Billing Management allows you to charge parents specific costs relating to the subjects their student has selected. These are referred to as Per-Subject Charges. This tool is best suited to high schools setting up their next year’s school fees at the end of the current year.

Importing the Subject file

Per-Subject charges are set up in Subjects and Classes, in the Teaching and Learning menu (Pencil Icon). You will need to go through the Subjects here and add in Fees for each Subject prior to importing your Subject Selection File. Any Subjects which have a $0 Fee will not be created as Billing Schedules.

Within Billing Management, under the ‘Billing Schedule’ tab navigate to the ‘Tools’ icon and select ‘Import subject selection CSV’.

     

You will be prompted to import a file following a specific format. Read the instructions carefully and select the file type, academic year, billing run and item template these electives will be associated with (for example, Curriculum Contributions Item Template with GL code 74408).

     

Once the file has been uploaded a ‘Billing Schedule’ will be created for each elective with it’s associated ‘Billing Item’. The import file will add all of the enrolled students in the subjects into the schedule.

If you want to add pro-rata dates to your Subject Billing Schedules, you will need to go into each Subject Schedule individually and add these to the Billing Item before posting fees for the first time.

Once this has been created and you are happy with everything, you can post these electives fees, making them available for parents to pay.

If you realise that there’s been a mistake with the first import, you can re-import the file and it will update the schedules so that they have the appropriate enrolments according to your new CSV file.

Please Note: If you have already posted a schedule and then re-import the file, it will not remove enrolments from the schedule - it will only add new enrolments.

Create Subject Schedules

‘Create Subject Schedules’ works similarly to ‘Import Subject Selection CSV’, except that it draws all of its information directly from Subjects and Classes in Compass. This means that it should only be used to set up Subject Schedules once your timetable for the school year is live in your portal. 

Click on the Tools menu in the Billing Schedules tab, and click ‘Create Subject Schedules’. 

     

Select the Billing Run that you want the fees to be a part of, and the Item Template for the subject fees. 

     

Select which subjects you would like to generate Schedules for. You can see the cost of these in the ‘Base Levy $’ column. This cost can be changed in the Subjects and Classes module, under the Teaching and Learning menu. 

Once you have selected subjects, click ‘Create’. This will automatically generate Billing Schedules for these subjects and include the enrolments from the Classes within these subjects. You can also manually add enrolments by clicking into the Billing Schedule and going to the Enrolments tab.