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In Accounts Receivable, you can add, edit, and delete mass billing codes for your customers. Mass billing codes describe the services your customers are paying for, the frequency and amount of their payments, the invoice amount, the start date of the payments, and any discounts the customer may have.

You can also select and apply discounts to a customer's record on the Billing tab.

 To add a customer's mass 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 Customer tab, select the customer'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 customer. 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 the amount.
  8. In Schedule Information, select Schedule Invoice to schedule a specific time to create the invoice. See Scheduling Invoices to learn more about scheduling invoices.
  9. When you have finished adding the customer's billing information, click OK to return to the customer's record.
 To edit a customer's mass 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 Customer tab, select the customer'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 add for that customer. The Billing Description and Fee Description fields show 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.
 To delete a customer's mass 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 Customers tab, select the customer's record and click Edit.
  4. On the Billing tab, select the Mass Billing Code you want to delete and click Delete.
  5. When the confirmation message displays, click Yes.
Additional Field Information


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

Receive Statement
You have three options for sending out your statements: MailE-mail, and No.

Assign Payer
Select to assign a family to the invoice. Assign Payer is only available for individuals assigned to multiple families. Update Paid Invoice is then selected by default. If you prefer all paid invoice history to display on all family accounts, be sure to clear this option. The option to Update Paid Invoice History shows if invoices have been paid, but if you are setting up a new family with no history, the option is unavailable.

If multiple people have made payments for separate items charged on the same account and you want begin using the Assign Payer option to send individualized statements, you can use the Update Paid Invoice option to also assign payers to invoice history. For example, in split-family situations, the mother is responsible for aftercare and school lunches, while the father is responsible for tuition. In this case, you can send statements to both parents representing only their payments.

Billing Code
Select the billing code you want to use.

Billing Description
When you select a billing code, a phrase that sums up the purpose of the billing code displays in this field.

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 can be changed for individual customers after they are assigned. For school or daycare, typically, a billing code is created for each grade for tracking purposes, and the parents' payment frequency is set when being 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.

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

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