How to Bill School Fees in Advance

This procedure is relevant for schools where Tuition Fees for the following school year are to be billed prior to the end of the current school year (ie. during the last term or semester).

Step	Menu Option	Details
1	Enrolments > Enrolment Information > Transfer to Current	When all of next year's new enrolments are ready to be transferred to current, transfer them into the Student Records module by running this program. When running this transfer, it is critical that you enter the 'Date of Entry' as the first school day of next year's term one. For example 27^th January. VERY IMPORTANT It is very important that you use the first school day and not 1^st January. This will allow you to run Student Records > Year End Processing > Advance Student Year Groups before this date and therefore exclude the commencing new students from being advanced. The students with this future date of entry will not be seen as current students until this future date is reached and so will be excluded from class lists etc for the current year. It is essential that the person in charge of Student Records understands the significance of the date of entry on Student Records > Year End Processing > Advance Student Year Groups The normal TASS sequence is to run Student Records > Year End Processing > Advance Student Year Groups first, then run Enrolments > Enrolment Information > Transfer to Current to transfer the new enrolments to current. The method detailed above is to transfer new enrolments first then run 'Advance Student Year Groups'. Please exercise care or if in any doubt call the TASS Helpdesk.
2	General Ledger > Account & Journal Info > Accounts	Use this program to setup one or more liability accounts for 'Fees in Advance'.
3	Parent Accounts > Setup Information > Parent Account Setup	Use this program to setup one or more Fee Codes for 'Fees in Advance' and attach them to the appropriate GL Account Code(s)' setup in Step 2.
4	Parent Account > Charges & Credits > Bulk Charges & Credits	Use this program to enter charge transactions for each year level or group of year levels. Create separate bulk transactions for the three different student types: Advancing Students If you have different fee codes (different tuition fee) for each year level, it is best to do this for one year level at a time. Remember that you need to apply the correct charge to the correct year group advanced by one. For example: Current Year 8's to be billed the Year 9 fees for next year. A similar consideration needs to be applied if you have different fee codes (different tuition fee) for sections of the school. Use the 'Student based search' in the 'Select Search Mode' screen. On the 'General' tab, use the default students' 'Date of Entry' field. (Don't use the date that you used for enrolling students in Step 1). Set the 'Next Year' field to 'A' for 'Advancing'. Pick the students to include from the 'Year Group' field. Click the 'Next' button, and choose the appropriate 'Fees in Advance Code' for the group of students that you will be raising charges for. This will allow you to create 'fees in advance' charges for advancing students only. Repeating Students Use the 'Student based search' in the 'Select Search Mode' screen. On the 'General' tab, use the default students' 'Date of Entry' field. (Don't use the date that you used for enrolling students in Step 1). Set the 'Next Year' field to 'R' for 'Repeating'. Pick the students to include from the 'Year Group' field. Click the 'Next' button, and choose the appropriate 'Fees in Advance Code' for the group of students that you will be raising charges for. This will allow you to create 'fees in advance' charges for repeating students only. New Students Use the 'Student based search' in the 'Select Search Mode' screen. On the 'General' tab, set the 'Date of Entry' field to the date that you used in Step 1 above). (eg. To select new students who will will start in Year 7 next year on January 27th). Pick the students to include from the 'Year Group' field. Click the 'Next' button, and choose the appropriate 'Fees in Advance Code' for the group of students that you will be raising charges for. This will allow you to create 'fees in advance' charges for new students only.

1. General Ledger Journals.
The resulting GL journal for each batch of Fees in Advance charges that are raised will be (when Post Period Activity is run):

DR Debtors - Fees

CR Fees in advance (L)

2. Enter a General Journal to transfer the Fees in Advance to Income.
This is usually done in period 1 or later of the following year.

DR Fees in advance (L)

CR Fees (l)

3. Receipting from the Parent Accounts.
When Fee Receipts are entered, it will produce the normal journal:

DR Cash at Bank

CR Debtors - Fees