Manage School Fees Invoice Generation | Scribe

    Manage School Fees Invoice Generation

    • SchoolFocus EdTech Solutions |
    • 21 steps |
    • 6 minutes
    • SchoolsfocusSchoolsfocus
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    **About Fees Categories:**\ \ The school portal supports two major categories of fees/invoices, namely: 1. Mandatory Class Fees / Invoices 2. On-Demand Fees\ \ **Mandatory Class Fees/Invoices -** should comprise of the payable items that must be paid by every student of that class. E.g. the main school fees payable by a class.\ \ **On-Demand Fees -** are those optional fees that a student may wish to pay in order to access some additional value/service/item. E.g. A student may optionally pay to purchase additional school uniform, or for school bus.

    Creating Mandatory Class Fees Invoice Templates

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    Log in to your school portal as admin or bursary officer (accountant)
    2
    Click the "FINANCE" menu-group
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    Click the "Fees / Bursary" menu
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    Click the "Publish / Manage Fees" sub-menu
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    At the top, select the class, and academic session and term you want to create mandatory fees invoice template for "Go to Class Fees"
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    Click to switch to the "**Mandatory Invoice Templates**" tab, if not already on the tab.
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    Click "Create Invoice Template" >> "Create New Template" at the top right of the tab
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    Select the *Class(es)* you want to include in this fees invoice
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    Select the *Class Arms* you want to include in this fees invoice
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    Input a title for the invoice (E.g. Consolidated School Fees)
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    Under Payable Fee Items, select the fee items you want to include in this fees invoice by checking their corresponding boxes.\ \ If you have not created the payable fee items already, then you will need to create them by clicking the "Add Fee Items" button at the top right of the table.
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    If you want enable part payment (payment in multiple installments) for this fees invoice, select "Enabled" under "Part Payment"
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    If you enabled part payment, you will need to specify the minimum amount that can be paid in one/each installment
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    If you want a copy of the Invoice to be automatically generated for every student enrolled in the selected class(es) in that academic session, then click to switch on the "**Auto-generate**" option.\ \ Also, if you want the students (and their parents) to be able to manually click to generate their copies of the invoice from the template, then click to enable the "**Self-generate**" option.
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    When done, click "Create Invoice Template"

    Trigger Instant Invoice Generation for Students

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    Once a Class Invoice Fees Template is created for a given academic term, if the "**Auto-generate**" option was enabled, then a copy of the invoice will be gradually generated over the time for every student enrolled in the selected class(es) for payment.\ \ If the "**Self-generate**" option was enabled, then each student of the class (or his/her parents) can log in and generate a copy of the invoice for payment.\ \ Alternatively, if you want to the invoice to be **generated instantly** for all the concerned students, then you will have to trigger that. \ Read below.
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    Go to the list of invoice templates. Find the Invoice template you want to trigger instant generation of and click the action button and then click:\ \ "**Generate Invoice (for all class students)**" - to generate for all concerned students\ \ OR\ \ "**Generate Invoice (for selected students)**" - to select specific students and get the invoice generated for them