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The Billing tab on the Family record contains mass billing codes for reoccurring charges that apply to a family as a whole. Examples of these fees include parent-teacher organization dues and registration fees.

In addition, discounts such as scholarships only apply to tuition and display on the student or parent records rather than the family's record.

You can add, edit, and delete mass billing codes for your families. Mass billing codes describe the services your families are paying for, the frequency and amount of their payments, the invoice amount, and the start date of the payments.

You can also create and edit a family's billing schedule on the Billing Information tab.

 To add a billing code
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers. Click Go .
  3. On the Family tab, select the family's record and click Edit.
  4. On the Billing tab, click Add.
  5. In the Billing Code drop-down list, select the billing code you want to add for that family. The Billing Description and Fee Description fields will then display the billing and fee descriptions associated with that billing code.
  6. In the Frequency drop-down list, select the billing frequency.
  7. In the Amount field, enter the amount due.
  8. In Schedule Information, select Schedule Invoice to schedule a specific time when the invoice will be created. See Scheduling Invoices to learn more about scheduling invoices.
 To edit billing codes
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers. Click Go .
  3. On the Family tab, select the family's record and click Edit.
  4. On the Billing tab, under Mass Billing Codes, select the Mass Billing Code you want to edit and click Edit.
  5. In the Billing Code drop-down list, select the revised billing code you want to edit. The Billing Description and Fee Description fields display the billing and fee descriptions associated with that billing code.
  6. In the Frequency drop-down list, select the billing frequency.
  7. In the Amount field, enter or change the amount due.
  8. In Schedule Information, select Schedule Invoice to edit the time when the invoice will be created. See Scheduling Invoices to learn more about scheduling invoices.
  9. When you have finished editing the customer's billing codes, click OK to return to the customer's record.
 To delete billing codes
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers. Click Go .
  3. On the Family tab, select the family's record and click Edit.
  4. On the Billing tab, select the Mass Billing Code you want to delete and click Delete.
  5. Click Yes to confirm the billing code's deletion.
Additional Field Information


Charge Late Fee
Select to charge a late fee to a customer.

Receive Statement
Select if the family will receive statements.

Billing Code
Select the billing code you want to use from the drop-down list.

Billing Description
Enter a phrase that sums up the purpose of the billing code. This displays when you select the billing code.

Fee Description
Select a fee to associate with this billing code. The list of fees are set up in the Fees section of the Define Lists window.

Frequency/Amount
Enter the frequency and amount to use when assigning this code to customers. These are only defaults, and you can change them for individual customers after assigning them. For school or daycare, typically, you should create a billing code for each grade for tracking purposes, and the parents' payment frequency is set when assigned to the student record.

Schedule Invoice
Select to schedule when and how often to send an invoice to a customer or family.

Start Date
Select the invoice's start date from the drop-down list.

End After Occurrences
Select to end the invoice after a number of occurrences.

End By
Select to end the invoice by a specific date.