Batch Processes

Create bulk school fee transactions for:

1. Selected grades or all grades
2. For student with selected payment terms (Monthly, Term, Semi-Annualy, Annualy), or for all students when using the System Template:None configuration. See Payment Plan.

tip

The System Template:None template ignores the Payment Plan selected for each student.

Use the System Template:None to invoice ad-hoc items or annual items, such as stationary that is invoiced for at the start of a school year.

Monthly Fees

This process will be followed every month to invoice students with the Monthly payment terms.

If the school invoices only the first 11 months of the year, but not the last month, then this process will be followed for each of the months where invoices are raised, but not for the last month of the school year.

Term Fees

This process will be followed the first month of each term only to invoice students with the Term payment terms.

Semi-Annual Fees

This process will be followed the first month of the year and again the seventh month of the year to invoice students with the Semi-Annual payment terms.

Annual Fees

This process will be followed only the first month of the year to invoice students with the Annual payment terms.

Processing Check-list

This is the typical processing schedule for schools with terms from January through December.

Three Terms (Monthly invoiced for 11 months)

Month	Monthly	Term	Semi-Annual	Annual	None
January	X	X	X	X	X
February	X
March	X
April	X
May	X	X
June	X
July	X		X
August	X
September	X	X
October	X
November	X
December

Four Terms (Monthly invoiced for 11 months)

Month	Monthly	Term	Semi-Annual	Annual	None
January	X	X	X	X	X
February	X
March	X
April	X	X
May	X
June	X
July	X	X	X
August	X
September	X
October	X	X
November	X
December

tip

If the school processes invoices for December then the Monthly process will also be run for December

Running the Batch Process

1. Select the Transaction Date. This date will appear on the student account as the date of the transaction.

2. Select the date for Students Active On. This date determines which students to include in the calculation. Students with a Final Date before this date will not be included.

3. Select All Grades to include all the students in the process, or clear the All Grades checkbox and select a single grade from the Grade dropdown to process transactions for students in a single grade only.

4. Select the template for the payment terms required.

5. Click Create Batch to create the invoices for the students.

6. Go to Transaction Batches. The new transaction batch will be at the end of list of open batches.

Example

We need to create the Monthly invoices for 1 February. To ensure parents have sufficient time to pay the fees, we create the invoices a couple of days before 1 February, for example on 25 January.

To create the invoices correctly we set the following values:

• Transaction Date: 1 February 2022
• Students Active On: 1 February 2022
• Select All Grades
• Select System Template:Monthly

Click Create Batch to create the invoices for the students.