Auto Account Billing Checklist
Step | Menu Option | Details |
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1 | Student Admin > Student Records > Student Information > Students. | Ensure all departed students have a 'Date of Leaving' entered. The 'Pre-billing Report' and the 'Auto Account Billing' program have a 'Student Current as at' date filter. This means that these programs will exclude all students who have a 'Date of Leaving' less than or equal to the 'Student Current as at' date. Students who have a 'Date of Entry' that is greater than the 'Student Current as at' will also be excluded from the billing. |
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2 | Finance > Parent Accounts > Setup Information > Parent Accounts Setup. | Go to the 'Billing Periods' tab and ensure that the period to be billed is flagged as 'current' (there must be a 'C' in the 'Current' column). |
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3 | Finance > Parent Accounts > Setup Information > Parent Accounts Setup on the 'Fees' tab. | Check fee descriptions and amounts are correct for this billing. |
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4 | Finance > Parent Accounts > Setup Information > Parent Accounts Setup. | Go to the 'Billing Structure' and the 'Discount Structure' tabs and check that the rules are correct. |
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5 | Finance > Parent Accounts > Billing Cycle > Student Billing Grid. | Ensure all 'Billing Flags' have been correctly entered onto Student Records. Use the 'Student Billing Grid' to add, edit and review student billing flags. |
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6 | Student Admin > Student Records > Listings & Reports > House Boarder & School Totals. | Run the 'House Boarder & School Totals' report and check that student numbers in TASS are correct. |
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7 | Student Admin > Student Records > Listings & Reports > House Boarder & School Totals. | Run the 'House Boarder & School Totals' report again with the 'Auto Billing Account' field set to 'S - Split bill' and check that families with split billing in TASS are correct. |
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8 | Student Admin > Student Records > Student Classes > Class Lists. | Ensure that subjects have been entered for all students. Run the 'Class Lists' program to check (only applicable if there are subject-based billings). |
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9 | Student Admin > Parent Records > Listing & Reports > Parent Details Listing. | Run this listing and select 'Auto Billing' from the 'Additional Fields' list on the 'Print' tab. Run the report with the option 'Screen with Hyperlinks'. Review the 'Auto Billing' flag for parents on this listing and use the drill-down on the hyperlink to access the parent record if required. Set the 'Auto Billing Account' flag to 'N' for any families that are to be excluded from the Auto Billing. |
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10 | Finance > Parent Accounts > Billing Cycle > Special Transactions. | Review 'Manual' Special Transactions and amend as required. |
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11 | Finance > Parent Accounts > Billing Cycle > Split Billing Accounts. | Where Split Billing is used, check that split billing details have been defined for all parents listed in this screen. |
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12 | Finance > Parent Accounts > Billing Cycle > Generate Split Bill Transactions. | Where Split Billing is used, generate split bill transactions using the same date that will be used for the Auto Billing (refer to the Split Billing procedure for full details). |
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13 | Finance > Parent Accounts > Billing Cycle > Pre-billing Report. | Run the Pre-billing Report. Check this report thoroughly and amend data and setups as required. Re-run as often as necessary. DO NOT PROCEED WITH THE AUTO BILLING UNTIL THIS REPORT IS 100% CORRECT. |
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14 | Finance > Parent Accounts > Listings & Reports > Ledger Trial Balance. | Run the Ledger Trial Balance to get the current ledger balance (optional). |
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15 | Finance > School Shop > Period End > Student / Family Statements. | Where School Shop is set up to transfer transactions to Parent Accounts, suspend trading in those Shops and run Student/Family Statements for each of those Shops now. |
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16 | Suspend all transactions processing in Parent Accounts including receipting and suspend all adding or editing of Student and Parent records. |
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17 | Finance > Parent Accounts > Billing Cycle > Auto Account Billing. | Run the Auto Account Billing. As this is a major ledger process it is recommended that it is run at the start of a day after overnight backups have been completed and verified. RUN THIS PROGRAM ONCE ONLY PER BILLING PERIOD. |
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18 | Finance > Parent Accounts > Listings & Reports > Batch Transaction Report. | Check that the 'Batch Edit Listing' generated matches your final Pre-Billing report. |
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19 | Finance > Parent Accounts > Listings & Reports >Ledger Trial Balance. | Run the 'Ledger Trial Balance' to get the current ledger balance and reconcile (optional). |
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20 | Finance > Parent Accounts > Account Information > Parent Account Inquiry. | Spot check some parent account by going to the 'Ledger' tab and reviewing new transactions. |
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21 | Finance > Parent Accounts > Billing Cycle > Payment Schedules. | If your school conducts annual billing, use this program to create the payment schedule(s). Calculate the instalments for each payment schedule using the 'Generating Payment Schedule' link. |
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22 | Finance > Parent Accounts > Billing Cycle > Parent Statements. | Generate your Statements to PDF and preview them on the screen to ensure they are correct. If payment schedules exist, click the 'Payment Schedule' button to include the payment schedule instalments on parent statements. Generate and preview the statements as often as required until you are satisfied with the layout options selected and the number of recipients (or the number of pages generated). Use the 'Save Configuration' option to save the Parent Statement configuration. _Saved Report Configurations To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'. The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists. To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist. Enter your runtime options for the program. To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab. You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option. You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected. The 'Payment Schedule' and 'Use a Previously Saved Configuration' fields are mutually exclusive. You cannot save a configuration if you have used the 'Payment Schedule' option. |
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23 | Finance > Parent Accounts > Billing Cycle > Parent Statements. | Print or email Parent Statements (using the 'Saved Configuration' from Step 21). The 'Payment Schedule' and 'Use a Previously Saved Configuration' fields are mutually exclusive. You cannot save a configuration if you have used the 'Payment Schedule' option. Check for spooled/undelivered emails in TASS.web program System Admin > Utilities > Mail Spool Maintenance. Use Ctrl+F to search for and find the ‘Subject’ line of the email that you sent. If you do not have access to this menu path, please contact your IT department. |
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24 | Finance > Parent Accounts > Billing Cycle > Parent Statements. | Publish Parent Statements. Re-run the Parent Statements using the 'Saved Configuration' from Step 22. The 'Payment Schedule' and 'Use a Previously Saved Configuration' fields are mutually exclusive. You cannot save a configuration if you have used the 'Payment Schedule' option. Check that the:
...are the same as those used in Step 22. Take a note of the 'Transaction Cut-off Date'. This time select the 'Publish Statements/Generate Parent Lounge payment details' option on the 'Print' tab. Even if you don't allow 'published' statements to be viewed in Parent Lounge you MUST run this process so that internal copies of the statements are generated and saved against each parent's accounts. These statements are then accessible through program Finance > Parent Accounts > Account Information > Parent Account Inquiry. It is also essential that you immediately flag transactions as having appeared on the statement (this is Step 24). This will ensure that:
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25 | Finance > Parent Accounts > Billing Cycle > Flag Transactions. | After all the statements have been successfully printed and emailed (Step 22) and published (Step 23), run Flag Transactions. Make sure that you use the same 'Transaction Cut-off Date' that you used in Step 22 and 23. |
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26 | Re-commence all transactions processing in Parent Accounts including receipting. | ||
27 | Finance > Parent Accounts > Charges & Credits > Automated Credit Apply. | Apply credits which have been generated by the Auto Billing using Automated Credit Apply. |
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