Billing FAQs
Are Debtors automatically created?
Debtors are not automatically created. Each time a new family enrols in the school you will need to add them as a debtor.
For details on how to add Debtors, please refer to the 'Debtors' article from the Knowledge Base.
What if I only want parent A to be the sole debtor?
Go to the 'People Management' page (under the Organisation menu) and click to the 'Debtors' tab. Here search for relevant debtors and edit via the pencil icon.
What if a new student joins the school?
When a student joins the school part way through the year there will be a few things to consider in order for them to pay for fees.
1) Create a debtor account for the person/people responsible for paying their fees.
2) Add the student to the relevant Billing Schedule(s) via the ‘Enrolments’ tab.
3) Once the student has been added to the schedule(s) you will need to re-post the schedule(s). This will only be posted for newly added enrolled students to the billing schedule.
What happens if a family leaves the school and has unused/unallocated credit sitting in their Compass account?
Further to this initial question, how do you return these funds to the family?
Once the family is processed as 'Left', they lose all access to Compass.
In order to refund anything recorded in Billing there has to be a corresponding payment on your CompassPay portal for the payment.
Whilst you can reflect a refund in Billing by going to the Dashboard > Receipt > Selected > Refund this does not actually move any funds. The payment has to be refunded from within your CompassPay portal.
If these unallocated funds do not have corresponding CompassPay payment then you would need to refund them outside of Compass and reflect the refund by above.
How do I follow up parents with outstanding payments?
You can send an email to parents with outstanding payments from the Dashboard in Billing Management by filtering for a Billing Schedule, then filtering for Unpaid Fees. From here you will be able to go to the Selected dropdown and pick 'Email Reminders for Outstanding Fees'.
This will then allow you to send an email to the debtors associated to either the filtered invoices, or the selected invoices.
When adding Enrolments to my Billing Schedule do I add current Year 9's into the Year 10 contribution schedule?
Do subject fees automatically update with an Edval sync?
Subject fees do not automatically update with an Edval sync. Each time there is a change made to a subject fee you will need to make the modifications either manually in Billing or you will need to re-import and update csv.
How do I cancel/close outstanding items?
How does a Credit Note work?
A credit not effectively cancels a fee/invoice.
What are Fees in Advance Payments?
Fees in advance payment is where a debtor has some credit/unallocated fees sitting against their account, which they then use to pay their school fees contribution.
What happens if a family leaves the school and has unused/unallocated credit sitting in their Compass account? How do we return these funds to the family? Once we process them as left in Cases, they lose all access to Compass.
In order to refund anything recorded in Billing there has to be a corresponding payment on your CompassPay portal for the payment.
Whilst you can reflect a refund in Billing by going to the Dashboard > Receipt > Selected > Refund this does not actually move any funds. The payment has to be refunded from within your CompassPay portal.
If these unallocated funds do not have corresponding CompassPay payment then you would need to refund them outside of Compass and reflect the refund by above.
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