Billing – for Next Year using Year Level Next

Billing for Next Years Fees before Rolling in to the Next Year

How to bill all students for next Years’ fees (including current and yet to come students) next year’s fees in advance.  To ensure the data is correct follow the steps below before proceeding with the billing run.


Step 1  Student not returning Next Year

Path:  Scholastics – Administration – Student View

  • Identify any students (who are current this year) but who will not be returning next year
  • Also Tick in Exclude Next Year (as per example)




Step 2  New enrolments

Make sure the new enrolments have the correct dates etc entered


  1. Current Year
  2. Date of Arrival – (date of first day of start of new school year)
  3. Initial Year  –  Year level they will be attending
  4. Enrolment Status  – Most schools use “Accepted” but selected from drop down
  5. Acceptance Date  – Date accepted


Step 3  Update a Student’s Next Year Level

Run the Housekeeping Routine to update a student’s next year level. (This routine includes both the ‘current’ and ‘yet to come’ students).

Path:  Administration – YearEnd – Housekeeping


  1. Tick in Update Student Year Level Next
  2. Date of Arrival from –  (date of first day of start of new school year)
  3. Arrival Date to:  (Usually add a couple of months to the start of the school year
  4. Accept Date From:  (Leave at the default)
  5. Acceptance Status – Select the status which is relevant to your school
  6. Begin Process

Step 4  To Calculate Discounts

In Debtor Cost Centres ensure you have ‘Yr Next’ ticked in your Discount Table.



Step 5 Charging a one off fee to families e.g. Building Fund $150 per family 

In the exercise below, I want to charge a maximum fee of $150 per family or a $100 fee if there is only one student in the family.

Entering the $ value as a negative will, in fact, create a charge as this process is traditionally used for calculating credit values, e.g. sibling discount.

Go to Quick Family Accounting AdjustmentsDiscount Calc $ tab


  1. Enter $ against 1st and 2nd student
  2. Select Year Level Next
  3. Select Oldest (charge the oldest child first)
  4. Enter Cost Centre No
  5. Click on Calculate Discounts


Once complete, this charge will be written against the students under Account Master File – Bursary with a Run No of S.(as per example on the right)



To charge families:


  1. Go to Batch Billing view
  2. Create a billing item
  3. Click on Rebates + Burs Tab
  4. Enter run No “S”
  5. Begin Charging


Step 6  Set up a new Debtors Period

 Path:  Debtors>System>PeriodID



Step 7  Transfer the current balance to the General Ledger

Path:  Debtors >Debtors End of Period

Roll you Debtors this will transfer any current years’ invoicing to the General Ledger as a Debtors accrual batch.




  1. Check to see if Next Period is the new Debtors period you created
  2. Select – Perform Period End
  3. Tick in Create Ledger Accrual Batch
  4. Begin Process

Finalise the Debtors Accrual batch to the correct period / year in the General Ledger under:

Path:  Debtors>General Ledger>Batch Transaction Entry> 


Step 8  Batch Billing View – Using a Tag Set

Path:  Debtors – Batch Billing View


  1. Create a New Batch
  2. Desc – type in Batch description
  3. Select – New Item
  4. Desc – Type in what you want to appear on Statement
  5. Select the Misc Tab or
  6. If using Macro select Autobill Macro and select “Load Only
  7. Select – Student Tag Set


(note:  That the top two students Bennett & Deroles are new students for 2015 and the others are current students going from PS  to Year 1 in 2015)


  1. Select – Cost Centre to charge
  2. Enter – $ value of charge
  3. Click on – Begin Charge
  4. Select New Item
  5. Repeat from Step 1 and apply to each charge

  1. Print report as shown above
  2. Select [Family, Student Code, & Cost Centre Order]
  3. [OK]

Check and make sure all charges and discounts are applied and is correct – fix up errors and re-run report.

IMPORTANT:  Once you finalise this batch you do not unfinalise it.

You will have to manually correct by putting credits through to fix.

[Finalise batch] when correct


Step 9 Run an Account Validity before printing or emailing your statements out


Step 10  After billing transfer the current Invoicing to the General Ledger

Path:  Debtors – Debtors End of Period

Roll you Debtors this will transfer any next years’ invoicing to the General Ledger as a Debtors accrual batch (this will separate out this years’ and next years’ income in the General Ledger).



  1. Check the [Next Period] and make sure you are rolling into EOY 2016 so you can make changes to current years invoices
  2. Select – Perform Period End
  3. Tick in Create Ledger Accrual Batch
  4. Begin Process


Step 11 Finalise this batch: Into January Next Year Pending

Path:  Debtors>General Ledger>Batch Transaction Entry> 

Debtors and finalise the Accrual Batch to [January Next Year Pending]