next year.
You can Archive any that are no longer relevant, and create new ones if needed. Make sure to check the start and end dates of any Item Templates that you will be using across multiple years.
Then, you can set up your Billing Schedules.
If parent payments have been finalised for the current year, you can Archive your current Billing Schedules. This will mean that no new Enrolments can be added to these Schedules. You can leave these Active if you prefer, however, this can get confusing if you use the same naming conventions each year.
When adding Enrolments to Schedules for the next year, e.g. posting 2022 Contributions in Term 4 2021, you will need to add your Year 9 students to the Year 10 Contribution schedule. If you are posting fees for 2022 within 2022 (or your rollover process has been completed) you will add your current year 10’s. Fees added in 2021 will continue to be payable in 2022.
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