Item Templates

Overview

Item Templates are used to add items into Billing Schedules. Using Item Templates means that you won’t have to set up every Billing Item from scratch. 

Item Templates will also be relevant to how some of the available Billing Reports categorise the fees that have been raised. We recommend considering how you would like to be able to view these categories from a reporting perspective when setting up your Item Templates each year. 

For more information on our Billing Reports, please refer to the Reports and Reconciliation sections of the ‘Billing Day to Day Management’ article in our Knowledge Base.

     

Permissions

Staff with either the Billing.Admin permission or Billing.Configure permission are able to access the Item Template tab and create/edit/archive Item Templates.

For information on assigning permissions in Compass, please refer to the 'Permissions' article from our Knowledge Base.

Creating an Item Template

On the Billing Management page (under the Organisation menu), click to the 'Item Templates' tab.

Click 'Add Item Template'.

     

Complete the fields in the pop-up. You will be able to adjust the Title, Description, Amount and Discount Types on a per-item basis when adding them to a Billing Schedule later. 

     

Title	Name the Billing Item.
Description	Provide any further details if applicable for this item.
GL Code	Select the applicable GL code.
Start Date	Leave blank if item is to be usuable ongoing.  Add a start date if item is only to be accessible for use within a set date range.
End Date	Leave blank if item is to be usuable ongoing.  Add a end date if item is only to be accessible for use within a set date range.
Fee Type	Select the applicable Fee Type.  Please note, when the Contribution/Donation type is set for an item, when included in a Billing Schedule, it will show for parents with a yellow flag icon to indicate it is a voluntary item.
Tax Code	Set the applicable Tax option.
Amount	Enter the amount for the item.
Discount Types	Add any relevant Discounts if applicable.
Sub-Program	Allocate the item to a sub-program where applicable.  This allows for data to be collated in the Tracking Category reports.

Click 'Save' to create the Item.

It will then be available for use when creating Billing Schedules.

Note: Sub-Programs - These are managed by going to the 'Settings' tab and clicking to the 'Tracking Categories' sub-tab.

     

Editing an Item Template

To edit an existing Item Template, on the 'Item Templates' tab, click the applicable item title and it will open the details pop-up.  Make any changes required and click 'Save' to update.

     

Changes made will apply when the template is accessed from that point on when creating Billing Schedules.

Archiving an Item Template

If a template is no longer to be used, you can archive it.

To do so, select the applicable Item Template (or Templates if archiving multiple at once).  Then under the 'Select' option, choose 'Archive Selected' to complete the process.

     

You can view Archived Item Templates by selecting 'Archived Billing Item Templates' in the 'Showing' filter drop-down.

     

Please Note: Archiving an Item Template will not affect existing Billing Schedules that used the template, it will only make the Item Template not available for any newly created schedules ongoing.

• Related Articles

• Billing

  Overview Billing Management allows you to set up and manage parent payments of school contributions, donations, and other items, as well as respond to agreements and questions as part of the payment process. You can also export summary Reports for ...

• Billing Day to Day Management

  Overview Once you have set up Billing and are ready to start recording payments, you will primarily be working in the 'Dashboard' tab. This is where you will create receipts and print them for parents, raise ad-hoc invoices, print Statements of ...

• WA - Billing

  Overview Billing allows you to manage Debtors, generate accounts, receipt payments and structure fee discounts. Permissions Staff who require access to use features of the Billing module will need to be assigned the applicable level of permission. ...

• Billing Schedules

  Overview Billing Schedules are used to generate and process invoices for items such as school fees, consumables, resources etc. This is where you will set up all of your school fees before the start of the school year. You will also check in here ...

• NSW - Billing

  Overview The Billing Management module has been developed as per the requirements of the NSW Department of Education Student Finance projects, and is one of the approved vendors of third party parent payments. This module allows you to set up and ...