HeadMaster Billing for Schools 090422.1033
Table of Contents HeadMaster Billing Setup... 3 Assigning Billing Codes... 8 Entering and Posting Invoices... 11 Entering and Posting Payments... 17 Billing Reports... 27 HeadMaster Billing for Schools - Page 2
HeadMaster Billing Setup The initial setup of HeadMaster Billing requires you to visit three places on the HeadMaster Home screen: Options, Define List, and the Student Billing Code Assistant. On the Home screen, click Options and then Billing. Enter your Federal Tax ID number and your Aging Periods. If your school is affiliated with a church, and the church needs to reflect the school's billing in its ACS General Ledger, enable the ACS General Ledger Interface. Step 1. Step 2. Step 3. Step 4. Select Enable ACS General Ledger Interface. Select the appropriate Dataset. Select the Deposit Source. Select the Adjustment Source. HeadMaster Billing for Schools - Page 3
On the Home screen, click Define List. Create your Accounts (not required), Revenue Centers (not required) and Billing Codes. If you interface with ACS General Ledger, you do not need to create Accounts. Accounts are established through ACS General Ledger. Accounts and Revenue Centers are not required to use HeadMaster Billing. They can be used help track your income. To create accounts: Step 1. Step 2. Step 3. Step 4. Step 5. Click Accounts. Click Add. Enter the Account Number and Account Name. Select if the account is a checking account. Click OK. HeadMaster Billing for Schools - Page 4
Set up your Revenue Centers to make invoicing students easier. Revenue Centers let you track the flow of income. To set up your Revenue Centers: Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. Step 7. Click Revenue Centers. Click Add. Enter the Revenue Code. Select if the Revenue Center is Tax Deductible. Enter the Description. Select the Offset Account and Checking Account. Click OK. To create billing codes: Create an unlimited number of Billing Codes. Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. Step 7. Step 8. Click Billing Codes. Click Add. Enter the Billing Code. Select if this billing code is Tax Deductible. Enter the Description. Select the Revenue Center (if needed). Select the Frequency (if needed). Frequency is defined as the number of times the billing will occur, for example, Monthly, Quarterly, and Annually. HeadMaster Billing for Schools - Page 5
To enter Amounts and Late Fees: Step 1. Step 2. Step 3. Step 4. Enter the Regular Amount. Enter the Late Fee Amount. Enter the Late Fee Grace Period. Click OK. HeadMaster Billing for Schools - Page 6
To create discounted billing codes: Step 1. Step 2. Select the original billing code. Click New Discount. Step 3. Step 4. Enter Discounted Amount or click the % to enter a percentage. Click OK. HeadMaster Billing for Schools - Page 7
Assigning Billing Codes To assign billing codes to students using the Student Billing Code Assistant: Step 1. On the Home screen, click Student Billing Code. Step 2. Step 3. Select a single student or multiple students to assign billing codes. Click Next. HeadMaster Billing for Schools - Page 8
Step 4. Select the student name(s). To add multiple students at one time, press and hold the Control or Shift key, then select the students you would like to add. Step 5. Step 6. Click Add. Click Next. Step 7. Select the billing codes. To add multiple billing codes at one time, press and hold the Control or Shift key, then select the billing codes you would like to add. Step 8. Step 9. Click Add. Click Save. HeadMaster Billing for Schools - Page 9
Billing codes appear in the student record under the Billing tab. You are now ready to generate invoices and post payments. HeadMaster Billing for Schools - Page 10
Entering and Posting Invoices To generate invoices, on the Home screen, click Enter/Post Transactions. You have two options to generate invoices: Option #1: Enter/Post Invoices: Generate invoices for one or more students without assigning billing codes. Option #2: Generate Invoices from Billing Codes: Select a billing code and generate an invoice for every student that has that billing code assigned to them. HeadMaster Billing for Schools - Page 11
Option #1: Enter/Post Invoices: Step 1. Step 2. Select Enter/Post Invoices. Click Next. Step 3. Click the student name(s). To add multiple students at one time, press and hold the Control or Shift key, then select the students you want to add. Step 4. Step 5. Click Add. Click Next. HeadMaster Billing for Schools - Page 12
Step 6. Step 7. Step 8. Click Add. Select a Billing Code (change invoice and due date if necessary). Click OK. To invoice more billing codes, repeat steps 6-8. Once you have selected the necessary billing codes, click Next. Your invoices are generated. Option #2: Generate Invoices from Billing Codes: Generating invoices by billing codes is the easiest way to create invoices. You select the billing codes you want to invoice, and the invoices are generated. Step 1. Step 2. Select Generate Invoices from Billing Codes. Click Next. HeadMaster Billing for Schools - Page 13
Step 3. Choose a filter option: billing code, revenue center, or frequency. Step 4. Enter Invoice Description (not required) and change Invoice Date and Date Due if necessary. Step 5. Select billing codes. You can select one, many or all billing codes by holding down the control button. Step 6. Click Next. HeadMaster Billing for Schools - Page 14
You have several options available once invoices are generated: Option #1: Print: Print a proof list that displays invoices that have been generated for each student. Option #2: New: Generate more invoices. Option #3: Edit: Edit an invoice before posting. Option #4: Delete: Delete an invoice before posting. Once you click Post, you cannot reprint the proof list, add new invoices, edit or delete an invoice for this batch of invoices. Below is an example of an invoice proof list. HeadMaster Billing for Schools - Page 15
To post invoices, click Post. You can print invoices. If you click No, you cannot reprint the invoices. Below is an example of an invoice. HeadMaster Billing for Schools - Page 16
Entering and Posting Payments HeadMaster Billing posts payments by family. If a family has more than one child in the school, the family pays one combined bill. To enter and post payments, on the Home screen, click Enter/Post Transactions Assistant. You have two options for posting payments: Option #1: Enter/Post Payments: Post payments submitted by individual families. Option #2: Invoice/Payment Wash: Generate an invoice and post a payment at the same time. HeadMaster Billing for Schools - Page 17
Option #1: Enter and Post Payments: Step 1. Step 2. Select Enter/Post Payments. Click Next. Step 3. Step 4. Step 5. Step 6. Step 7. Step 8. Select a Family. Enter the Description (not required). Select the Payment Type. Enter the Check Number (if applicable). Enter the Payment Date (defaults to current date). Enter the Amount. HeadMaster Billing for Schools - Page 18
Payment Posting Options: Option #1: Apply to the oldest invoices first: Applies payment to the oldest invoice first. Option #2: Manually select invoices to pay: Choose how much to pay on specific invoices. Option #3: Enter a Designated Payment: Apply payments to a specific billing code. To manually select invoices to pay: Step 1. Step 2. Select Manually select invoices to pay. Click Next. Step 3. In the Invoices to pay column, select the invoices you want to pay. HeadMaster Billing for Schools - Page 19
Step 4. Step 5. Change the Amount to pay (if necessary). Click Next. If you paid all invoices in full and you have money left to apply, HM Billing lists the remaining amount as a credit. However, if you have remaining invoices that need to be paid, the remaining amount is applied to the oldest invoice first. To create an Invoice/Payment Wash: Step 1. Step 2. Select Invoice/Payment Wash. Click Next. Step 3. Step 4. Step 5. Step 6. Select a Student. Select a Billing Code. Enter the Amount. Select Payment Type. HeadMaster Billing for Schools - Page 20
Step 7. Step 8. Enter the Check # (if applicable). Click Next. You have several options available once payments are entered: Option #1: Print: Lists payments that were entered for each student. Option #2: New: Enter more payments. Option #3: Edit: Edit a payment before posting. Option #4: Delete: Delete a payment before posting. HeadMaster Billing for Schools - Page 21
Here is an example of payment proof list. To post payments, click Post. Once you post payments, you have three options to choose from: Option #1: Receipts Option #2: Deposit Ticket Option #3: GL Distribution Report (only available when Accounts and Revenue Centers are set up) HeadMaster Billing for Schools - Page 22
Receipt: Deposit Ticket: HeadMaster Billing for Schools - Page 23
General Ledger Distribution Report: Please note that the above reports are available to print. You can not view these reports again once you close the Posting Complete window. To generate Late Fees: Step 1. Select Generate Late Fee Invoices. Step 2. Click Next. HeadMaster Billing for Schools - Page 24
Step 3. Step 4. Select an individual Billing Code, Revenue Center, Frequency or all billing codes that you want to generate a late fee for. Click Next. You have several options available once late fees are generated: Option #1: Print: Print a proof list lists what late fees have been generated. Option #2: New: Generate more late fees. Option #3: Edit: Edit a late fee before posting. Option #4: Delete: Delete a late fee before posting. HeadMaster Billing for Schools - Page 25
To post late fees, click Post. You can close Enter/Post Transactions without posting. This enables you to generate invoices or post payments over several days before posting, giving you more complete and accurate invoices and deposit tickets. If you close out of Enter/Post Transactions without posting and then re-enter at a later time, you see this window: Click the option you want to perform and continue with the billing process. HeadMaster Billing for Schools - Page 26
Billing Reports HeadMaster Billing has thirteen pre-set reports to help with your reporting needs. Here are examples of some reports: Statement: HeadMaster Billing for Schools - Page 27
ACS offers pre-printed statement forms that you can use to give your statements a professional look. Statement of Receipts: The Statement of Receipts is sent to families at the end of each year, so that they can use the total tax deductible amount for tax purposes. HeadMaster Billing for Schools - Page 28
Class Evaluation Class: HeadMaster Billing for Schools Not at all Definitely The class content was what I needed. 1 2 3 4 5 The class description was clear and accurate. 1 2 3 4 5 The training documentation was user friendly. 1 2 3 4 5 The trainer clearly communicated the content. 1 2 3 4 5 The trainer effectively managed the class. 1 2 3 4 5 The following are used for statistical analysis. Your site number Your name (optional) How long have you personally been using ACS products? How long have you been using the product covered in this material? Comments HeadMaster Billing for Schools - Page 29