Form or Screen: Managing Invoices Updated: 2/21/18 QRG Doc. #: Q.SA.009 Business Use: In this quick reference guide the invoice templates and student or student groups are linked to create actual invoices for payment. Invoicing an individual student or students: You can select an invoice template and specific student(s) that the invoice should be billed to. An example of this might be for calculated fees that are only invoiced when needed, such as for a lost textbook. Invoicing Student Groups: You can also apply an invoice template to a group of students, such as a grade, classroom or club. Table of Contents Creating Invoices Partial Payments or Installments Invoicing an Individual Student Invoicing a Student Group Managing Existing Invoices Deleting an Invoice Parent View of Invoices Page 1 of 15
Creating a New Invoice 1. Expand the Invoices category under the MSB Dashboard 2. Manage Invoices is the option to select Page 2 of 15
3. A list of existing invoices are displayed below a set of filter options to narrow a search of already created invoices. 4. Click Add Invoice(s) to begin setting up a new invoice using an existing Invoice Template (Invoice Set Up/Template Creation-Q.SA.007, to learn about creating templates). Page 3 of 15
5. Select Invoice Template: from the drop down display. 6. +Add: click the Add button to begin creating the invoice. Note: The fees for lost or damaged books will likely be different each time the need to invoice arises. This template was created with the amount left blank so that it could be entered at the time each invoice is created. Page 4 of 15
7. Amount: If not predetermined by the invoice template, type in the appropriate fee amount. 8. Date Range (Optional): a date range can be applied if the fee is required to be paid during a specific period of time (e.g. an extracurricular activity is dependent on paying a fee by a certain date to be eligible for participation). This is likely left blank a majority of the time. Note: This functionality can also be used if a late fee and/or the registration fee increases after a certain date. Page 5 of 15
9. Allow Partial Payments: this radio button determines if the fee must be paid in full or if partial payments can be made. Note: If partial payments are allowed, it will be the choice of the parent on the amount and frequency of payments. Close monitoring would be required as the invoice will remain open until paid. NOT RECOMMENDED Example 10. Allow Installments: This radio button, like partial payments, allows fees to not be paid in full. Note: Installment option should only be used for large invoices and is the recommended option instead of allowing partial payments. 11. Schedules: Recurring Frequency: Select payment frequency from dropdown. Number of Payments: Enter the number of allowed payments before full payment is required. +Add: Click the Add button to create the installment plan. Click +Add again to create multiple options for an installment plan. (Example shown provides for either 10 payments made every 2 weeks or 5 monthly payments). Page 6 of 15
12. Set Start Date: It is recommended that a Start Date is required for when installment payments must start. Single: Setting of a single start date restricts the parent to begin installments on the date set (Example: 3/15/2018). System default is 31 days from Invoice creation and it is invalid to be empty. Range: Setting a range allows the parent to select a date to begin payments within the range designated. Preview Range Example 13. Preview: Click the Preview button at the top of the screen to see installment options that will display for a parent. 14. Continue: Click the continue button when you have finished setting the Payment Options. Note: Depending on whether you are creating an invoice for an individual student or a group, skip to the following sections of this document. - Invoicing Individual Students - Invoicing a Student Group Page 7 of 15
Invoicing Individual Student(s) (to create an invoice for a group of students skip to Billing a Student Group) 15. Select Student Screen will be displayed after adding the invoice. 16. Filters: can be used to narrow the list of potential students that will be added to the invoice. 17. School: only students from a specific school can be displayed by starting to type in the school name then selecting from the drop down list. Grade filters can be used to further narrow the list of students once a school has been selected. 18. First Name, Last Name, or Student #: can also be used to locate a specific student. 19. Search: button must be clicked for the resulting student list below to be narrowed based on applied filters. Page 8 of 15
20. Search bar: can also be used to filter down by First Name, Last Name or Student #. When using this search bar the list of students will automatically narrow as you type. 21. Check the box to the left of the appropriate student names who should have the invoice applied. 22. Continue: button should be clicked to display the invoice for review. Page 9 of 15
23. Refer to steps 8-10 for instructions on setting Date Range and Payment Options. 24. Confirm: If the content of the invoice is correct click the confirm button. 25. Back: can be selected to go back one step to correct information. 26. Cancel: can be clicked to start over creating the invoice. Page 10 of 15
Invoicing a Student Group (to create an invoice for a single students skip to Invoicing an individual student) 27. Select Student Screen will be displayed after adding the invoice. 28. Filters: can be used to narrow the list of potential students that will be added to the invoice 29. Student Group: previously created student groups can be selected from the drop down list. (see Q.SA.008 Managing Student Groups to learn about creating new student groups). 30. Search: must be clicked to narrow the list of students. 31. Check: the box next to the students to be billed. The entire student group can be selected by clicking the box next on the header row. 32. Continue: button will give you a screen to review the details before actually creating the invoices. Page 11 of 15
33. Confirm: will actually create the invoice if you are satisfied with the details before creating an invoice for each student. Managing Existing Invoices 34. Locating an existing invoice: Narrow the list of existing invoices using the various Filters available. After inputting the filter criteria desired you must click the Search button for the list of invoices below to be narrowed. 35. Reset: this button will clear your applied filters and all existing invoices will be displayed again. Page 12 of 15
36. Delete Invoices(s): To delete an invoice that is incorrect, check the box to the left of the invoice or invoices you wish to delete, then click the Delete Invoice(s) button at the bottom of the page. 37. Confirm: You will be asked to confirm the deletion of the invoice. Note: Use extreme caution in deleting an invoice! Only delete an invoice before the system generates the daily email notification to parents 4:10am and 4:10pm daily. If an invoice is cancelled after a parent received the notification, the system will not notify the parent of the cancellation. Page 13 of 15
Parent View of Invoices This section provides screenshots and insights into how invoices appear and can be paid by parents. 38. Notification Email - Parents receive a system generated email and can pay through a link provided in the email. Page 14 of 15
39. School Store > School Invoices: is another way that parents can view invoices that need to be paid. 40. Add All Invoices to Basket or Add To Basket: Parents can select if they want to pay all or only selected invoices. 41. View Cart / Checkout: is the next step to pay the invoices. 42. Choose Payment Method: parents will then be asked to pay with an e-check or credit card. Page 15 of 15