Bulk Invoice Generation

Modified on Tue, 16 Jul at 11:26 AM

To generate invoices and create for your students you will need to do what is commonly referred to as a "Billing Run".

BEFORE generating your invoices and attendances, you need to make sure you have:

  • added in any Public Holidays (if applicable) at Configuration -> Public Holidays (Public Holidays apply to ALL Fee Calculation Templates. If you do not want them to apply to all, you can add them as a Do Not Bill Period instead).
  • added in any Do Not Bill Periods for the applicable Fee Calculation Template(s) at Configuration -> Do Not Bill Periods. These need to be created for each Fee Calculation Template they apply to.
  • updated your Price Levels if you are changing your pricing at Configuration -> Price Level.

Public Holidays and Do Not Bill Periods block dates from being invoiced, meaning there will also be no attendances generated for the set dates. Any changes or additions made to the above after generating invoices will not update any existing invoicing or attendances, it would only apply to any new enrolments.

Generating Invoices and Attendances

From the Administration screen, click on 'Auto Generate Lesson Invoices'.

The Invoice Generation screen will display all Fee Calculation Templates configured in your system with the most current invoiced dates displayed.

Select the desired Fee Calculation Template from the dropdown menu and click 'Next'.

This second Invoice Generation Screen displays the Fee Calculation Template selected on the previous page as well as the dates previously invoiced. 

Enter the Start Date as the first date of lessons in the new period. 

Enter the End Date as the last date of lessons in the new period.

Click 'Process Lesson Invoices'.

A pop-up window will appear asking to confirm. Click OK if you wish to proceed.

A confirmation screen will display, and you will also receive an email to confirm the start and completion of invoicing.

The process only takes a few minutes, depending on the number of students.

Once the process is completed attendances for the period will appear as will invoices on the family accounts.

PLEASE NOTE: At this stage no statements have been sent out to families. This is a separate process we advise you do after checking a few family accounts to ensure they were billed correctly.

Click this link to find out more on how to Bulk Send Statements.

Last updated 16 July 2024

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