Create and Publish Mandatory Class School Fees Schedule (Invoice Template)

SchoolFocus EdTech Solutions
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28 steps
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5 minutes

Schoolsfocus

This outlines how to create mandatory school fees invoice templates for a class or group of classes. \ A mandatory school fees invoice normally contains mandatory items - that must be paid by every student of the class.\ \ Leave optional payable items out of the mandatory invoice template - like optional purchase of uniforms, books, coding clubs, etc. or any such payment that is not expected to be paid by every student of the class(es). Such optional payments belong to what the system categorizes as **On-Demand Payments.** Invoice templates are tied to the class(es) you created them for, and every student of that class (or that gets enrolled/promoted into that class in that academic session and term will inherit a copy of the invoice(s).

Creating Mandatory Invoice Template (Fee Schedule)

Click the "Finance" menu-group

Click the "Fees / Bursary" menu

Click the "Publish & Manage Fees" sub-menu

Select the **Class**, **Class Arm**, **Session**, and **Term** you want to publish fees for

Click "Go to Class Fees"

Click "Create Fee Schedule"

Click "New Fee Schedule"

Select the class(es) you want to create the fee schedule for.\ You can select multiple classes if their fees are the same for the term. The fee schedule you will create will then apply to all the selected classes.

Select the class arms (of the selected classes) the fee schedule will apply to

Provide a title for the invoices to be generated from this fee schedule (E.g. *Consolidated School Fees)*

Next step is to then add payable fee items to the fee schedule/invoice template.\ This can be done in two ways: - Adding from preset (earlier saved) payable fee items\ or - Adding entirely new fee item

Add Fee Item(s) From Preset Fee Items

To add from preset fee items, you will have already created and saved the preset payable fee items (See *this guide*). - Click "Add Fee Item from Preset Items"

Select the items you want to add to the fee schedule by clicking their corresponding check boxes

You can add multiple numbers/quantities of an item (if necessary) by using the plus \[+\] button next to the selected item

Click "Add Selected Items to Invoice" to add the selected preset items to the invoice template/fee schedule

Adding Entirely New Fee Items

To add entirely new item to the invoice template, click "Add New (empty) Fee Item"

Provide a name and an amount for the fee item

Set Fee-Item-Level Destination Account

To set any of the added fee items to be channeled into a specific bank account of the school, you can click the corresponding "Destination Account" icon to select a bank account (which the school will have already added to their list of Fees Destination Bank Accounts as detailed [here](https://scribehow.com/viewer/Setting_Up_Fees_Destination_Sub-Accounts__9Xc3GJiKSD2KScqaRZL9_Q)).\ \ *Note that the actual fee channeling only works if you are using the online payment method for fees collection/processing.*

Enabling Part Payment

To enable Part Payment, click the "Enabled" option under Part Payment

Specify the minimum amount that payers can pay in each part payment for this fees schedule

Enable "Auto-Generate" if you want the system to automatically generate invoice for every (eligible) student of the class(es) from this fee schedule/invoice template

Enable "Self-Generate" if you want the (eligible) student of the class(es) and their parents to be able to generate invoices from this fee schedule/invoice template

Click "Create Fee Schedule" to proceed to create the fee schedule/invoice template

Previewing The Fee Schedule / Invoice Template

Click the preview icon to view the details of the invoice template/fee schedule created

Click "Close" to close the preview

Actions on Fee Schedule

Click the Actions icon corresponding to an invoice template (fee schedule).\ \ From here, you can access various action options such as: - View Fee Schedule: to view the details of the invoice template - Generate Invoice (for selected students): to select specific student(s) and generate invoice(s) for them from the template - Generate Invoice (for all eligible students): to generate invoices for all students of the selected class(es) that are eligible to get the invoice. - Edit Fee Schedule: to edit the invoice template/fee scheule. - Make a Copy: to use the structure of the fee schedule to create another one. - Delete Fee Schedule: to delete the fee schedule - Rollback Generated Invoices: to recall/delete all invoices generated from the invoice template that are yet to be paid.

View Invoices Generated From the Fee Schedule

Click "View Invoices"

Click the close icon to close the invoice list view