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Administrator`s Plus Billing Plus

1. 4 24 EditMenu 4 25 Search Menu 4 26 Options Menu 4 28 Window Menu 4 29 Function Keys 4 29 Billing Report Writer Codes 4 36 Codes That Must Be on a Line By Themselves 4 37 Codes That May Be Used Anywhere 4 40 DetailCodes 4 40 Charge Codes 4 42 Centering Codes 4 44 Miscellaneous Notes on Billing Reports 4 44 Report Walk Through 4 45 Fast Payments 5 Introduction 5 2 The Fast Payments Window 5 2 Fast Payment Specifications 5 4 Importing Tuition Plan Payments 5 9 Recommended Best Practices 5 9 1 Customize the Data Base 5 10 2 Customize Codes in Billing 5 10 3 Create Tuition Invoices for FACTS SMART Students 5 10 4 Download the Payment File from the FACTS or SMART Site 5 11 5 Set FACTS SMART Interface Specs for the First Time 5 11 Possible Errors When Using the FACTS SMART Interface 5 15 Entering Fast Payments 5 16 Billing Statistics 6 6 2 Billing Statistics Specifications 6 3 General Operation 6 8 Sorting by Your Chosen Fields 6 10 Transfer Billing Data Introduction Transferring Billing Data Appendix Introduction Summary Code List Billing Code List Credit De
2. 7 2 Transferring Billing Data 7 3 Billing Plus Manual 7 1 Chapter 7 Transfer Billing Data Introduction Introduction It is only necessary to use the TRANSFER BILLING program if also own SCHEDULING PLUS and started the scheduling process before the end of the previous school year For example assume that it is the end of June and the 2004 05 school year has just ended A few months ago you created a 2005 06 directory and have been using it to schedule for the 2005 06 school year However since you created the 2005 06 directory you have continued to enter billing data into the 2004 05 directory The new directory 2005 06 does not contain billing entries that occurred after it was created Next year if you want to be able to look at past invoices or if you want to carry over old open invoices you must use the TRANSFER BILLING DATA program to move billing data from 2004 05 to 2005 06 If you do not wish to keep previous billing data or are approaching the limit of 100 invoices per students you can use the BEGINNING program in the 2005 06 directory to delete all CLOSED invoices dated before a certain date NOTE If you do delete closed invoices in the 2005 06 directory they may still be easily accessed by changing into the 2004 05 directory If it is to be used this program MUST be run after the end of the current school year and BEFORE the start of the next school year If it is used after the start of th
3. DUEDATE INVOICE DESCRIPTION REF 9700153 11 22 1997 12 06 1997 Tuition 10 payments per year 41 9700153 11 22 1997 12 06 1997 Tuition 10 payments per year 411 9700033 02 26 1998 03 12 1998 Books 419 9700031 02 07 1998 02 21 1998 Tuition 10 payments per year 417 9700022 10 24 1997 11 07 1997 Tuition 10 payments per year 408 9500075 08 16 1995 09 05 1995 Milk Fees 65 9500029 09 01 1995 08 21 1995 Tuition 8 payments per year 18 9500005 03 24 1995 03 25 1995 Lunch Fees 3 Specifications ENTER ID OR NAME E Add Template F12 rs f re p ros re v re ro EXIT ADD EDIT PREV NEXT LOOKUP DEL PRINT OPEN Billing Plus Manual 19 hapter Getting Started Families The date due date and description for each invoice on this summary screen is the date due date and description of the first charge on the invoice Pressing ENTER or F3 EDIT while highlighting an invoice displays the details of the invoice Our recommendation is to place all charges for a single tuition plan on one invoice Other tuition related charges could even be placed on the same invoice such as class dues or they may be placed on a separate invoice If you do not want parents to see the future charges on an invoice when invoices are printed you can tell BILLING PLUS to only include charges within a specific date interval Moreover you can print only those invoices with NEW CURRENT CHARGES If you use this option at
4. SMART TUITION COMPANY 2 TUITION PLAN ACCOUNT FIELD PARENT GUARDIAN El 3 TUITION PLAN SUMMARY ACCOUNT TUITION 8 BILLING CODE LATE CHARGES NOT ENTERED 9 TODAY S DATE ft 1 03 2004 A IMPORT FILE PATH c FILE NAME START INVOICE NUMBER jo D END INVOICE NUMBER 9999999 E PRINT AUDIT REPORT C Yes No ENTER SPECIFICATION TO CHANGE 4 Set the specifications as described in the following table Enter Tuition Plan Payments Specifications 5 12 Billing Plus Manual Specification 1 TUITION PLAN COMPANY 2 TUITION PLAN ACCOUNT FIELD Description Choose either SMART or FACTS In DATA BASE PLUS you must create a data base field that will contain the FACTS or SMART account number for any students participating in the program Use this specification to tell Administrator s Plus which data base field you are using for this account number Fast Payments Importing Tuition Plan Payments Enter Tuition Plan Payments Specifications Specification 3 TUITION PLAN SUMMARY ACCOUNT 4 PAYMENT CODE TUITION 5 PAYMENT CODE LATE CHARGES 5 DEBIT CODE TUITION RETURNS 7 DEBIT CODE LATE CHARGE RETURNS 8 BILLING CODE LATE CHARGES 9 TODAY S DATE A IMPORT FILE PATH B IMPORT FILE NAME Description Administrator s Plus has to know to which invoice to apply payments Using the ENTER INVOICE CODES program in Billing Plus you need to create
5. SEARCHES The remainder of your choices are all searches The limit for these searches is entered into the next specification 6 Billing Plus Manual 6 5 Ch ap ter 6 Billing Statistics Billing Statistics Specifications Billing Statistics Specifications Page One Specification 6 INVOICE SEARCH LIMIT 7 OPEN INVOICES ONLY 8 BEGIN INVOICE DATE 9 FINAL INVOICE DATE A BEGIN ITEM DATE B FINAL ITEM DATE C START INVOICE NUMBER D END INVOICE NUMBER 6 6 Billing Plus Manual Description If you have selected to limit invoices to a search in specification 5 set the limit here An OPEN invoice is defined as an invoice with any amount still due or with any future charges or advance payments This specification toggles between including OPEN INVOICES ONLY or ALL INVOICES Invoices occurring before this date will not be included Type in a new BEGINNING DATE or use the or keys to move the date forward or backwards The BEGINNING DATE must be on or before the FINAL DATE Note that the date of an invoice is defined as the date of the first billing charge on the invoice Invoices occurring after this date will not be included Type in a new FINAL DATE or use the or keys to move the date forward or backwards The FINAL DATE must be on or after the BEGINNING DATE Each item on an invoice can have a different date Only those items dated on or after this date will be inc
6. or T or Blank Billing Report Writer Billing Report Writer Codes Charge Codes Continued After entering the two digit code the next digit represents if the selected charge is for the current invoice only the current student the current search category such as a family or a running total for all students that have been printed for the current report 0 Current invoice e 1 Current student e 2 search category family e 93 all students printed on the current report Next enter either a or a which determines how ZERO amounts will be printed Enter a B to have zero amounts left BLANK Enter a to have them PRINTED as zeros Enter a to have the amount printed as either a positive or negative number After the colon and before the formatting characters enter either a or the letter T or enter nothing leave it blank but don t leave a space A dollar sign will print the formatted number leaving spaces between the dollar sign and the number For example would print as 9 95 Using the T will TRIM the spaces between the dollar sign and the amount In this example THHH will print as 9 95 Using neither a or a T will print the amount without a dollar sign In other words this example would be printed as 9 95 NONZERO CD 0 3 statement This code is used in conjunction with a charge code that you do not want printed if it is
7. Hampden 01036 Il STUDENT ID 12068 l I l l l DATE DUE DATE CODE DESCRIPTION AMOUNT 18110 04 2004110 24 2004 74 Tuition 4 payments per year I 1000 00 B 01 04 2005 01 24 2005 T4 Tuition 4 payments per year I 1000 001 B 04 04 2005 04 24 2005 T4 Tuition 4 payments per year I 1000 001 18107 04 2005 07 24 2005 14 Tuition 4 payments per year I 1000 001 pi ti 11 bi l 1 l 11 l l 11 l 11 l 11 11 l 11 l 11 11 l Fg l 11 l Fg l l 11 l l 11 1 Fg 1 Fg I I It I 11 l TOTAL CHARGES 4000 00 B BILLING CHARGE TOTAL FUTURE CHARGES 3000 00 P PAYMENT TOTAL CURRENT CHARGES 1000 00 D DEBIT C CREDIT TOTAL CURRENT PAYMENTS amp CREDITS 0 00 N NOTE CURRENT AMOUNT DUE please pay now 1000 00 BILLING PLUS properly shows that only 1000 of the total 4000 of charges is currently due and that 3000 are due in the future The next 1000 will automatically move from a future charge to a current charge BILLING PLUS can use these future charges to produce an anticipated revenue report for your school Billing Plus can be told to only print invoices with NEW CURRENT CHARGES meaning that once this invoice is printed in September it wi
8. 14 651 I 11068 Rediker Jasper 10 15 1995 9500085 P Payment IP 160 001 I 11068 Rediker Jasper 111 27 1995 9500085 P__ Payment IP 145 251 1 11068 Rediker Jasper 112 01 1995 9500085 P Payment IP 160 001 1 11068 Rediker Jasper 04 10 1996 9500085 Payment IP f 200 001 I 11068 Rediker Jasper 104 11 1996 9500085 P Pzyment IP 420 00 1224586 11058 Rediker Jasper 04 12 1995 9500085 Pzyment IPIS 10 001122 11068 Rediker Jasper 05 01 1995 9500085 P Payment IP 67 051 l 11058 Rediker Jasper 105 256 1998 9500085 P Payment IP 100 00 1 11058 Rediker Jasper 10 08 1996 9500085 R amp B Room Board IP 152 95 l 11058 Rediker Jasper 05 13 1999 9500085 Payment IPIS 10 0011 11068 Rediker Jasper 1068 27 1999 9500085 IP Payment IPIS 54 05115 1 11068 Rediker Jasper 09 14 1999 9500085 P Payment IP 95 95115 12068 Rediker Richard 10 06 2004 9500005 P Payment IP 16 051 12058 Rediker Richard 104 12 1996 9500029 P Payment IP 500 00 122 12058 Rediker Richard 110 06 2004 9500029 P Payment IP 2015 001 1 12068 Rediker Richard 10 06 2004 9500029 P Payment IP 500 001 1 12068 Rediker Richard 120 06 2004 9500075 P Payment IP 12 951 12068 Rediker Richard 10 06 2004 9700023 Pzyment P 10 00 TOTAL 12245 00 A 10 Billing Plus
9. 38 East Brook Dr Hampden 01036 STUDENT ID 12068 FUT ADVANCE CURRENT CURRENT CURRENT DUE PAST DUE PAST DUE PAST DUE TOTAL INV DATE CHARGES PAYMENTS CHARGES PASMENTS AMT DUE 01 29 230 59 50 89 90 PAST DUE 19500005 02 24 1995 0 00 1 0 00 11 15 50 If 16 05 0 45 11 0 00 I 0 00 1 0 00 I 0 45 11 0 45 19500029 09 01 1995 0 00 1 0 00 11 6015 00 If 4515 00 f 1500 00 f 0 00 I 0 00 1 0 00 f 1500 00 11 1500 00 1 1 1 11 j 1 j 1 I I E I E 1 1 j 1 j i 1 11 1 1 I i I E 1 1 i I 1 1 1 I I i 1 I I 1 1 1 iW I i 1 I I I 1 1 1 1 I E 1 j I 1 1 1 I 1 i 1 j I I I 1 E I I 1 1 1 11 1 11 1 1 11 1 TOTALS If 0 00 1 0 00 11 6031 50 If 4521 05 f 1500 45 f 0 00 I 0 00 1 0 00 f 1500 45 If 1500 45 CURRENT AMOUNT DUE please 1500 45 THE FOLLOWING PORTION OF YOUR CURRENT AMOUNT DUE IS PAST DUE 1500 45 A 6 Billing Plus Manual Appendix Family Invoice Family Invoice This family invoice combines all of the invoices for a family on a single invoice This example includes two invoices for the REDIKER family DEMO SCHOOL FAMILY INVOICE 38 East Brook Drive Hampden MA 01036 DATE PRINTED 04 29 2005 PAGE NUMBER BILL FOR Mr amp Mrs Phillip Keefe RR2 Bx 144
10. 6926 50 II 6926 50 School Financial Report This report summarizes your school s financial standing as it relates to billing Note that FUTURE CHARGES are used to provide you with your school s ANTICIPATED REDIKER HIGH SCHOOL FINANCIAL SUMMARY AS OF 10 06 2004 BY ALL MEMBERS ALL MEMBERS FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS DUE PAST DUE 0 0013 0 00115 46825 00 I 3225 00 I 43600 00 11 43600 00 PAST DUE 01 29 2 079 0 00 PAST DUE 30 59 0 00 PAST DUE 60 90 0 00 PAST DUE 91 43600 00 TOTAL PAST DUE 43600 00 TOTAL DUE NOT PAST DUE 0 00 TOTAL DUE 43600 00 TOTAL CHARGES 46825 00 FUTURE CHARGES T 0 00 CURRENT CHARGES 46825 00 TOTAL PAYMENTS amp CREDITS 3225 00 TOTAL BALANCE 43600 00 FUTURE CHARGES 8 0 00 ANTICIPATED REVENUE 43600 00 Billing Plus Manual 9 Chapter A Appendix Daily Payments amp Overdue Account Letter Daily Payments amp Overdue Account Letter The daily payments report lists all of the payments received for any one date or a range of dates The bottom lists the total payments for the day The overdue account letter may be easily modified to say anything you wish REDIKER HIGH SCHOOL DAILY PAYMENTS 1 Alamo Road San Antonio TX 02532 DATE PRINTED 10 06 2004 PAGE NUMBER c INVOICES DATED 12 31 1979 TO 10 06 2005 PAYMENTS DATED 12 31 1979 TO 10 06 2005 STUDENTS All selected students
11. DESCRIPTION o AMOUNT 10 04 2004 10 24 2004 T4 z O Uu O umi4 PRESS SHIFT TAB TO RETURN TO THE PREVIOUS COLUMN To understand this window you must understand the five different types of entries that may be made for each invoice The T or TYPE column on the far left has five different letters in it one for each type of entry that may be made These letters stand for the following Invoices Creating an Invoice B BILLING charges D DEBIT for miscellaneous charges such as interest C CREDIT for discounts and so on P PAYMENTS NOTES Up to 30 billing codes denoted by the letter in the TYPE column may be entered per invoice Every invoice must have one billing code which is always displayed first and becomes the description of the entire invoice The date of this first billing code also becomes the date of the invoice For each invoice you may enter up to 30 billing codes 10 debits 10 credits 20 payments and seven notes To create a new invoice you must first enter the first billing code Consequently the cursor will initially be in the CODE column on the line with the B in the TYPE column In other words BILLING PLUS is waiting for you to enter a BILLING code If the default code is not the code you want you may type over it or press F6 LOOKUP to pop up a list of all of your billing codes Once the list appears highlight the code of your choice and press enter to create an invoi
12. Every charge on an invoice can have a separate due date When a charge is entered on an invoice the due date is calculated by adding the number of days in this specification to the date of the charge As charges are created you may override the calculated due date Billing Codes are codes for charges To save you typing when a new charge is added to an invoice the characters entered in this field will be the default code for that charge If this is the correct code for the charge that you want to enter simply press F10 ACCEPT saving you from manually entering a charge code You do not have to enter a default billing code Without one you will be required to manually enter a code for each charge or select it from the always available LOOKUP list You may change any default codes as often as you like To save you typing when a new debit is added to an invoice the characters entered in this field will be the default code for that debit To save you typing when anew payment is added to an invoice the characters entered in this field will be the default code for that payment You will probably only have one payment code for PAYMENT Consequently it is a good idea to set this code up as your default payment code To save you typing when a new credit is added to an invoice the characters entered in this field will be the default code for that credit Invoices Introduction Specifications for Invoices
13. 8 INVOICE SEARCH LIMIT 9 OPEN INVOICES ONLY A BEGIN INVOICE DATE B FINAL INVOICE DATE Description PRINTED TODAY Only those invoices printed today as set by specification 3 will be printed After printing invoices today use this option to obtain a report summarizing the charges on only those invoices printed today Or use this option to reprint today s invoices SEARCHES The remaining choices are all searches The limit forthese searches is entered into specification 8 For example when printing statements you may use specification 4 to include only those students exceeding a past due limit Once a student is included a statement is being printed use this specification to determine which invoices should be on the statement If this specification is set to ALL FOUND INVOICES then all of the student s invoices will be included even those not past due To only include those invoices that are past due select the choice EXCEEDING TOTAL PAST DUE LIMIT If specification 47 is set to anything other than the first four choices on the list this specification will be used to set the search limit For example if specification 5 is set to include only those invoices EXCEEDING TOTAL PAST DUE LIMIT this specification will be used to set that limit An OPEN invoice is defined as an invoice with any amount still due or with any future charges or advance payments This specification sets which invoices y
14. INT on an invoice would automatically add to the invoice 10 of the amount past due The batch entry program may be used monthly to automatically apply this DEBIT code to all invoices with past due amounts Debit codes designated as fixed amounts are similar to BILLING codes except that they are always one time charges Billing Plus Manual 1 9 Chapter 1 Enter Invoice Codes Payment Codes Payment Codes The amount that you enter for the payment code may be overridden upon entry A use for multiple payment codes would be that each code can have a different default amount Payment codes may be linked to summary codes if you want to be able to obtain summary reports by payment groups PAYMENT CODES Alphabetically By Description DESCRIPTION CODE AMOUNT LHK1 LNK2 LHK3 LHK4 LHK5 RH Lunch payment PL 0 00 3 Payment P 0 00 POO1 1 Room amp Board R amp B 1000 00 R amp B 4 Tuition Payment PT 0 00 2 Credit Codes Credit codes deduct charges from invoices As with debit codes they may be either FIXED or a PERCENT If they are a percent they automatically deduct that percent of the total charges of the invoice minus any payments CREDIT CODES Alphabetically By Description DESCRIPTION CODE AMOUNT or FIX LHK1 LNK2 LHK3 LNK4 LHK5 R Multi student discount MULT 4000 00 1 Scholarship SCH 500 00 F 2 In the above list entering the CREDIT CODE of MULT to an invoice showing tuition charge of 4 000 will gener
15. SMITH the first SMITH in the school will appear rather than just the first SMITH in the current grade level When pressing the F6 LOOKUP key for students the BY SCHOOL option will list your entire school rather than just the current grade level Schools with slow computers may wish to select the BY GRADE option because it allows the program to operate faster Schools with fast computers will not notice any speed difference between the two methods B NEXT PREVIOUS ORDER Specifies whether to page through records by Record number or by the last name of students C PLAIN PAPER OR When pre printed forms are available this setting FORMS will tell BILLING PLUS that you are using them instead of plain paper It currently has no effect D BEGINNING DATE Only invoices dated after this date are displayed The date of an invoice is defined as the date of the first charge on the invoice E TODAY S DATE PAST This date always initially defaults to the current DUE date You may temporarily change this date for the current session but it will revert back to the current date the next time that you use the INVOICES program This date becomes the date of the invoice when creating new invoices It is also used in calculating past due amounts advance payments and future charges F ALLOW USER TO F8 Specifies whether users with rights to use the DELETE Billing module can delete invoices Billing Plus Manual 2 7 Chapter 2 Invoices Creatin
16. T6 1 INVOICE 11 CNSN 4 12 CNCN 4 T5 6 COMBINED INVOICES 13 14 T5 1 DATE PRINTED DATE 15 T5 1 PAGE NUMBER PG 16 17 18 IBILL TO T3 72 1 T4 0 IBILL FOR T7 62 19 I T3 72 1 T4 0 1 T7 62 1 20 1 73 72 1 4 0 1 EN FN T7 62 1 21 1 2 T3 72 1 T4 0 1 T7 62 1 22 3 4 5 T3 72 1 T4 0 STUDENT ID GR ID T7 62 23 T3 72 1 T4 0 1 T7 62 1 24 T3 72 T4 0 25 l 7 62 26 27 T0 6 DATE T1 5 DUEDATE T2 5 CODE T4 1 DESCRIP 34 AMT 28 HLINE 33 30 PGEND 31 REM 4 46 Billing Plus Manual Billing Report Writer Report Walk Through 32 REM lines in DTSTART print when DET code encountered 33 DTSTART 34 I TYPE 1 1 DATE 10 1 DUEDATE 10 1 CODE 4 DESCRIP 37 I AMT SEHHHBHETHE 36 DTEND 37 REM lines in FTSTART will print at bottom of all pages but not last 38 FTSTART 39 HLINE 33 40 42 T5 1 CONTINUED ON THE NEXT PAGE 43 FTEND 46 REM 47 REM body starts here all lines of detail will be printed 48 INSTART 49 I T1 3 1 T2 4 1 T2 9 1 T6 51 1 T7 62 1 50 I T1 3 1 T2 4 1 T2 9 INVOICE NUMBER INV 6 8 T6 5 1 l T7 62 51 DET 52 I T1 3 1 T2 4 1 T2 9 1 T6 51 1 amp T7 62 54 I T1 3 1 T2 4 1 T2 9 T4 4 CURRENT AMOUNT DUE T6 51 1 CHARGEO080P StHHHHHE 48E T 7 62 1 56 EMPTY 57 NONZERO 10 I PORTION PAST DUE 1 59 CHARGE110
17. certain cases BILLING PLUS will make sure that each charge uses the same day of each month For example if the number of days in your school year is set to 365 and if you have a 12 payment plan then each subsequent invoice will be on the same day of the month as the first one For example if the first invoice is dated 9 1 then the second invoice will be dated 10 1 and the third one 11 1 etc If this feature was not built into Billing Plus then each subsequent invoice would have been 365 12 or 30 4 days apart Some would have been on the 30th or 31st of a month and others on the 2nd The combinations that will automatically keep the same day of the month are DAYS IN YEAR 365 NUMBER OF INVOICES 2 3 4 6 12 DAYS IN YEAR 300 NUMBER OF INVOICES 5 10 DAYS IN YEAR 270 NUMBER OF INVOICES 3 9 Billing Plus Manual 3 17 Chapter 3 Batch Entry Batch Entering Overview Batch Entering Tuition Plans with a Monthly Discount Use the following procedure to batch enter tuition plans with a monthly discount To Batch Enter Tuition Plans with a Monthly Discount 1 Follow the previous procedure Batch Entering Tuition Plans on page 3 16 with the following exception e Make sure that your tuition plan is set to use MULTIPLE INVOICES In the enter INVOICE CODES program make sure that 1 INVOICE is set to NO Besides using specifications 4 and 5 to enter a billing code and amount use specifications B and C to enter a credit co
18. invoice number will appear on top This will be the most recently created invoice regardless of the date of the first charge e ALPHA BY INVOICE NUMBER OLDEST FIRST The invoice with the lowest invoice number will appear on top This will be the oldest invoice regardless of the date of the first charge An OPEN invoice is defined as an invoice with any amount still due or with any future charges or advance payments This specification sets which invoices you want displayed the first time you call up a student It may be set to display OPEN INVOICES ONLY or ALL INVOICES While looking at a list of all of the invoices for a student you always have the option of toggling the display between showing ALL invoices or just showing open invoices by pressing the F10 OPEN ALL key Billing Plus Manual 5 7 Ch ap ter 5 Fast Payments Fast Payment Specifications 5 8 Billing Plus Manual Fast Payment Specifications Specification A LOOKUP BY SCHOOL GRADE B NEXT PREVIOUS ORDER C ENTER CHECK NUMBER D F7 KEY AMOUNT Description This specification allows you to specify whether the lookup and search functions should be by the current grade level or by the entire school If you select the BY SCHOOL option when you enter SMITH the first SMITH in the school will appear rather than just the first SMITH in the current grade level When pressing the F6 LOOKUP key for students the BY SCHOOL option will list your entire school r
19. program Sometimes the ESCAPE key will say ABORT instead of EXIT If it says ABORT pressing ESCAPE will discard any changes that you have made to the current record F2 ADD Allows you to add a record item to a file For example while viewing the BILLING code file pressing F2 will enable you to add a new billing code to the file While viewing the invoices of a student pressing F2 will enable you to add a new invoice F3 EDIT Allows you to edit change an existing record item in a file For example while viewing an existing invoice code pressing F3 will enable you to change it While viewing the invoices of a student pressing F3 will enable you to modify the highlighted invoice F4 PREV Displays the previous record or student in a file For example while viewing an existing invoice code pressing F4 will display the invoice code occupying the previous record number If you are currently viewing the first invoice code F4 will take you to the last invoice code in the file Similarly while viewing the invoices of a student pressing F4 will display the invoices of the previous student by ID number If you are currently viewing the first student F4 will display the last student F5 NEXT Displays the next record or student in a file For example while viewing an existing invoice code pressing F5 will display the invoice code occupying the next record number If you are currently viewing the last invoice code F5 will
20. 0 00 2 Rediker Richard 09 01 1995 9500029 0 00 3015 00 Specifications ENTER FAMILY CODE DEF PAYMENT ZEG The upper left corner displays the family code which is Red001 Pressing ENTER while highlighting any invoice allows you to see all of the details of the invoice including the student s grade level and ID number Invoices are entered by individual students through the INVOICES or BATCH ENTRY programs and not by family so that all charges will be directly connected to a student When a family invoice or statement is printed the child owning each charge is identified ELEM ro f ro CD OPEN In order to use family accounts closely review the following sections Setting Up Families Overview Administrator s Plus Family Feature will save you time because Administrator s Plus automatically synchronize certain data base fields among siblings Editing a family field for one sibling automatically gives all of the other siblings the same new information Getting Started Families In order to begin using the family feature go to Customize DB and select option 5 Setup Family Feature It is important that you use the four choices in order Administrator s Plus 4 xi SETUP FAMILY FEATURE 1 select family Fields 2 Generate initial family accounts 3 Print family report 4 Synchronize families 1 SELECT FAMILY
21. 25 00 c 10 04 2004 MULT Multi student discount I 402 50 B O1 04 2005 01 24 2005 T4 Tuition 4 payments per year I 1000 00 B 04 04 2005 04 24 2005 T4 Tuition 4 payments per year I 1000 00 B 07 04 2005 07 24 2005 T4 Tuition 4 payments per year I 1000 00 I TT CURRENT AMOUNT DUE 622 50 PORTION PAST DUE I 597 50 1 FUTURE CHARGES I 3000 00 INVOICE NUMBER 9700159 05 17 2004 06 06 2004 Books I 124 12 I p cR Il CURRENT AMOUNT DUE 124 12 1 PORTION PAST DUE 124 12 bg I INVOICE NUMBER 9700160 l B JO5 17 2004 06 06 2004 B Books I 149 57 B O5 17 2004 06 06 2004 Course Fee 1 25 45 1 105 17 2004 06 06 2004 1 Lunch Fees I 30 00 B 05 17 2004 06 06 2004 L Lunch Fees 1 30 00 N 11 l CURRENT AMOUNT DUE 235 02 Billing Plus Manual 4 45 Chapter 4 Billing Report Writer Report Walk Through The code in report 3 used to print combined invoices is 1 REM initial parameters 2 REM number after LN is lines for the body of the invoice 3 LN 26 4 REM which detail codes will print B billing D debit etc 5 CODES BDPCN 6 REM filler will print if invoice detail lines lt than max lines T FILLER I T1 3 1 T2 4 1 T2 9 1 T6 51 1 T7 62 1 8 REM 9 PGSTART 10 CNNN 4
22. DATE 3 DUE DATE CODE DESCRIPTION AMOUNT 09 10 2004 08 30 2004 Tuition 4 payments per year 1000 00 4 01 04 2005 01 24 2005 Tuition 4 payments per year 1000 00 04 04 2005 04 24 2005 Tuition 4 payments per year 1000 00 07 04 2005 07 24 2005 Tuition 4 lt per year 1000 00 dM LEM meee S trol cre e Now let s add a credit so we give this family a discount because this is their second student at the school Highlight the in the TYPE column and press either F2 ADD or just press ENTER The default credit code is MULT which gives the student a 10 Invoices Creating an Invoice discount on the total charges on this invoice minus any payments or other credits that have already been added After pressing F10 ACCEPT to accept the new credit the invoice looks like Viewing Invoice Rediker Richard Justin GRADE 12 VIEWING INVOICE 9700155 FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 3000 00 0 00 1025 00 402 50 622 50 597 50 DATE DUEDATE CODE DESCRIPTION AMOUNT 09 10 2004 09 30 2004 Tuition 4 payments per year 1000 00 4 01 04 2005 01 24 2005 Tuition 4 payments per year 1000 00 04 04 2005 04 24 2005 Tuition 4 payments per year 1000 00 07 04 2005 07 24 2005 Tuition 4 payments per year 1000 00 10 04 2004 10 24 2004 Lunch Fees 25 00 T TYPE B ILLING D EBIT PJAYMENT CJREDIT N OTE Save a
23. Families Prints selected report for all families e Resume Family Printing Displays a window that prompts you to enter the family code of the last family printed All subsequent family codes then print e Individual Families Displays a window allowing you to select individual families and print reports Opens the BILLING REPORT WRITER Specifications window See Setting the Specifications on page 4 9 Opens the View Edit Letters Reports window where you can either create or customize attendance reports See Viewing and Editing Reports on page 4 23 Generates a preview of the print area on the page but it does not print data Billing Report Writer Printing Billing Tasks ra Administrator s Plus BILLING REPORT WRITER SEARCH FOR WHICH STUDENTS IN GRADE 127 2 Resume alphabetical printing 3 Individual students 4 Search by one field all categories 5 search by Field s you enter criteria 6 Main menu 7 End program D 1 All Students Alphabetically 2 Resume Alphabetical Printing 3 Individual Students 4 Search by One Field All Categories 5 Search by Fields You Enter Criteria S amp S Report Writer Menu 2 Prints All students in alphabetical order If printing has been paused you can resume printing alphabetically beginning with the next student Opens a second window from which you can select individual students to appear on the report Allows you to group stude
24. INVOICE Creates a new invoice for each student for whom the batch entry is performed Invoice numbers increment automatically The INVOICES program specification window allows you to change the last invoice number If you use this choice to create a new invoice you MUST enter a billing code in specification 4 because the first line of all invoices must be a billing code Select this option to enter a tuition plan with each payment due listed as a separate line on the same invoice or on multiple invoices MOST RECENT INVOICE BY INVOICE NUMBER The detail lines will be added to the most recently created invoice for each student for whom the batch entry is being performed If a student does not have any invoices then a new one will be created Assume that you HAVE JUST batch entered a new tuition invoice for each student The CREATE A NEW INVOICE OPTION would have been used Use this option MOST RECENT INVOICE BY INVOICE NUMBER to add book and lab fees to this same tuition invoice for all selected students ADD TO PAST DUE INVOICES Use this option to add an interest charge debit to all invoices with a past due amount Use the ENTER INVOICE CODES program to create an interest charge debit code that is either a flat amount or a percent of the past due total ALL OPEN INVOICES IN INVOICE RANGE An open invoice is one that has current charges future charges or future payments Two specifications on the second specification window a
25. INVOICES All found invoices Ip NAME DATE IV CODE DESCRIPTION TYPE AMOUNT cK 09202 Epping Jerry 104 01 1995 9500014 P Pzyment IP 260 001 12047 Exickson Beth 10 06 1995 9500082 P Payment IP 165 001 I 12047 Erickson Beth 10 06 1995 9500082 P Pzyment IP 50 001 I 12048 Fernald Victor 10 21 1996 9500052 IP Payment IBI 50 001 12212 Letcher Vickie 104 20 2001 9700152 P Payment IP 500 001150 09198 Marxuach Maria 09 01 1995 9500012 Pzyment IP 142 001 I 12182 Pawelski Chris 107 321 2001 9700154 PT Tuition Payment IP 100 001 1 09021 Rediker lana 111 20 1997 9700022 Pzyment IP 20 00 1 09021 Rediker Alana 101 12 1999 9700022 P Payment IP 1510 00 150 11121 Rediker my 120 06 2004 9700024 P Pzyment IP 1600 00 10008 Rediker Gayle 108 05 1997 9500221 P Payment IP 442 501 I 10008 Rediker Gayle 11 20 1997 9500221 Payment IP 400 001 10008 Rediker Gayle 101 17 1998 9500221 P Payment IP 100 00115 10008 Rediker Gayle 101 21 1998 9500221 P Payment IP 200 001 I 10008 Rediker Gayle 09 14 1999 9500221 IP Payment IP 904 05 15 I 1 10008 Rediker Gayle 11 12 1999 9500221 Pazyment IP 852 45 15 1 11068 Rediker Jasper 102 20 2001 9500084 P Payment IP 25 00 100 11068 Rediker Jasper 110 09 1995 9500085 P Pzyment IP
26. Manual Overdue Account Letter REDIKER HIGH SCHOOL 1 Alamo Road San Antonio TX 02532 508 759 0660 Fred Flintstone Principal Barnie Rubble Asst Principal Mary Marble Assistant Principal Frank Stone Guidance Director TO Mr amp Mrs Richard Rediker 38 East Brook Dr Hampden MA 01036 RE Richard Rediker Appendix Daily Payments amp Overdue Account Letter 10 06 2004 Dear Mr amp Mrs Richard Rediker This letter is to notify you that the account for your son Richard is past due Of the 1500 45 currently owed to us remit this amount to us as soon as possible is TOTAL TOTAL CURRENT TOTAL CURRENT PAYMENTS amp CREDITS CURRENT AMOUNT DUE please pay now PORTICN OF AMOUNT DUE THAT IS PAST DUE PAST DUE 90 eere nnn 1500 45 is past due Please break down of Richard s account 6031 50 6031 50 4531 05 1500 45 1500 45 1500 45 Please call the school at 508 759 0660 if you have any questions If payment has already been sent please ignore this letter Sincerely Fred Flint Principal Billing Plus Manual A 11 Chapter A Appendix Daily Payments amp Overdue Account Letter A 12 Billing Plus Manual Numerics 1 Student Per Phone 4 28 A All Invoices Window 2 14 ASCII Export Export ASCII 4 28 Batch Entering Book Cha
27. SCHOOL 10 06 2004 BILLING STATISTICAL REPORT CODE Summary Codes OPEN INVOICES ONLY Open and closed invoices ALL GRADES WHICH INVOICES Allfound invoices LIMIT 000 BEGIN INVOICE DATE 12 31 1979 FINAL INVOICE DATE 10 06 2005 BEGIN ITEM DATE 12 31 1979 FINAL ITEM DATE 10 06 2005 START INVOICE 0 FINAL INVOICE 9999999 ALL STUDENTS Meal Charges 7267 95 Miscellaneous 3976 02 Payment Account 14493 05 Room amp Board 152 95 Tuition 1413967 00 GRAND TOTAL Summary Codes 1410564 97 TOTAL OF STUDENTS INSPECTED 790 TOTAL OF STUDENTS CONTRIBUTING TO TALLIES H 181 Billing Statistics Specifications Billing Statistics Billing Statistics Specifications tdg Clicking the Billing Statistics icon displays the Billing Statistics specifications window Statistics Specifications Billing Statistics INITIAL SPECIFICATIONS BILLING STATISTICS Page 1 1 REPORT ON WHICH CODE 2 ALPHA OR RANK ORDER SUMMARY CODES Alphabetical Order B 3 PRINT CODES gt THIS LIMIT 000 4 TODAY S DATE used for past due 10 06 2004 ES BUNCEHBENEIGENMNORGERE 6 INVOICE SEARCH LIMIT 7 OPEN INVOICES ONLY 8 BEGIN INVOICE DATE 9 FINAL INVOICE DATE A BEGIN ITEM DATE B FINAL ITEM DATE found invoices ES 000 Open amp Closed Invoices E 12 31 1978 ES 10 06 2005 s C START INVOICE NUMBER Y D END INVOICE NUMBER
28. SCHOOL REPORT STUDENT INVOICE SUMMARY 4 6 8 SCHOOL REPORT FAMILY INVOICE SUMMARY 4 7 9 SCHOOL REPORT STUDENT STATEMENT 4 7 10 SCHOOL REPORT FAMILY STATEMENT 4 7 3111 SCHOOL REPORT AGING STATEMENT 4 7 12 SCHOOL REPORT FINANCIAL SUMMARY 4 7 13 SCHOOL REPORT RECEIPTS PAYMENTS ONLY 4 7 14 SCHOOL REPORT PAYMENTS amp CREDITS cases e emet 4 7 15 SCHOOL REPORT CHARGES amp 4 8 16 SCHOOL REPORT ALL DETAILS 4 8 17 LETTER OVERDUE ACCOUNTS 4 8 18 FAMILY LETTER OVERDUE ACCOUNTS 4 8 19 ACCOUNT LISTING accounts alphabetically amp their students 4 8 320 ACCOUNT LISTING students alphabetically amp their accounts 4 8 21 40 USER DEFINED TASKS 521 340 55 3 nudas 4 8 Setting the Specifications 4 9 Specification Page 1 4 9 Specification Page 2 4 15 Printing Billing Tasks 4 19 Selecting Print Menu Options 4 19 Editing Reports 4 22 Comparing Data Base and Billing Reports 4 22 Viewing and Editing Reports 4 23 Vie
29. Specification Description 7 ONE INVOICE WINDOW When you are looking at the details of one invoice you have two choices as to how you want the details of the invoice presented GROUP ITEM TYPES TOGETHER All of the charges will be at the top of the invoice with the oldest charge listed at the top These will be followed by all of the debits with the oldest debit listed first Payments credits and notes will follow in the same manner Note that the initial charge entered when the invoice was created will always be at the top even if you later edit its date so that it is no longer the oldest charge OLDEST ITEMS ON TOP All of the items on the invoice will be displayed in DATE order from the oldest to the newest In other words charges payments credits debits and notes will all be mixed together New items do not appear sorted by date until you leave the invoice and then come back into it Note that the initial charge entered when the invoice was created will always be at the top even if you later edit its date so that it is no longer the oldest item on the invoice Billing Plus Manual 2 5 Chapter 2 Invoices Introduction 2 6 Billing Plus Manual Specifications for Invoices Specification 8 ALL INVOICES WINDOW 9 OPEN INVOICES ONLY Description When you are looking at a list of all of the invoices for a student you have four choices as to how you want the invoices presented ALPHA BY DATE MOST RECENT FIRST T
30. Summary 10 SCHOOL REPORT FAMILY STATEMENT SUMMARY This task lists each family in alphabetical order followed by the totals from their statements The default report is 20 SR Fam State Summry As with the other tasks involving FAMILIES this report must be printed by selecting the FAMILY option from the main menu 11 SCHOOL REPORT AGING STATEMENT SUMMARY This task is similar to task 9 except that the amounts past due are broken down into intervals 1 30 31 60 61 90 and over 90 The default report is 8 SR Aging State Sum 12 SCHOOL REPORT FINANCIAL SUMMARY This task prints a financial summary report for your school The default report is 9 SR Financial Note that this same report automatically prints at the end of the other school report tasks To NOT print this report after the other tasks make sure that specification 8 on the second specification window SUPPRESS SUMMARY PAGE is set to YES 13 SCHOOL REPORT RECEIPTS PAYMENTS ONLY This task prints a report listing all payments occurring on a single date or within an interval of dates Specification C BEGIN ITEM DATE and specification D FINAL ITEM DATE from the first specification window set the dates The default report is 10 SR Payments Only 14 SCHOOL REPORT PAYMENTS amp CREDITS This task is similar to task 14 except that credits are also included The default report is 11 SR Payments Credits S
31. T10 160 00 10 Y 6 Tuition 4 payments per year 1000 00 4 Y T 2 Tuition 6 payments per year T6 500 00 6 Y T 3 Tuition 8 payments per year T8 750 00 8 X T 8 Tuition 9 payments per year T9 142 00 9 Y T 5 Tuition Plans You will use the BILLING CODES LIST to create your tuition plans For each billing code besides entering a description and a default amount you will also enter the number of times per year the charge will appear as well as if they all should be on one or multiple bills invoices For example if you have a quarterly tuition plan you should enter that the charge is 4 times per year The amount that you enter will then be invoiced 4 separate times exactly 3 months apart You may choose to have these 4 charges all on one invoice or on four separate invoices Even if they are all on one invoice they will still have four separate billing dates and four separate due dates Note that default amount that you Billing Plus Manual 1 5 Chapter 1 Enter Invoice Codes Billing Codes enter is the amount that will be billed four times The amount that you enter will not be divided by four An invoice produced using the billing code 4 from the sample billing code list will look like REDIKER HIGH SCHOOL INVOICE 1 Alamo Road San Antonio 02532 INVOICE HUMBER 9700155 DATE PRINTED 10 04 2004 PAGE NUMBER 1 IBILL TO IBILL FOR l Richard Rediker I l Rediker Richard 38 East Brook Dr I l l
32. TUITION PLAN data base field all students with anything in that field starting with a T would be selected for the batch entry See the DATA BASE manual for how to enter data base criteria Note that INACTIVE students are NEVER batch entered The batch entry completes Billing Plus Manual 3 15 Chapter 3 Batch Entry Batch Entering Overview 10 11 3 16 Billing Plus Manual Batch Entering Tuition Plans Use the following procedure to batch enter tuition plans To Batch Enter Tuition Plans In DATA BASE PLUS use the ADDRESS program to create a new field called TUITION PLAN Using the ADDRESS program enter a code into this new field indicating which tuition plan each student requires For example you could enter a 12 into the TUITION PLAN field for those students requiring 12 monthly bills and a 9 into the field for those students requiring nine monthly bills for the school year Open the BILLING module Use the ENTER INVOICE CODES program to define billing codes for these two tuition plans as well as for any other tuition plans you may have Make a BACKUP of your billing files in case you have to restore them to the state they were in prior to the batch entry process Make sure that nobody else is using BILLING PLUS on your network We ll first batch enter the 12 month tuition plan Using BATCH ENTRY set the specifications as follows e Make sure that specification 1 ADD TO WHICH INVOICES is set to CREATE A NEW INVO
33. There are two possible choices REPORT PER FOUND INVOICE Use when printing single invoices A separate report will be printed for each invoice passing the invoice search specification 7 1 REPORT PER STUDENT Use for most other tasks such as combined invoices statements and school reports Each student who passes the student search specification 4 will be included one time Billing Plus Manual 4 11 Chapter 4 Billing Report Writer Setting the Specifications Specification Page 1 Specification Description 7 INCLUDE WHICH A pop up window will allow you to select which INVOICES invoices to include F Specifications Billing Report Writer ALL FOUND INVOICES ALL INVOICES NEVER PRINTED NEW CURRENT CHARGES SINCE LAST PRINTED PRINTED TODAY EXCEEDING CURRENT AMT DUE LIMIT EXCEEDING TOTAL PAST DUE LIMIT EXCEEDING PAST DUE 1 29 LIMIT EXCEEDING PAST DUE 30 59 LIMIT EXCEEDING PAST DUE 60 89 LIMIT EXCEEDING PAST DUE 90 LIMIT EXCEEDING CURRENT CHARGES amp DEBITS LIMIT EXCEEDING FUTURE CHARGES amp DEBITS LIMIT EXCEEDING TOTAL CHARGES amp DEBITS LIMIT EXCEEDING CURRENT PAYMENTS amp CREDITS LMT ENTER SPECIFICATION TO CHANGE ALL FOUND INVOICES If you want to include ALL of the invoices that meet your other specifications make sure that this specification is set to the first choice ALL FOUND INVOICES 412 Billing Plus Manual Specification 7 INCLUDE WHICH INVOICES continued B
34. a SUMMARY code called either SMART or FACTS You can then link billing codes to this summary code Administrator s Plus will only apply payments to invoices that have at least one billing code linked to this summary code Use this specification to tell Administrator s Plus which SUMMARY ACCOUNT you are using For example you may invoice for meals and graduation fees as well as for tuition If you have linked only your tuition billing codes to this SMART or FACTS summary code then only tuition invoices will have SMART or FACTS payments applied to them When payments are applied for tuition this payment code will be used For SMART ONLY When late charges are paid this payment code will be used When tuition payments are returned this is the debit code that will be used For SMART ONLY When late charges that have been collected are returned this debit code will be used For SMART ONLY When payments are late SMART actually adds a late charge to the account This is the billing code that will be used to add the same charge to the invoice in Administrator s Plus Will be the date of all entered items The drive path where the file from FACTS or SMART can be found The name of the file in which FACTS or SMART can be found Billing Plus Manual 5 13 Ch ap ter 5 Fast Payments Importing Tuition Plan Payments 5 6 5 14 Billing Plus Manual Enter Tuition Plan Payments Specifications Specification Desc
35. amount of the detail line The amount of the detail line printed opposite of the way it is stored Because payments are stored as negative numbers this code is used for receipts reports in order to print them as positive numbers Check number for a payment If the detail line is not a payment this will be left blank Billing Plus Manual 4 41 Chapter 4 Billing Report Writer Billing Report Writer Codes Charge Codes Many totals may be printed using the CHARGE code Charge codes take the format CHARGE CD 0 3 B or P or or T or Blank 4 As an example to print the current amount due for a single invoice the charge code would be CHARGEDQ80P SHHHHHHILBI CD After the word charge replace the with a two digit code specifying the type of charge Two Digit Codes for CD Code 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 4 42 Billing Plus Manual Description Current charges Future charges Total charges Current payments amp credits Advance payments amp credits Total payments amp credits Total payments only no credits Current amount due includes past due Current amount due NOT including past due Balance current charges minus all payments amp credits Total past due Past Due 1 29 days Past Due 30 59 days Past Due 60 89 days Past Due 90 days Anticipated Revenue balance amp future charges B or P Of
36. and allows each charge on a single invoice to have its own entry date and due date BILLING PLUS will correctly keep track of which items on the invoice are past due and by how much BILLING PLUS also allows the entry of FUTURE CHARGES enabling schools to produce anticipated revenue reports BILLING PLUS allows up to 100 invoices per student and up to 30 different charges per invoice Using the BEGINNING program closed invoices before any date may be mass deleted making room for additional invoices NOTE A closed invoice is one with no outstanding past current and future charges or payments Each invoice may also contain 10 debits 20 payments 10 credits and 7 freehand notes A debit could be an interest charge on the past due amount A credit could be a multi student discount or a scholarship When creating invoices you have to decide if you want to create a separate invoice for each charge or place many charges on one invoice Even if you create a separate invoice for each charge you may print a special combined invoice containing the details of all of the separate invoices The INVOICES program contains two major screens The first displays all of the invoices for a student In the following example eight invoices have been entered for Richard Rediker View and Edit Invoices FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 0 00 1000 00 13119 11 9541 50 3577 61 3577 61
37. as a percent of the total balance including future charges and payments For example assume that an invoice shows no current amount due future charges of 5000 and future payments of 3000 A 1096 credit would be 200 which is 1096 of the total amount due 5000 3000 2000 If there is no positive balance on an invoice then a credit will NOT be issued C CREDIT If this specification is still set to 0 00 when a credit code AMOUNT is entered with specification A it will initially take on the default value of that credit code Use this specification to change this amount D ENTER NOTE 1 Upto two notes may be entered on each invoice during the batch process If specification 1 is set to ALL OPEN E ENTER NOTE 2 INVOICES you can batch enter a message that will appear on all invoices the next time they are printed For Example the note could say PARENT S NIGHT 6 15 2005 AT 8 00PM Billing Plus Manual 3 9 Chapter 3 Batch Entry Setting Batch Entry Specifications 3 10 Billing Plus Manual Page 2 Specifications Specification Description 1 START GRADE FOR From the main menu you may select a specific grade ALL GRADES level on which to perform the batch entry or you may select the ALL GRADES option These specifications 2 END GRADE FOR ALL determine the range of grades on which the batch GRADES entry will be performed if you select the ALL GRADES option For example assume that you have a g
38. billing codes to summary codes When importing payments you will set specification 3 Tuition Plan Summary Account to this summary code Administrator s Plus has to know to which invoice to apply payments Create Billing codes that reflect the amount and times per year that you offer to students on the SMART or FACTS plan See Billing Codes on page 1 5 to learn how to create billing codes For example you might offer both a 10 and 12 month plan that is a different rate for Parishioners vs Non parishioners Be sure to indicate the Summary code you created in the previous step in one of the Summary Code Link Fields See page 1 8 for information on how to use this link field NOTE For SMART only also create a Billing Code for possible late fees that might be reported in the 5 10 Billing Plus Manual download file Create a Payment code that will be used record payments imported by the FACTS SMART Interface See Payment Codes on page 1 10 to learn how to create a payment code For example if you apply Payment for direct payments you might create code named TP for Tuition Payment from FACTS SMART Create a Debit code that will be used to indicate returned amounts See Debit Codes on page 1 9 to learn how to create a debit code In Administrator s Plus Non sufficient funds are typically handled by debiting for the bounced amount The data file for both FACTS and SMART contains separate li
39. for information on that window Specifications Fast Payments SPECIFICATIONS FAST PAYMENTS L Lunch Fees INT Interest on past due Payment MULT Multi student discount DISPLAY ALL INVOICES LL I ovis iTopav spaTer lt Pastoue OEM OOS Page Setup SPECIFICATION TO CHANGE 5 4 Billing Plus Manual Fast Payments Fast Payment Specifications The Fast Payment specifications are described in the following table Fast Payment Specifications Specification 1 DEFAULT DAYS DUE 2 DEFAULT BILLING CODE 3 DEFAULT DEBIT CODE 4 DEFAULT PAYMENT CODE 5 DEFAULT CREDIT CODE Description Invoices may be edited while being viewed When a new billing charge is added to an invoice the due date for that charge is calculated using this specification In this example the due date will be 20 days after the current date This calculated due date may easily be changed while editing an invoice Invoices may be edited while being viewed To save you typing when a new charge is added to an invoice this will be the default code for that charge If this is the correct code for the charge that you want to enter simply press F10 ACCEPT saving you from manually entering a charge code You do not have to enter a default billing code Without one you will be required to manually enter a code for each charge or select it from the F6 LOOKUP list You may change any default codes a
40. gives you the power to actually change the number of days in year Different tuition plans may require that the number of days in a year be changed from the default value of 365 When you entered the billing codes for your tuition plans you indicated the number of payments per year for each plan In order to determine the number of days between each payment Billing Plus divides the number of payments per year into the number of days per year If your plan calls for 4 payments they will be 365 4 or 91 25 days apart If your plan calls for 12 payments they will be 365 12 or 30 66 days apart Assume that you want a plan that calls for 9 monthly payments during the school year If you leave the number of days in a year at 365 Billing Plus will make the payments 368 9 or 40 5 days apart However you can use this option to change the number of days in a year to 270 Billing Plus will then make each payment 270 9 or 30 days apart Similarly for a 10 monthly payment plan set the number of days in a year to 300 so that each payment is 300 10 or 30 days apart Changing the number of days in a year will NOT affect invoices that have already been entered In other words you may change the number of days in a year to 300 and then use either the INVOICES or BATCH ENTRY program to enter the 10 month plan for students You may then return to this option and change the number of days to 270 and enter your 9 month plan Enter Invoice Codes Debit Codes
41. in Billing 5 10 3 Create Tuition Invoices for FACTS SMART Students 5 10 4 Download the Payment File from the FACTS or SMART Site 5 11 Set FACTS SMART Interface Specs for the First Time 5 11 Possible Errors When Using the FACTS SMART Interface 5 15 Entering Fast Payments 5 16 Billing Plus Manual 5 1 Chapter 5 Fast Payments Introduction Introduction Use the FAST PAYMENTS program to quickly enter payments received If the payments are for family invoices all of the invoices for that family may be quickly called up on the same window The payment may then be applied to any of the invoices on the window If the payments are for individual invoices then just the invoices for that individual may be called up on the window and the payment applied to any of them While viewing invoices on the window either for families or individuals those invoices may be edited in the same way that invoices can be edited with the INVOICES program Unlike the INVOICES program new invoices may not be created in FAST PAYMENTS nor may existing invoices be deleted The Fast Payments Window ES Clicking the Fast Payments icon displays the Fast Payments window Payments Administrator s Plus FAST PAYMENTS BEGINNING DATE 61 61 1986 PAST DUE DATE 16 66 2604 EEE Eamily Inspect change specifications print receipts Log Delete receipts log iMport tuition plan payments End progra
42. invoices only open invoices only those invoices with past due amounts exceeding a limit and so on REDIKER HIGH SCHOOL STATEMENT 1 Alamo Road San Antonio TX 02532 DATE PRINTED 10 06 2004 PAGE NUMBER STATEMENT STATEMENT FOR Mr amp Mrs Richard Rediker 38 East Brook Dr Hampden MA 01036 Rediker Richard STUDENT ID 12068 FUTURE ADVANCE CURRENT CURRENT CURRENT l INV DATE DESCRIPTION CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 9500005 03 24 1995 Lunch Fees 1 0 0015 0 00 II 16 50 I 16 05 0 45 118 0 45 9500029 09 01 1995 Tuition 8 payments per I 0 001 0 00 6015 00 4515 00 1500 00 115 1500 00 I M Fg Ll IILI 1 1 Hl Fd Ir gg Il M Hl Los 1 M l LI HI dg Ib gg 1 Ul 11 11 In TOTALS I 0 001 0 00 6031 50 4531 05 1500 45 1 1500 45 CURRENT AMOUNT DUE please pay now eee 1500 45 THE FOLLOWING PORTION OF YOUR CURRENT AMOUNT DUE IS PAST DUE 1500 45 Aging Report This aging report for a single student will include only the invoices you select You may select all invoices only open invoices only those invoices with past due amounts exceeding a limit and so on REDIKER HIGH SCHOOL AGING STATEMENT 1 Alamo Road San Antonio TX 02532 DATE PRINTED 10 06 2004 PAGE NUMBER 1 STATEMENT TO STATEMENT FOR Mr amp Mrs Richard Rediker Rediker Richard
43. many of the available Report Writer codes You may scroll through the codes using the arrow keys on the keyboard or the up and down arrows on the drop down menu s scroll bar Press Enter or double click the desired code to enter it into the body of the report at the cursor s current position Report Key Words al TABLE1 Register Code View BY ITSELF TABLE1B Only includes ABS DIS codes TABLE 24 Attendance Code View BY ITSELF TABLE 2B Only includes ABS DIS codes TABLES Both Att codes in interval BY ITSELF _ TABLE4 Dates in the interval BY ITSELF ZBDT Interval Beginning Date ZFDT Interval Final Date X F7 SEARCH activates a search utility which locates and highlights each instance of a particular code so that it may be edited See Search Menu on page 4 26 1 f lx Find Find What LP 0 0 0 0 0 0 jJ Match C Direction Match Case Cup Down Cancel a Billing Plus Manual 4 31 Chapter 4 Billing Report Writer Viewing and Editing Reports 4 32 Billing Plus Manual F8 PAGE SETUP causes the Printer and Page Setup menu to appear Page Setup E Paper Size Letter h Source Upper Paper Tray M Orientation Margins inches Portrait Left 05 Right 05 Landscape 0 25 Bottom fo 25 OK Printer PAGE SETUP Administrator s Plus print jobs can be sent to any local or networked print
44. on the Specifications window there are two short steps to take to print the tasks Select Print Menu Options You can place further limitations on the information included in the report using the Report Writer print menus These menus also allow you to sort the report by grade level or search for students based on data base field entries See Selecting Print Menu Options on page 4 19 for more information Preview and Print the Report The print preview window allows you to view the report on window before sending it to the printer After viewing the report you can either print it directly from the print preview window convert the any report to PDF or exit and make any necessary changes If your school has purchased the E mail Utility you can also send e mail enabled reports from the print preview window 4 Edit the Report If you wish to make any changes to content appearance or layout of the report you may do so using the View Edit Letters Reports portion of the ATTENDANCE REPORT WRITER Within the View Edit Letters Reports window you can preview the report while you edit and see the results of your changes without exiting the editing window See Editing Reports on page 4 22 for more information Billing Plus Manual 4 3 Chapter 4 Billing Report Writer Selecting a Task Selecting a Task Tasks are pre defined sets of specifications By choosing a task you avoid having to reset the specifications each time you want to print a
45. only on white paper and is for one invoice REDIKER HIGH SCHOOL INVOICE 1 Alamo Road San Antonio TX 02532 INVOICE NUMBER 9500005 DATE PRINTED 10 06 2004 PAGE NUMBER 1 IBILL TO IBILL FOR Mr 5 Mrs Richard Rediker 38 East Brook Dr Rediker Richard I Hampden 01026 I STUDENT ID 12068 DATE DUE DATE CODE DESCRIPTION AMOUNT 18102 24 1995102 25 199511 I Lunch Fees I 15 001 ID 05 21 1995 INT Interest on past due 1 1 501 IP 10 05 2004 IP Payment I 16 05 1 I 1 1 EJ 1 I I 1 1 Fg 1 I I 1 1 tt 1 1 1 It 1 I 1 1 1 I L 1 tt 1 I 1 1 tt 1 I I 1 1 tt 1 I I 1 1 1 I I 1 1 lt 1 I I 1 1 hu 1 I I 1 1 1 I I 1 1 It 1 I I 1 1 it 1 I I 1 1 It 1 I I 1 1 1 I I 1 1 tt 1 I I 1 1 Pi 1 I I 1 1 1 I 1 1 it 1 I I 1 1 Fg 1 I 1 1 kil 1 I I 1 1 bl 1 I 1 1 11 lu I 1 1 1 TOTAL CHARGES 22 22lll2lilliml inllz l 16 50 B BILLING CHARGE P PAYMENT TOTAL CURRENT CHARGES 16 50 D DEBIT CREDIT TOTAL CURRENT PAYMENTS s CREDITS 15 05 N NOTE CURRENT AMOUNT DUE please pay now 0 45 PORTION OF AMOUNT DUE THAT IS PAST DUE 0 45 A 4 Billing Plus Manual Combined Invoice Billing Plus can print a combined invoice for a student containing the details of all of their open invoices l l l l l 1 l l l l IB l l l l l DEMO SCHOOL 3
46. report Although the BILLING REPORT WRITER is extremely powerful the vast majority of the time you will be using it to perform a handful of standard tasks NOTE After you select a task your next step will be setting the corresponding specifications See Setting the Specifications on page 4 9 These tasks are listed on the first window you encounter after you click the Billing Writer icon Administrator s Plus TASK BILLING REPORT WRITER INVOICES 1 invoice per page INVOICES All invoices combined FAMILY INVOICES search by your family account STATEMENT FAMILY STATEMENTS search by your family account AGING STATEMENT SCHOOL REPORT STUDENT INVOICE SUMMARY REPORT FAMILY INVOICE SUMMARY search by family account REPORT STUDENT STATEMENT SUMMARY REPORT FAMILY STATEMENT SUMMARY search by family account REPORT AGING STATEMENT SUMMARY REPORT FINANCIAL SUMMARY REPORT RECEIPTS PAYMENTS ONLY REPORT PAYMENTS amp CREDITS The tasks are described list 1 INVOICES 1 INVOICE PER PAGE This will enable you to print invoices with each new invoice starting on a new page Invoices that are longer than one page will continue on to subsequent pieces of paper The default report is 2 which will print these invoices on plain 11 paper If you do not like the look of this invoice you may design your own invoice to fit any form that you may already have This task is in contrast w
47. restore them to the state they were in prior to the batch entry process Make sure that nobody else is using BILLING PLUS on your network Make sure that specification 1 ADD TO WHICH INVOICES is set to CREATE A NEW INVOICE However if you want this charge to be added to an existing invoice this specification may be set to MOST RECENT INVOICE BY INVOICE NUMBER Using this program BATCH ENTRY in specification 4 ENTER BILLING CODE enter the billing code BOOK that you created in step 1 Change SPECIFICATION 6 BOOK FEE AMOUNT OVERRIDE to YES USE TOTAL BOOK CHARGES Still in the BATCH ENTRY program choose the ALL GRADES option so that you can batch enter all book charges at once From the next menu choose to batch enter ALL STUDENTS Pressing F10 ACCEPT will begin the batch entry process When it is finished you will be returned to the main menu of the BATCH ENTRY program Billing Plus Manual 3 19 Chapter 3 Batch Entry Batch Entering Overview 3 20 Billing Plus Manual Billing Report Writer IMirod CtON S S S 25 024 uber RD 4 2 Billing Report Writer Overview 4 3 Selecting a Task 4 4 1 INVOICES 1 INVOICE PER PAGE 4 4 2 INVOICES ALL INVOICES COMBINED4 4 3 FAMILY 4 4 4 STATEMENT 5 4 5 5 FAMILY STATEMENT 4 5 6 AGING STATEMENT 4 6 7
48. students or both active and inactive students Billing Report Writer Setting the Specifications Specification Page 2 Specification Description 5 PRINT WHICH INVOICES When you print combined invoices you have four FIRST choices as to the order the invoices will be printed NEWEST INVOICE BY DATE FIRST The newest invoice by date will be printed first The date of an invoice is considered to be the date of the first charge on the invoice OLDEST INVOICE BY DATE FIRST The oldest invoice by date will be printed first The date of an invoice is considered to be the date of the first charge on the invoice NEWEST INVOICE BY INVOICE NUMBER FIRST The invoice with the highest invoice number will be printed first This will be the most recently created invoice regardless of the date of the first charge OLDEST INVOICE BY INVOICE NUMBER FIRST The invoice with the lowest invoice number will be printed first This will be the oldest invoice regardless of the date of the first charge Billing Plus Manual 4 17 Chapter 4 Billing Report Writer Setting the Specifications 4 18 Billing Plus Manual Specification Page 2 Specification 6 HOW TO PRINT INVOICE ITEMS 7 SUPPRESS SUMMARY PAGE 8 FAMILY FIELD GLOBAL 9 PRINT PREVIEW Description When invoices are printed you have two choices as to how you want the details of the invoice presented e GROUP ITEM TYPES TOGETHER All of the charges will be at the
49. take you to the first Billing Plus Manual 5 Chapter Getting Started General Operation invoice code in the file Similarly while viewing the invoices of a student pressing F5 will display the invoices of the next student by ID number If you are currently viewing the last student F5 will display the first student F6 LOOKUP Will pop up a lookup window to help you in data entry For example when entering an invoices you will be able to enter a billing code If you do not know the billing code press F6 and a list of all of your billing codes in alphabetical order will appear Viewing Invoice x Albrecht Kendall 2 cua VIEWING INVOICE NEW 9508723 FUTURE A CHARGES p 4 Administrator s Plus 629 PAST DUE 0 00 d 0 00 DESCRIPTION E AMOUNT ART FEE BOOK RENTAL BOOKS CONSUMABLES CATHOLIC SCHOOLS ASSESSMENT COMPUTER FEE CULTURAL EXPERIENCE FEE GRADES 4 8 PE UNIFORM LIBRARY FEE LUNCH MATERIALS FEE MUSIC PK amp KDG REST MAT PK amp KDG SNACK DRINK A highlight bar will be on the first invoice code The arrow pointing down at the bottom of the window indicates that there more codes below the last printed name You may use the CURSOR UP and CURSOR DOWN keys to move the highlight bar up and down to the code of your choice With the correct code highlighted press ENTER and that code will automatically be entered for you into the invoice Shor
50. than limit The next specification 5 allows you to limit your report to only those invoices meeting certain search criteria This criteria includes being able to limit your report to only those invoices with past due amounts This date is the date used in calculating these past due amounts Billing Statistics Billing Statistics Specifications Billing Statistics Specifications Page One Specification Description 5 INCLUDE WHICH A pop up window displays 17 different choices INVOICES Administrator s Plus Only invoices never printed New current charges since printed Printed today CURRENT AMT DUE limit ALL FOUND INVOICES Includes ALL of the invoices that meet your other specifications ONLY INVOICES NEVER PRINTED Printing an invoice time stamps it Editing that invoice removes that stamp and the invoice reverts to the not printed status Adding a payment or credit will NOT revert the invoice to a not printed status This option will include all invoices that have never printed OR have reverted to not printed status NEW CURRENT CHARGES SINCE PRINTED Different billing charges on the same invoice can have different dates This occurs when entering a billing plan onto a single invoice This option includes only invoices that have a billing charge dated after the last time the same invoice was printed PRINTED TODAY Only those invoices printed today as set by specification 4 print
51. to adit any Tamily codo FEMYLY CODE Ada0001 10022 Adams Erica PARENT GUARDIAN Mt amp Hrs Ramiro Adams 10043 Adams Rank STREET TO Box 4021 11059 Adams Reich CITY Hampden SHANK HOT SYNCHRCNIZED ZIP 01055 DHONE 693 6207 EWER PH t STATE 10022 Adama Brica MAIS 10043 Adams Bank HA 13059 Adams Keith HA To synchronize the non synchronized fields select option 4 Synchronize Families from the Setup Family Feature menu Step D Edit Family Codes If after reviewing the Families Report you determine that a student s family code must be edited you can do so using the New Files program Simply call up the student and click in the Family Code field A new Family Look up button will appear at the bottom of the window Administrator s Plus LL NAME ID FAMILYCODE PARENT GUARDIAN Adams 01001 Ada0001 Ms Eleanor Adams 413 444 62 Adams Hank 10010 Ada0001 Ms Eleanor Adams 413 444 62 Adams Kenneth 11011 Ada0003 Mr and Mrs Tom 413 444 62 Billing Plus Manual 17 hapter Getting Started Families The family look up will list all students with the same last name as the student being viewed in New Files If the selected student has a last name that is different from his siblings click the button A look up window will appear listing all students in your school by family code Step E Synchronize Families The Synchronize Families window lists each student in a family along with
52. whom you never entered a gender Those students who have a blank gender field If this setting is set for INCLUDE a third report will be printed containing those students with a blank gender field If this setting is set for DO NOT INCLUDE this third report will not be printed This option toggles among ACTIVE STUDENTS ONLY ACTIVE amp INACTIVE STUDENTS and INACTIVE STUDENTS ONLY Choose whether or not to print the details for billing codes Use the browse button to select a billing code Prints the total amount for the selected code Billing Plus Manual 6 7 Chapter 6 Billing Statistics General Operation General Operation Use the following procedure to generate billing statistical reports To Generate Statistical Billing Reports WL 1 Click the Billing Statistics icon to display the Billing Statistics specifications Statistics window See Billing Statistics Specifications on page 6 3 for description of each specification 2 Set the specifications as desired and then click Done The first Billing Statistics window appears ke Administrator s Plus BILLING STATISTICS CURRENT CODE Summary Codes oll GRADE NUMBER All grades Inspect change specifications End program The options are described in the following table First Billing Statistics Window Option Description Grade Number Performs a batch entry only on the selected grade All Grades Choosing this option only process
53. will be skipped In other words the batch entry will not be performed on them Note that the ENTER COURSES program in Scheduling Plus may be used to enter a book fee for each course In Billing Plus you could create a billing code called BOOK CHARGES In Specification 4 ENTER BILLING CODE enter BOOK CHARGES as your billing code If specification 1 is set to CREATE A NEW INVOICE and if this choice is used for specification 6 then a new invoice that appears similar to the following DATE PRINTED 10 04 2004 PAGE NUMBER 1 BILL TO BILL FOR Richard Rediker 38 East Brook Dr Hampden MA 01036 TOTAL CHARGES 4 a 12462124 124 8 3 ad 124 12 R ediker Richard STUDENT ID 212068 DATE DUE DATE CODE DESCRIPTION AHOUNT N 05 17 2004 06 06 2004 B Book 124 1 BILLING CHARGE PAYMENT DEBIT CREDIT TOTAL CURRENT PAYMENTS CREDITS NOTE TOTAL CURRENT CHARGES er 124 12 cuum BALANCE please pay now 11411 PORTION OF THE BALANCE THAT 13 PAST DUE lili Billing Plus Manual 3 7 Chapter 3 Batch Entry Setting Batch Entry Specifications 3 8 Billing Plus Manual Specification 6 BOOK FEE AMOUNT OVERRIDE continued 7 ENTER DEBIT CODE 8 DEBIT AMOUNT Page 1 Specifications Description YES USE TOTAL FEE CHARGES This choice is similar to the previous choice except that th
54. writer 4 9 Transfer Billing Data 7 3 Summary Codes 1 3 linking to billing codes 1 8 T Task selecting 4 4 Tasks printing billing 4 19 Toolbar Index 3 in View Edit Letters Reports 4 29 Transfer Billing Data specifications 7 3 Transferring Billing Data 7 3 Tuition Plan Payments importing 5 9 Tuition Plans 1 5 batch entering 3 16 with a monthly discount 3 18 Tuition Plans and Invoices p 19 V View Edit Letters Reports Toolbar Menus 4 29 Viewing and Editing Invoices 2 14 W Window Menu in View Edit Letters Reports 4 29
55. you type the first few letters of their last name such as SMI the computer will go through all of your students in alphabetical order looking for an exact match If it does not find an exact match it will look for a partial match In other words if no student has an actual last name of SMI it will stop at the first partial match which might be Smith Allan The F7 key will then become available Pressing F7 causes the computer to find the next student in alphabetical order matching the letters that you entered In this case it might be Smith Susan When there are no more matches the F7 key will no longer be available F8 DELETE While viewing a record the F8 key allows you to delete the entire record When highlighting a line on a record the F8 key deletes just the highlighted line In crucial situations a warning will appear before the deletion actually occurs If you press SHIFT F8 while viewing any record in any of the invoice code files the entire file will be erased and a new one made Obviously you will be warned before this occurs Your invoice code files are the summary billing debit payment and credit files F9 PRINT When available the F9 key will bring up a print menu allowing you to print various reports from the current file F10 ACCEPT While entering data into a record or editing a record the F10 key will accept the current entered data without you having to press ENTER through all of the field
56. 00 00 f 75 00 II 0 00 0 00 1 0 00 II 0 00 19700204 l2 15 2004 Richard ID 1206 If 200 00 f 75 00 II 0 00 0 00 1 0 00 II 0 00 19700205 01 20 2005 Richard ID 1206 1 200 00 f 75 00 11 0 00 I 0 00 1 0 00 II 0 00 19700305 02 25 2005 Richard ID 1206 1 200 00 f 75 00 11 0 00 0 00 1 0 00 II 0 00 19700207 104 02 2005 Richard ID 1206 If 200 00 f 75 00 II 0 00 I 0 00 1 0 00 II 0 00 19700208 05 08 2005 Richard ID 1206 200 00 f 15 00 II 0 00 I 0 00 1 0 00 11 0 00 19700209 1065 12 2005 Richard ID 1206 If 200 00 f 75 00 11 0 00 I 0 00 1 0 00 II 0 00 19700310 07 19 2005 Richard ID 1206 If 200 00 f 75 00 II 0 00 0 00 1 0 00 II 0 00 19700211 08 24 2005 Richard ID 1206 200 00 If 75 00 n 0 00 0 00 1 0 00 II 0 00 1 1 1 I I 1 11 1 1 1 1 I I 1 11 1 1 1 1 I I 1 1 1 1 1 I I 1 11 1 l l I l I 1 1 1 I I 1 11 1 1 1 1 1 1 1 1 1 I 1 TOTALS 1 4500 00 If 675 00 1I 2214 14 f 477 50 f 2796 64 11 2711 64 CURRENT AMOUNT DUE please pay now 2736 64 THE FOLLOWING PORTION OF YOUR CURRENT AMOUNT DUE IS PAST DUE 2711 64 ADVANCE PAYMENTS TO BE APPLIED TO FUTURE CHA RGES 675 00 Please let us know if you would like your advance payments applied to invoice s with current amounts due Billing Plus Manual 4 5 Chapter 4 Billing Report Writer Selecting a Task 6 AGING STATEMENT This tas
57. 1 1 1 FAMILY CODE 0001 1 Springfield 01036 l 1 DATE DUE DATE CODE DESCRIPTION AMOUNT 11 1 1 1 11 1 1 INV 9501081 Alan 09058 B 09 13 2001 09 22 2001 T3 Tuition 3 times per year I 1000 00 11 1 SS 11 l 1 1 CURRENT AMOUNT DUE 1000 00 11 l 1 1 PORTION PAST DUE I 1000 00 I 1 1 1 11 1 INV 9502382 Alan 09058 1 11 1 l p 1 l CURRENT AMOUNT DUE 1000 00 1 l 1 1 11 1 INV 9502383 Alan 09058 1 1 LL poe I 1 CURRENT AMOUNT DUE 0 001 11 1 l 1 11 1 INV 9501082 Mary 12001 1 18109 13 2001109 22 2001 73 Tuition 3 times per year I 1000 00 1 09 23 2001 Tuition payment I 1000 00 1 p l CURRENT AMOUNT DUE 0 00 1 1 INV 9502385 Mary 12001 I 1 p ee l l CURRENT AMOUNT DUE 0 001 1 1 1 11 INV 9502386 Mary 12001 1 11 1 l l eem 11 1 l CURRENT AMOUNT DUE 0 001 CONTINUED ON THE NEXT Billing Plus Manual 7 Chapter A Appendix Family Invoice Summary Family Invoice Summary This is a school report summarizing all invoices grouped together by family You may include only those invoices that pass your search criteria such as those exceeding a specified amount currently due or past due REDIKER HIGH SCHOOL FAMILY INVOICE SUMMARY 1 Alamo Road San Antonio TX 02532 DAT
58. 3 Chapter 4 Billing Report Writer Viewing and Editing Reports Choose a report and then click Select This displays the report and its code Administrator s Plus Billing 2 Part Invoice Form Rep 001 Fie Edit Search Options Window Dig SB 5 B z U Courier New 1172 Black Report Key Words ALT X to select v Data Base Field Names ALT Z to selec v Data Base Line 6 Col 10 English i i E Mail Report Wizard Quick View F12 Attendance 1 Report Cards initial parameters eee REM number after LN is lines for the body of the invoice REM which detail codes will print B billing D debit etc CODES BDPCN PGSTART GR ID T1 2 LN FN T3 9 DATE T5 8 GR ID T7 1 DATE T1 2 1 T1 2 2 T5 8 LN FN PGEND REM REM lines in DTSTART print when DET code encountered DTSTART DATE 10 T1 3 DESCRIP 15 T3 CODE 4 T4 AMT S FtF F TS 4 DATE 10 T6 6 CC DTEND REM REM body starts here all lines of detail will be printed m clu nj o ju jon 7 re rm ict Control ABORT FONT FONT SIZE FONT COLOR RENAME LOOKUP SEARCH PAGE SETUP FIELD ACCEPT Ec LA CAPS S 10 22 2004 333PM 4 24 Billing Plus Manual NUM INS User Name SUPERVISOR EA The View Edit Letters Reports Toolbar When you open the body of a report the Administrator s Plus toolbar will display the Report Writer menus
59. 4 06 06 2004 L Lunch Fees 30 00 LINES 9 32 All of the code between lines 9 and 32 make up the PAGE HEADER which is printed at the top of each page of the invoice If a student does not have any invoices passing the search criteria the header is not printed This avoids printing invoices without anything on them Line 10 CNNN 40 centers the school s name within the left 40 characters of the invoice Line 11 centers the street and line 12 centers the city state and zip Line 29 prints the header line for each column and lines 30 amp 31 print the first row The header is shown below REDIKER HIGH SCHOOL 1 Alamo Road San Antonio TX 02532 INVOICE COMBINED INVOICES DATE PRINTED 10 04 2004 PAGE NUMBER 1 BILL TO BILL FOR Richard Rediker l Rediker Richard 38 East Brook Dr l Hampden MA 01036 STUDENT ID 12068 I 1 DATE DUE DATE CODE DESCRIPTICN AMOUNT LINES 35 38 The lines between the DTSTART and DTEND codes define how each detail line of the invoice will look Six detail lines are outlined below DATE DUE DATE CODE DESCRIPTION NV O NUMA ER 9700 B O9 10 2004 09 30 2004 B 10 04 2004 10 24 2004 C 10 04 2004 B 01 04 2005 01 24 2005 B 04 04 2005 04 24 2005 BJ 07 04 2005 07 24 2005 Tuition 4 payments per year Lunch Fees Multi student discount Tuition 4 payments per year Tuition 4 payments per year Tuition 4 payme
60. 6 Billing Plus Manual Paste After cutting or copying text and placing it onto the Windows clipboard click the paste icon to insert the saved text at the position of the cursor You may paste the selected text as many times as you wish Delete Totally deletes all highlighted text If no text is highlighted Delete will erase one character space to the right of the cursor Select All Highlight the entire body of a report for the purpose of copying and deleting text Time Date Inserts the time and date at the cursor s current position The time and date are in the following format 04 15 2001 10 25 30 AM Undo Reverses your last action This tool is helpful when you have made a mistake in editing the body of a report You may only undo your last action Redo Reverses the result of an Undo if you decide that you want to retain your last action Bold Bolds all highlighted text and Report Writer codes e g FN John Italic Italicizes all highlighted text and Report Writer codes e g FN John Underline Underlines all highlighted text and Report Writer codes e g EN John Search Menu Administrator s Plus File Edit Search Options Window Find F7 Find Next Shift F7 The search feature locates and highlights codes and text so that each occurrence of the text may be easily edited For example if you needed to adjust all the Tab codes in a specific report you would enter T in the Find What
61. 8 East Brook Drive Hampden MA 01036 BILL TO Mr amp Mrs Tom Adams RRi Box 241 Springfield MA 01009 DATE 1 1 l l B 09 13 2001 09 22 2001 T3 P 09 23 2001 IT B 12 13 2001 12 22 2001 T3 B 03 13 2002 03 22 2002 T3 1 1 09 13 2001 09 22 2001 F amp B 09 23 2001 1 09 10 2001 09 19 2001 1 B 12 10 2001 12 19 2001 RB 1 DUE DATE CODE Appendix Combined Invoice INVOICE COMBINED INVOICES DATE PRINTED 04 29 2005 PAGE NUMBER 1 BILL FOR bg 1 Adams Keith 1 l 1 STUDENT ID 11059 E J 1 o d 1 DESCRIPTION AMOUNT 1 l INVOICE NUMBER 9500881 1 1 Tuition 3 times per year I 1000 00 Tuition payment 15 1000 00 Tuition 3 times per year I 1000 00 Tuition 3 times per year I 1000 00 CURRENT AMOUNT DUE 2000 001 PORTION PAST DUE 2000 00 l l INVOICE NUMBER 9501328 Fee and Book Charges 1 300 00 Payment IS 300 00 l CURRENT AMOUNT DUE 0 00 1 INVOICE NUMBER 9501781 1 1 Room Board IS 500 00 a CURRENT AMOUNT DUE 500 001 PORTION PAST DUE IS 500 00 1 1 INVOICE NUMBER 9501782 1 1 Room and Board Fee 1 500 00 CURRENT AMOUNT DUE 500 001 CONTINUED ON THE NEXT PAGE Billing Plus Manual A 5 Chapter Appendix Statement Statement This statement for a single student will include only the invoices you select You can select all
62. 9999999 Page Setup ENTER SPECIFICATION TO CHANGE Page one of the specifications for billing statistics are described in the following table Billing Statistics Specifications Page One Specification 1 REPORT ON WHICH CODE 2 ALPHA OR RANK ORDER Description You have five choices You may report on either your billing debit payment or credit codes Your fifth choice is to report on your summary codes This option may be toggled between ALPHA and RANK and determines the order in which your selected codes will be printed ALPHA means that they will be printed in alphabetical order while RANK means that the code with the highest amount of money will be printed first Billing Plus Manual 6 3 Ch ap ter 6 Billing Statistics Billing Statistics Specifications 6 4 Billing Plus Manual Billing Statistics Specifications Page One Specification 3 PRINT CODES gt THIS LIMIT 4 TODAY S DATE used for past due Description If 0 00 is entered for this specification then all codes will be printed If 0 01 is entered than those codes with zero amount will be omitted from your report Any other value may be entered limiting your report to only those codes equal to or exceeding your entered value Although payments and credits are always printed as negative numbers this limit will still work When dealing with payments and credits this limit is effectively an lt or equal to or less
63. ADMINISTRATOR S PLUS BILLING PLUS Administrator s Plus Billing Plus ADMINISTRATOR S PLUS BILLING PLUS Legal Notices Legal Notices Copyright Copyright 2005 Rediker Software All rights reserved Printed in the United States of America Warranty Information in this document is subject to change without notice Companies names and data used in examples herein are fictitious unless otherwise noted No part of this document may be reproduced or transmitted in any form or by means electronic or mechanical for any purpose without the express written permission of Rediker Software Inc Trademarks Administrator s Plus is a trademark of Rediker Software Incorporated The School Office Suite is a registered trademark of Rediker Software Incorporated All other hardware or software products mentioned in this document are the trademarks or registered trademarks of their respective companies or holders Part Number B10070405 ii Billing Plus Manual ADMINISTRATOR S PLUS BILLING PLUS Included in this Guide Included in this Guide The Administrator Plus Discipline manual is organized as follows Front Matter This chapter which you are reading now includes copyright information and who the intended audience is Getting Started Gives a general overview of the Billing module and its interface as well as defining important concepts 1 Enter Invoice Codes Describes how to enter edit or print your summa
64. AL PAYMENTS amp CREDITS CREATED 3 0 00 Batch Entry Setting Batch Entry Specifications Page 2 Specifications Specification Description 5 START INVOICE If you have set specification 1 ADD TO WHICH INVOICES on the first specification window to ALL 6 END INVOICE OPEN INVOICES IN INVOICE RANGE this is where you set the invoice number range These specifications will always default to using all invoices 0 to 9 999 999 Billing Plus Manual 3 11 Chapter 3 Batch Entry Batch Entering Overview Batch Entering Overview IMPORTANT This program either creates new invoices or adds detail lines to current invoices Although an UNDO feature exists that may be used to reverse the last batch entry it is extremely important that you BACKUP immediately prior to using this program To Batch Enter Invoices 1 Click the Batch Entry icon Batch Entr A warning appears suggesting you to back up your data Administrator s Plus zi 9 At HAVE YOU BACKED UP RECENTLY It is HIGHLY recommended that you backup your billing files before using this BATCH ENTRY program DO YOU WANT TO USE THIS PROGRAM NOW Select No to close the Batch Entry program You should then back up your data If you have backed up your data recently click Yes The specifications window appears After selecting your option the specifications window appears 2 Setthe specifications as desired and then click Done See Setting
65. B S HH t H T7 62 NONZERO110 l 60 EMPTY 61 NONZEROO020 IFUTURE CHARGES l CHARGE020B H T7 62 NONZEROO020 1 64 EMPTY 65 NONZEROO050 ADVANCE PAYMENTS amp 67 CHARGEOSOB T7 62 NONZEROO050 I 68 INEND 69 REM body starts here all lines of detail will be printed 70 PGNUM 0 Billing Plus Manual 4 47 Chapter 4 Billing Report Writer Report Walk Through 4 48 Billing Plus Manual 71 ENDPAGE 72 PRINTPAGEHEADER 73 ALLINV 74 REM the next lines part of the body will be printed at end of 75 REM the last page 76 PRINTFILLER 77 HLINE 33 79 12 70 TOTAL T6 61 CHARGE03 1 P SEHHHHHE4HE 81 LFOFF 82 B BILLING CHARGE T2 70 NONZERO021 TOTAL FUTURE CHARGES eerte T6 61 CHARGEO021B SA4HHHHE HH 85 T6 8 86 LFON 87 88 P PAYMENT T2 70 TOTAL CURRENT CHARGES reto T6 61 CHARGEO011P 4 S44HHHHE HH 90 D DEBIT 91 LFOFF 92 C CREDIT T2 70 TOTAL CURRENT PAYMENTS amp CREDITS amp 93 T6 61 CHARGEO041P SIHEHHHE HH 94 T6 8 95 LFON 96 97 NOTE 12 70 CURRENT AMOUNT DUE please pay now T6 61 CHARGE08 1 P SHHHHHE HH 100 101 T2 70 NONZERO111 PORTION OF AMOUNT DUE THAT IS PAST DUE T6 61 CHARGEI111B S44HHHHlL iit 103 EMPTY 104 T2 70 NONZERO051 ADVAN
66. Batch Entry Specifications on page 3 3 for more information The first Billing Batch Entry filter window appears Administrator s Plus BILLING BATCH ENTRY GRADE NUMBER All grades Inspect change specifications Undo last batch entry End program 29 Select the desired option and then click Next 3 12 Billing Plus Manual Batch Entry Batch Entering Overview The options are described in the following table First Billing Batch Entry Window Option Description Grade Number Performs a batch entry only on the selected grade All Grades Choosing this option only processes those grade levels set in the second specification window The next window allows you to further define those students upon whom you want the batch entry performed Inspect Change Opens the specification window See Setting Batch Entry Specifications Specifications on page 3 3 for more information Undo Last Batch Restore all of your billing files to the state they were in Entry immediately before the last BATCH ENTRY was performed USE WITH CARE If the last batch entry was performed two weeks ago then your files will be restored to how they were two weeks ago As soon as any of the other options on this menu are selected a backup is made of all of your billing files Once this has happened this option will only revert to this backup and not before Consequently if it is necessary to undo a batch entry do NOT se
67. CE PAYMENTS against future charges T6 61 CHARGE051B SHH Billing Report Writer Report Walk Through LINES 1 2 The REM code identifies these lines as REMARKS whose purpose is to make the report codes more understandable to somebody editing it They are ignored in the generation of the actual invoice LINE 3 LN 30 sets the number of detail lines to 30 The detail lines are those lines between the two lines of equal signs Lowering this number allows you to use a shorter form without affecting the top or bottom LINE 5 CODES BDPCN identifies which detail lines to print Eliminate any letters after the colon to omit certain detail types Eliminate the D to not print DEBITS the C to not print credits the to not print payments the N to not print notes or the to not print billing charges Billing Plus Manual 4 49 Chapter 4 Billing Report Writer Report Walk Through 4 50 Billing Plus Manual LINE 7 The FILLER code defines what should print at the bottom of the detail lines on the last page if the number of detail lines do not fill up the number of lines defined by the LN code The filler is usually vertical lines necessary to fill in the form The one filler line on our sample invoice is outlined below B 05 17 2004 06 06 2004 B Books I 149 57 B 05 17 2004 06 06 2004 CFEE Course Fee 25 45 B 05 17 2004 06 06 2004 L Lunch Fees I 30 00 05 17 200
68. Chapter 1 Enter Invoice Codes Summary Codes 1 4 Billing Plus Manual To add a new summary code press the F2 ADD function key Billing Plus will find the first free record number and bring the cursor to the CODE field in the entry window You may enter a summary code of up to four characters The first character may not be a number For example enter as the code for tuition 1 and T2 are also valid but not IT After pressing ENTER in the CODE field the cursor will move to the description field in which you may enter up to a 40 character description of the code After pressing ENTER in the description field the new code will be written to the disk and the cursor will move to the CODE field of the next free record number so that you may enter another summary code into the computer To stop entering new codes simply press the ESCAPE key instead of entering another code In summary the data for the current window is saved to the disk either by pressing ENTER in the last field or by pressing the F10 ACCEPT key while anyplace on the window Pressing ESC while the cursor is anyplace on the entry window will abort any new entries or changes that you have made to that window and bring you back to the bottom of window After entering as your first summary code and pressing ESC the cursor will return to the bottom of the window and you will be looking at a blank window for record 2 the next free record number To look at the reco
69. E PRINTED 10 06 2004 INVOICES DATED 12 31 1979 To 10 06 2005 PAGE NUMBER 1 ITEMS DATED 12 31 1979 To 10 06 2005 STUDENTS All selected students INVOICES All found invoices FUTURE ADVANCE CURRENT CURRENT CURRENT ID NAME INVOICE INV DATE CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 11131 Rediker 9700024 11 20 1997 f 0 001 0 00 I 1600 001 1600 001 0 00 Hs 0 001 12068 Rediker Richard 9500005 03 24 1995 0 001 0 001 I 16 501 16 051 0 45 We 0 451 12068 Rediker Richard 9500029 09 01 1995 0 001 0 00 I 6015 001 4515 001 1500 00 We 1500 001 12068 Rediker Richard 9500075 08 16 1995 0 001 0 00 I 12 951 12 951 0 00 0 001 12068 Rediker Richard 9700033 02 26 1998 f 0 001 0 00 I 10 001 10 001 0 00 Hs 0 001 FAMILY Mr amp Mrs Richard Rediker CODE Redoo0l I 0 001 0 0011 7654 45 6154 00 1500 45 We 1500 451 TOTALS I 0 001 0 00 I 7654 45 6154 001 1500 45 Hs 1500 45 Student Statement Summary This is a school report listing the summary totals for each student you have selected to be on the report You may include only those students that pass your search criteria such as those exceeding a specified amount currently due or past due REDIKER HIGH SCHOOL STUDENT STATEMENT SUMMAR Y 1 Alamo Road San Antonio TX 02532 DATE PRINTED 10 06 2004 INVOICES DATED 12 31 1979 TO 10 06 2005 PAGE NUMBER 1 STUDENTS All selected stu
70. FIELDS Choose which fields you want to be synchronized between siblings By definition these fields will always be the same for each child in a family with no exceptions If you want them to be different do not make the field a family field Note that you can later add or remove family fields 2 GENERATE INITIAL FAMILY ACCOUNTS From now on every student will have a family code that can be viewed and edited in New Files Students with the same family code are considered to be siblings Using New Files you may edit family codes to move students from one family to another In order to save you the time it would take to enter family codes for all of your students Administrator s Plus offers you two ways to automatically enter them From an Existing Data Base Field If you have the Billing Plus module and use its family feature you already have family codes in a data base field You must choose this option to copy these codes into your new family codes Any students without billing family codes will have a unique one generated consisting of the first 3 letters of their last name and a 4 digit number NOTE The Billing Plus module will now use your new family codes Consequently the family indexes will always be kept up to date and you will no longer have to rebuild them prior to printing family reports in Billing Plus From Phone Numbers Administrator s Plus will assume that students with the same phone number are siblings and will gen
71. ICE Set specification 3 TODAY S DATE to be the date of the first invoice in the plan n specification 4 ENTER BILLING CODE enter the billing code for the 12 month tuition plan Enter into specification 5 BILLING AMOUNT the amount of the monthly charge While still in the BATCH ENTRY program choose the ALL GRADES option so that you can batch enter the 12 month tuition code into all applicable students at once From the next menu choose to batch enter those STUDENTS MATCHING YOUR DB CRITERIA From the next window enter a 12 next to the TUITION PLAN field Pressing F10 ACCEPT will begin the batch entry process When it is finished you will be returned to the main menu of the BATCH ENTRY program Back in the BATCH ENTRY program in specification 4 ENTER BILLING CODE enter the billing code for the 9 month tuition plan In specification 5 BILLING AMOUNT enter the amount of the monthly charge Batch Entry Batch Entering Overview 12 Still in the BATCH ENTRY program Choose the ALL GRADES option so that you can batch enter the 9 month tuition code into all applicable students at once 13 From the next menu choose to batch enter those STUDENTS MATCHING YOUR DB CRITERIA 14 From the next window enter a 9 next to the TUITION PLAN field Pressing F10 ACCEPT will begin the batch entry process In replicating tuition charges either on the same invoice or on multiple invoices in
72. MBINED4 4 3 FAMILY INVOICES 4 4 4 STATEMENT 4 5 5 FAMILY STATEMENT 4 5 6 AGING STATEMENT 4 6 7 SCHOOL REPORT STUDENT INVOICE SUMMARY 4 6 8 SCHOOL REPORT FAMILY INVOICE SUMMARY 4 7 9 SCHOOL REPORT STUDENT STATEMENT SUMMARY 4 7 10 SCHOOL REPORT FAMILY STATEMENT SUMMARY 4 7 11 SCHOOL REPORT AGING STATEMENT SUMMARY 4 7 12 SCHOOL REPORT FINANCIAL SUMMARY 4 7 13 SCHOOL REPORT RECEIPTS PAYMENTS ONLY 4 7 14 SCHOOL REPORT PAYMENTS amp 5 4 7 15 SCHOOL REPORT CHARGES amp 4 8 16 SCHOOL REPORT ALL DETAILS 4 8 17 LETTER OVERDUE ACCOUNTS 4 8 18 FAMILY LETTER OVERDUE ACCOUNTS 4 8 19 ACCOUNT LISTING accounts alphabetically amp their students 4 8 20 ACCOUNT LISTING students alphabetically amp theiraccounts 4 8 21 40 USER DEFINED TASKS 21 404 8 Setting the Specifications 4 9 Specification Page1 4 9 Specification Page2 4 15 Printing Billing Tasks 4 19 Selecting Print Menu Options 4 19 Editing Reports 4 22 Comparing Data Base and Billing Reports 4 22 Viewing and Editing Reports 4 23 Viewing and Editing Billing Reports Letters Window 4 23 The View Edit Letters Reports Toolbar 4 24 FileMenu
73. NTPAGEHEADER Billing Report Writer Billing Report Writer Codes Description Any line that starts with REM will be ignored Use this REMARK code to include comments in your report For example a line in your report could be REM The following lines make up the page header Use this code to define the FILLER The FILLER is printed when the PRINTFILLER code is encountered The FILLER is normally printed after the last detail line has been printed and will be repeated until the bottom of the body has been reached The filler usually consists of vertical lines and is useful when designing reports to be printed on plain paper The FILLER line used for the single invoice is FILLER T1 3 T2 4 TT2 9 16 51 T7 62 NOTE Unlike most codes do NOT use a final TILDE at the end of the line Prints the line defined by the FILLER command until the end of the body is reached The filler line is usually vertical lines such as shown above They make invoices and statements printed on plain paper look nicer INVOICE LOOP START All lines between the INSTART and INEND codes will be repeated for each invoice for a student if specification 6 is set to print 1 REPORT PER STUDENT INVOICE LOOP END When this code is encountered the invoice loop will be printed The invoice loop is defined by the INSTART and INEND codes In the billing report writer a page header is not printed on page1 even if there is no gr
74. NVOICE 9508610 FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 0 00 0 00 802 00 0 00 802 00 802 00 T DATE DUE DATE CODE DESCRIPTION _ AMOUNT 01 28 2004 02 11 2004 T2 TUITION 802 00 D E PastDueDetail PAST DUE 1 29 DAYS 0 00 PAST DUE 30 59 DAYS 0 00 PAST DUE 60 89 DAYS 0 00 PAST DUE 90 DAYS 802 00 SIS D EBIT C REDIT N OTE Save as Template F12 Press F2 ADD to add a new invoice for this student Press F8 DEL to permanently delete the highlighted invoice Press ENTER or F3 EDIT while highlighting an invoice to display the details of the invoice The following is the detail window of the tuition invoice Billing Plus Manual 2 15 Chapter 2 Invoices Viewing and Editing Invoices 2 16 Billing Plus Manual One Invoice Window The column on the left with the at the top displays the of each invoice detail As the bottom of the window displays there are five types of details Charges or billing codes are indicated by a B payments by a P debits with a D credits with a and notes with an N If you press either a or N the highlight bar will instantly move to the last entry of that type Viewing Invoice Rediker Richard Justin GRADE 12 VIEWING INVOICE 9700155 FUTURE ADVANCE CURREN
75. NVOICE NUMBER MOST RECENT FIRST 9 OPEN INVOICES ONLY DISPLAY ALL INVOICES A LOOKUP BY SCHOOLIGRADE C By Grade By School B NEXT PREV ORDER C By Record Alphabetical C PLAIN PAPER OR FORMS PRINT INVOICES ON PLAIN PAPER E D BEGINNING DATE 01 01 1880 s E TODAY S DATE PAST DUE gt 10 04 2004 I F ALLOW USER TO F8 DELETE Yes No G ALLOW USER TO EDIT EXISTING INVOICE Yes No i Page Setup ENTER SPECIFICATION TO CHANGE Specifications for Invoices Specification Description 1 LAST INVOICE NUMBER Only the supervisor may change the last invoice number When new invoices are created this number will increment automatically For example if this specification is currently 9500000 then the next invoice number will be 9500001 If this specification is set to 9501 then the next invoice will be 9502 etc It is recommended that you start your invoice numbers with the current year When anew school year rolls around change this setting to reflect the new year The BATCH ENTRY program also uses this setting when generating invoices Billing Plus Manual 2 3 Chapter 2 Invoices Introduction 2 4 Billing Plus Manual Specifications for Invoices Specification 2 DEFAULT DAYS DUE 3 DEFAULT BILLING CODE 4 DEFAULT DEBIT CODE 5 DEFAULT PAYMENT CODE 6 DEFAULT CREDIT CODE Description
76. PRINT INVOICE ITEMS if Group items by type Oldest Items First 7 SUPPRESS SUMMARY PAGE Yes No 8 FAMILY FIELD GLOBAL FAMILY ACC 9 PRINT PREVIEW Yes Reset Default ENTER SPECIFICATION TO CHANGE Billing Plus Manual 4 15 Chapter 4 Billing Report Writer Setting the Specifications 4 16 Billing Plus Manual Specification Page 2 Specification 1 START GRADE FOR ALL GRADES 2 END GRADE FOR ALL GRADES 3 INCLUDE BLANK SEARCH SORTCATEGO RIES 4 ACTIVE INACTIVE STUDENTS Description These specifications define which grade levels will be used if you select the ALL GRADES option in the first print filter For example if you are a K 12 school and want a register for just grades 9 12 set these specifications to grade 9 and grade 12 respectively Since the Start Grade must be earlier than the End Grade it may be necessary to set the End Grade before you set the Start Grade When you search for students in a certain Data Base category field you must decide whether or not to include students who do not have an entry in that field Answer Yes if you want to include them otherwise answer No If this specification is set to INCLUDE BLANK CATEGORIES and you are sorting by gender then a separate report will be printed for those students who have not yet had their gender entered into their data base records Your reports may include just active students just inactive
77. Rediker Richard 08 16 1995 9500075 0 00 0 00 2 Rediker Richard 09 01 1995 9500029 0 00 3015 00 1 IRediker Richard 03 24 1985 9500005 1000 00 0 00 Specifications ENTER FAMILY CODE O DEF PAYMENT CODE F9 Fo PAY CD ELEM of the open invoices for the selected family appear You can click F10 OPEN to show all of the invoices both open AND closed for the selected family You can view the details of any invoice may be viewed by highlighting it and either pressing ENTER or clicking F3 VIEW While viewing an invoice you can edit it in a manner similar to editing invoices with the INVOICES program Lines may be deleted and new ones added Although payments may even be entered while viewing an invoice the FAST PAYMENT method will now be described 4 Toenter a FAST payment click F2 APPLY 5 Click inthe CHECK NUMBER field on the top of the window to enter a value You can Click F2 CASH if the payment is being made with cash Click F3 CHARGE if the payment is being made by a charge card Entera check number if the payment is being made with a check or the field may be left blank NOTE If you do not want the cursor to stop at the CHECK NUMBER field set Specification B ENTER CHECK NUMBER to NO Billing Plus Manual 5 17 Chapter 5 Fast Payments Entering Fast Payments The cursor will then move to the AMOUNT TO APPLY field where you can enter th
78. T Grand count count of students on report SCT Search count count of students in search category TCT Sort count count of students in sort category GCT1 Grand count plus 1 SCT1 Search count plus 1 TCT1 Sort count plus 1 PG Current page number Codes That Must Be on a Line By Themselves Billing codes except those that define blocks start with an asterisk Block codes contain the word START or END in them and surround lines that make up headers footers and other parts of reports Billing Plus Manual 4 37 Chapter 4 Billing Report Writer Billing Report Writer Codes Code CODES BDPCN DTSTART DTEND DET FTSTART FTEND LN XX 4 38 Billing Plus Manual Description Use this code to identify which detail lines should be printed After the colon the B stands for billing codes D for debit codes P for payment codes C for credit codes and for notes As an example if you do not want notes to appear on invoices edit this code so it says CODES BDPC Note that the N has been removed This code must be on a line by itself and may appear anywhere in the report DETAIL START All lines between this code and the DTEND code will be repeated for each detail line of an invoice Invoice details are the billing charges as well as the payments debits credits and notes DETAIL END Defines the end of the invoice details When this c
79. T CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 3000 00 0 00 4025 00 402 50 622 50 597 50 DUE DATE CODE 09 30 2008 7 4 01 24 2005 Tuition 4 payments year 04 04 2005 04 24 2005 Tuition 4 payments per year 1000 00 07 04 2005 07 24 2005 Tuition 4 payments per year 1000 00 10 04 2004 10 24 2004 Lunch Fees 25 00 DESCRIPTION AM Tuition 4 payments per year 10 04 2004 Multi student discount T TYPE B ILLING D EBIT PJAYMENT C REDIT Save as Template F12 esc B rt B r2 B rs B ra foro rc vr ro rto For example pressing a B will move the highlight bar over the last billing code which is the one dated 10 24 2004 To edit an item on an invoice highlight that item and press either ENTER or F3 EDIT To add a new item to an invoice move the highlight bar over the that you want to enter In other words if you want to add a new payment move the highlight bar over a P in the TYPE column Pressing P will instantly move you to the last payment on the invoice If this is the first payment to be added to the invoice the line will be blank Press either F2 ADD or as a shortcut simply press ENTER to add the first payment If a payment already exists it will be highlighted You must press F2 ADD to create a new payment because pressing ENTER will edit the current payment This invoice displays all details in date order A specification allows you t
80. TEM DATE E START INVOICE NUMBER F END INVOICE NUMBER 10 04 2005 12 31 1878 E 10 04 2005 7 E p i 9999999 Reset Default ENTER SPECIFICATION TO CHANGE Billing Plus Manual 4 9 Chapter 4 Billing Report Writer Setting the Specifications 4 10 Billing Plus Manual Specification 1 CURRENT TASK 2 ACTIVE LETTER REPORT Specification Page 1 3 TODAY S DATE used for past due 4 INCLUDE WHICH STUDENTS Specifications Billing Report Writer Page 1 1 CURRENT TASK 2 ACTIVE LETTER 3 TODAY S DATE used 4 INCLUDE WHICH ST 5 STUDENT SEARCH L 6 PRINT STUDENT HO 7 INCLUDE WHICH INV 8 INVOICE SEARCH LI 9 OPEN INVOICES ON A BEGIN INVOICE DATE B FINAL INVOICE DATE C BEGIN ITEM D FINAL ITEM DATE E START INVOICE NU F END INVOICE NUMBE X Administrator s Plus ALL Description This specification and all of its choices are described in detail in Selecting a Task on page 4 4 Use it to choose a different task Indicates the report that will print By clicking in this field you can select from a list of all available reports See the Appendix for sample reports This specification always defaults to the current date It is used to calculate past current and future due amounts This specification is a secondary filter in determining which students will be printed on a report or for whom invoices or statements w
81. When entering tuition plans in certain cases Billing Plus will make sure that each charge uses the same day of each month For example if the number of days in your school year is set to 365 and if you have a 12 payment plan then each subsequent invoice will be on the same day of the month as the first one For example if the first invoice is dated 9 1 then the second invoice will be dated 10 1 and the third one 11 1 and so on If this feature was not built into Billing Plus then each subsequent invoice would have been 365 12 or 30 4 days apart Some would have been on the 30th or 31st of a month and others on the 2nd The combinations that will automatically keep the same day of the month are DAYS IN YEAR 365 NUMBER OF INVOICES 2 3 4 6 12 DAYS IN YEAR 300 NUMBER OF INVOICES 5 10 DAYS IN YEAR 270 NUMBER OF INVOICES 3 9 Debit Codes Debit codes add charges to invoices They exist primarily to add interest to invoices with past due amounts Consequently it is really only necessary to have one debit code DEBIT CODES Alphabetically By Description DESCRIPTION CODE AMOUNT or FIX LHK1 LNK2 LHK3 LHK4 LHK5 R Interest on past due INT 10 00 1 Returned Check NSF 0 00 2 Each debit code may be designated as PERCENT FIXED by setting the radio button If it is designated as a percent the amount will automatically be the percent of the past due amount on the invoice In the above example entering the DEBIT code of
82. When the BEGINNING program is run the students in your oldest grade level will be eliminated and all of your other students will be moved up one grade The master INVOICE file will then be shrunk An option also exists in the BEGINNING program to SHRINK the invoice file at any time SHRINKING the invoice file causes the following to happen A new master invoice file will be built The computer will go through each existing student and copy all of their invoices from the old master invoice file to the new one These invoices will be placed in the first available record numbers in the new invoices file The students BILLING files will reflect the new record numbers of their invoices in the new invoice file The records in the invoice file will reflect the current grade level and ID numbers of the students The net result of the SHRINKING process is that the invoices of students no longer in the school will not be copied to the new invoice file and the new invoice file will also not contain any empty records Consequently it will be smaller Moreover all of the invoices for each student will now be contiguous in the new invoice file making for slightly faster access time Billing Plus Manual 21 hapter Getting Started Families 22 Billing Plus Manual Another result is that if the ID numbers in the invoices file pointing back to the student have some how or other have become incorrect they will be corrected In other wo
83. a default amount for your entered billing code it will appear as specification 5 and may be edited with specification 5 If this specification is still set to 0 00 when a billing code is entered with specification 4 it will initially take on the default value of that billing code If this specification is not 0 00 it will NO LONGER take on the default value of another billing code that you may enter in specification 4 Specification 6 BOOK FEE AMOUNT OVERRIDE Batch Entry Setting Batch Entry Specifications Page 1 Specifications Description This specification will allow you to interface with our scheduling module to produce invoices for book and course fees You have four choices NO USE ENTERED BILLING AMOUNT This choice is the default Use it if you do NOT want to interface with the scheduling module The amount entered on each invoice will be the amount designated by specification 5 In other words specification 5 will NOT be overridden YES USE TOTAL BOOK CHARGES The amount in specification 5 will be overridden Instead of using the amount entered in specification 5 BILLING PLUS will look at each student s schedule and calculate the sum of their book charges This amount will then be used INSTEAD of the amount in specification 5 Courses in students transcripts that are listed as WITHDRAWN will NOT be looked at in determining book fees If there are no book fees for a student that student
84. a monthly plan Using this program you may automatically create 12 monthly invoices for all students with an M in the tuition plan field and 4 quarterly invoices for all students with in the tuition plan field This program may also be used to generate a new invoice for all students containing their total book charges and course fees generated from their schedules The fourth program BILLING REPORT WRITER is an extremely powerful and flexible program that has many uses Although it will be primarily used to print invoices statements aging reports school financial reports daily receipts reports and overdue letters it may also be used to conduct searches and to design your own reports based on billing data See the many sample reports and letters in the appendix If you wish to use family accounts this program will also be used to identify your family field generate initial family account numbers and update your family account file whenever new students are entered into the system The fifth program FAMILY ACCOUNTS FAST PAYMENTS allows receipts to be entered quickly They may also be entered through the INVOICE program It also allows all of the invoices in a family s account to be displayed on the window at one time The name of the child belonging to each invoice will also be displayed At the top of the window will be that family s status in other words their current amount due and past due Although invoices may b
85. a zero amount If the charge defined by the same CD and 0 3 as in the charge code is zero then the statement after the colon will not be printed For example the following is used at the bottom of a single invoice T2 70 NONZERO110 PORTION OF AMOUNT DUE THAT IS PAST DUE amp 6 61 99 9 Code 11 is the past due amount If this amount is zero nothing prints The NONZERO code says not to print the text for a zero amount while the B in the charge code says not to print zero amounts If the amount is not zero then the following prints PORTION OF AMOUNT DUE THAT IS PAST DUE 122 95 Billing Plus Manual 4 43 Chapter 4 Billing Report Writer Billing Report Writer Codes 4 44 Billing Plus Manual Charge Codes Continued Code Description INVDTSTART X The invoice start date as set by specification A INVDTEND X The invoice end date as set by specification B ITEMDTSTART X The item start date as set by specification 4C ITEMDTEND X The item end date as set by specification D WHICHSTUDENTS X Which students you are searching on as set by specification 4 WHICHINVOICES X Which invoices you are searching on as set by specification 7 Centering Codes CN N or U or S or C or P N or L NUM Centering codes help center your school name and address The NUM after the colon is the number of inches in which to center the line N Centers the name of your school U Prints an under
86. ace Some possible errors while processing payments include No matching Agreement number No invoices found linked to the specified Summary code in between the Starting Ending Invoice number specifications or Maximum number of Billing Debit Payment codes on a single invoice reached If there are errors you should use the Undo Last Payment Entry option before you attempt to sort out the errors Undo Last Payment Entry will restore billing files to the state they were in just before selecting Process Payments now For example you may discover that a brand new student was enrolled this month and signed up with FACTS or SMART but you never entered their agreement number in the appropriate Address field You could simply Undo Last Payment Entry go enter the appropriate agreement number in the Address program and come back to the FACTS SMART Interface to try the import again NEVER UNDO LAST PAYMENT ENTRY AFTER AN EXTENDED PERIOD OF TIME If you wait several hours or days to undo the last payment entry be aware that the program will be resetting the files to the way they were just prior to the last import attempt You will lose any changes to the billing data made in the interim even any changes made by other billing users from other parts of the billing module Billing Plus Manual 5 15 Chapter 5 Fast Payments Entering Fast Payments Entering Fast Payments USe the following procedure to enter fast payments To Enter Fa
87. and header or search header If this code is in the body than the page header will be printed if the current line is 0 Billing Plus Manual 4 39 Chapter 4 Billing Report Writer Billing Report Writer Codes Codes That May Be Used Anywhere Note that billing codes start with an asterisk Never leave a space in a code Many codes end in a colon followed by an When using the code replace the with a number representing the number of spaces the code should occupy For example INV 7 will print the seven character invoice number INV 5 would only print the first five characters of the invoice number INV 10 would print the seven character invoice number and then tack three spaces on the end Codes that represent amounts end with a colon followed by SHH You should enter after the colon how you want the number formatted Entering a will print a dollar sign three digits before the decimal and two after Examples are 199 90 or 1 58 Note that spaces are left between the dollar sign and the first digit if necessary Entering a will handle numbers up to 99999 99 If you enter SHP the cents will not be printed Instead the amount will be rounded to the nearest dollar Codes That May Be Used Anywhere Code Description INV X Invoice number INVDATE X Invoice date specifically the date of the first charge on the invoice INVDESCRIP X Invoice description sp
88. articular report in Administrator s Plus you should change it from the Printer Setup menu F9 Field displays the Database Fields Lookup window This window allows you to choose which field you want to add to the report at your cursor s insertion point For example highlight PARENT S NAME and 1 PARENT GUARDIAN will be placed in your report You should always use the F9 function to insert database fields Billing Report Writer Viewing and Editing Reports because you will always be assured of inserting the correct field and the name of the field will be inserted into the body of the report Inserting the name helps others who want to edit the report later Administrator s Plus See the DATA BASE manual for more information on the report writer Billing Plus Manual 4 35 Chapter 4 Billing Report Writer Billing Report Writer Codes Billing Report Writer Codes All of the codes that may be used in the DATA BASE PLUS report writer may also be used in BILLING PLUS report writer These codes are DATA BASE CODES 5 OR MORE CHARACTER CODES MUST BE ON A LINE BY THEMSELVES BLANK Force blank line s at end of a report EMPTY Skip the next line if it is blank ENDPAGE Start a new page GHSTART Start of the Grand Header Printed at beginning of report GHEND End of the Grand Header PGSTART Start of the page header PGEND End of the page header GFSTART Start of the Grand Footer Printed at the en
89. ary code For example assume that you change record number 1 from the TUITION summary code to the MEALS summary code Every code that was previously linked to the TUITION summary code will now be linked to the MEALS summary code Billing Codes REDIKER Enter Invoice Codes Billing Codes If you wish to enter a new summary code into a particular record number even if is currently unused you may move to that record number and press the F3 EDIT key The F2 ADD key automatically brings you to the first free record number while the F3 EDIT key allows you to enter data into the record number you are currently viewing Your billing codes list is your most important code list You must create a billing code for every charge that will appear on invoices For each billing code you may enter a default amount that may be overridden when the invoice is created The following is a sample billing code list HIGH SCHOOL 2003 04 1 04 2004 BILLING CODES Alphabetically By Description ES CRIPTION CODE AMOUNT TIMES YR 1 BILL LHK1 LHK LHK3 LHK4 LHK5 Rid 10 payment tuition mult inv 010 100 00 10 N T 10 Books B 0 00 l Y MISC 7 Lunch Fees L 0 00 l E F 4 Member Tuition MEMB 1000 00 3 T 11 Milk Fees M 0 00 l Y F 9 Room amp Board Sem 1 R Bl 1000 00 T R amp B 14 Speech Services SPSR 1000 00 1 Y MISC 13 Tuition Quarterly TATR 4000 00 4 Y 12 Tuition 1 payment per year TUIT 0 00 l d D Tuition 10 payments per year
90. ate a credit of 400 10 of 4000 Entering the code a second time will generate a credit of 360 which is 10 of the 3 600 balance after the first credit The CREDIT code SCH is FIXED Entering this code will generate a credit of 500 to any invoice 1 10 Billing Plus Manual Invoices Introduction 2 2 Creating an Invoice 2 8 Viewing and Editing Invoices 2 14 All Invoices Window 2 14 One Invoice Window 2 16 Using the Print Menu 2 17 Billing Plus Manual 2 1 Chapter 2 Invoices Introduction Introduction This program will be used to enter and edit invoices for individual students Each student may have 100 invoices Each invoice may contain up to 30 charges 10 debits 20 payments 10 credits and seven notes If you ever run into the 100 invoice limit the BEGINNING program in DATA BASE PLUS may be used to purge closed invoices those with a zero balance before a specified date You may enter charges for students onto separate invoices or only create one invoice per student per year This invoice will be the student s account In other words it will contain all of that student s charges and payments for the year Even if you enter charges on separate invoices you may print our special combined invoice which includes all of the details for ALL invoices combined on a single invoice statement Although this program may also be use
91. ather than just the current grade level Schools with slow computers may wish to select the BY GRADE option because it allows the program to operate faster Schools with fast computers will not notice any speed difference between the two methods Specifies whether to page through records by record number or by the last name of students When using the FAST PAYMENT mode to enter payments and if this specification is set to YES the cursor will first stop in the CHECK NUMBER field While in this field you may enter a check number or press a function key identifying the payment as being a CHARGE or CASH The bottom of the receipts log will then give you the totals collected sorted by CHECK CASH and CHARGE Moreover while viewing invoices you will be able to see the check number for each payment Edit the payment and press F7 CK NUM to see the check number To save you time if you do not wish the cursor to stop in the CHECK NUMBER field set this specification to NO This is another time save specification If there is a payment amount that you collect most often use this specification to assign that amount to the F7 function key Then when entering payments a single press of the F7 key will save you the time of repeatedly typing that amount Fast Payments Importing Tuition Plan Payments Fast Payment Specifications Specification Description E BEGINNING DATE Only invoices dated after this date are displayed The
92. bit amp Payment Code Lists Single Invoice Combined Invoice Statement Aging Report Family Invoice Family Invoice Summary Student Statement Summary Family Statement Summary School Financial Report Daily Payments amp Overdue Account Letter A 2 Getting Started Introduction 2 Before You Begin 4 General Operation 5 FUNCTION KEYS 5 ESO ei ML E 5 FOUADD s ote dette edt hy cach 5 E rais eed tees 5 FA PREV SEI e WF ix RES 5 ES NEXT S ipee teas ea 5 F6 6 F7 RPT 7 Fe DELETE ier eer 7 FI PRIN T causes ceok es SR eee 7 F10 ACCEPT 7 Billing Plus Overview 8 Using Billing Plus with Scheduling Plus 9 Familles s 9 Setting Up Families Overview 10 Uses and Benefits 12 Setting Up the Family Feature 13 Step A Select Family Fields 14 Step B Generate Initial Family Accounts 15 Step C Print Family Report 16 Step D Edit Family Codes 17 Step E Synchronize Families 18 Tuition Plans and Invoices 19 How Billing Data Is Stored 21 Billing Plus Manual 1 Chapter Introduction 2 Billing Plus Manua
93. ce with that code The current date will already be in the DATE column for this billing code To change the date of the invoice or the due date press SHIFT TAB to move the cursor left to previous columns When the cursor is in either date column you may either type a new date or to use or keys as a shortcut method of moving the date forwards or backwards Pressing ENTER with the cursor in the CODE column will take you to the AMOUNT column where the default amount for this code may be edited Pressing ENTER again or F10 ACCEPT officially records the invoice You may also press F10 ACCEPT while in the CODE column to immediately record the invoice without ever moving to the AMOUNT column Billing Plus Manual 2 9 Chapter 2 Invoices Creating an Invoice 2 10 Billing Plus Manual In this instance once either ENTER or FIOACCEPT have been pressed the code will replicate itself four times exactly 3 months apart Viewing Invoice Rediker Richard Justin GRADE 12 VIEWING INVOICE 9700155 FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 3000 00 0 00 4000 00 0 00 4000 00 4000 00 DESCRIPTION _ AMOUNT DATE j DUE DATE CODE B 09 10 2004 08 30 2004 T4 Tuition 4 payments per year 1000 00 B 01 04 2005 01 24 2005 Tuition 4 payments per year 1000 00 B 04 04 2005 04 24 2005 Tuition 4 payments per year 1000 00 B 07 04 2005 07 24 2005 Tuition 4 pay
94. count Letter A 10 Billing Plus Manual 1 Chapter A Appendix Introduction Introduction This appendix shows various examples pertinent to the Billing module Summary Code List Billing charges as well as credits debits and payments may be linked to these summary codes enabling totals by summary code to be obtained For example five different billing tuition charges may all be linked to a single tuition summary code allowing you to obtain the total amount of tuition billed You can display the list in a lookup window such as the one found in the Codes program Annual Giving Application Fees Athletic Fees Meal Charges Miscellaneous Payment Account Room amp Board Tuition Tuition Discounts Tuition Extended Day Billing Code List This is a sample list of billing charges or codes Each code may be linked to up to five different summary codes although only two are shown on the printout REDIKER HIGH SCHOOL 2003 04 01 06 2004 BILLING CODES Alphabetically By Description DESCRIPTION CODE AMOUNT TIMES YR 1 BILL LHK1 LNK2 LHK3 LHK4 LHK5 R 10 payment tuition mult inv Q10M 100 00 10 N T 10 Books B 0 00 1 Y MISC T Lunch Fees L 0 00 1 Y F 4 Member Tuition 1000 T ll Milk Fees M 0 Y 9 Room amp Board Sem 1 R amp Bl 1000 Y 14 Speech Services SPSR 1000 Y 13 Tuition Quarterly TATR 4000 T 12 Tuition 1 payment per year TUIT Y 1 Tuition 10 payments per year T10 160 Y 6 Tuiti
95. current amount due and the past due amount Pressing a function key will pop up a window showing the past due break down between 1 29 days 30 59 days 60 89 days and over 90 days e Highlighting the invoice of your choice and pressing ENTER will open up the window and show the details of the invoice Each invoice can contain 30 billing charges 10 debit amounts 20 payments 10 credits and 7 notes Any item on an invoice may be easily edited at any time Lookup windows are always available to help with data entry Getting Started Introduction Only BILLING PLUS allows data to be entered with the fewest keystrokes possible Batch entry allows for charges to be applied to all students or specific students based on a field in their data base For example just a few keystrokes could create an invoice for each student in the band or those that play a sport An interest debit which is a percent of the past due amount can automatically be added to past due invoices BILLING PLUS does not require posting All of your data totals are live in other words they immediately adjust to all entries and edits For schools wishing to maintain family accounts BILLING PLUS will automatically create initial accounts for each family based on students phone numbers Each student in a family will be given an account number consisting of the first three letters of the oldest student s last name followed by a random unique four digit number Combined in
96. d in a family without exception If you want to have the option to make a field different for one family member do not make it a family field Select Fields To Be Copied To Siblings ELECT FIELDS TO BE SYNCHRONIZED AMONG SIBLINGS Line 1 Available Fields Selected Fields PARENT GUARDIAN PHY MM DD YY MEASLES MUMPS RUBELLA T D VACC TETANUS rs ra ro B ro rr rs ro Jj Fio L 1L 1 1L 1 d J Leer 14 Billing Plus Manual Getting Started Families Step B Generate Initial Family Accounts This process automatically assigns a family code to each student This new code can then be viewed or edited using the New Files program The 7 digit family code will consist of 3 characters of the student s last name followed by a 4 digit number Administrator s Plus will recognize students with the same family code as siblings Although family codes can be manually assigned through New Files program Administrator s Plus can also automatically assign them using one of the following options Administrator s Plus SETUP FAMILY ACCOUNTS C 1 from an existing db Field 2 from Phone numbers C 3 Delete all existing family codes D From an Existing Data Base Field Schools which use the family feature in the Billing Plus Module already have a family Rise WES Ax code stored in a data base field You must 5o FIELD NAME use this option
97. d of a report GFEND End of the Grand Footer SHSTART Start of the Search Header Printed at start of new search category SHEND End of the Search Header SFSTART Start of the Search Footer Printed at end of search category SFEND End of the Search Footer THSTART Start of the Sort Header Printed at start of new sort category THEND End of the Sort Header Start of the Sort Footer Printed at end of search category THEND End of the Sort Footer UNIVERS Print Search Header as Grand Header WRAPON Turn Word Wrap on WRAPOFF Turn Word Wrap off PGNUM X Sets page number for page header to value X 4 36 Billing Plus Manual Billing Report Writer Billing Report Writer Codes DATA BASE CODES 4 OR FEWER CHARACTER CODES MAY BE EMBEDDED IN TEXT 1 260 Data base fields N1 N260 Names of the data base fields T1 T230 Tab to this column L1 L17 Letter head variables FN First name of the student LN Last name of the student ID ID number of the student Always 3 digits GR Grade number of the student SEX son or daughter SX2 he or she HIS his or her DATE Current date amp Continue current line with next line SFC Search field s and criteria if user entered criteria SF Search field if computer finds categories SC Search category if computer finds categories GC
98. d to enter payments as they are received it is easier to enter payments with the FAMILY ACCOUNTS FAST PAYMENTS program The FAMILY ACCOUNTS FAST PAYMENTS program may also be used to edit existing invoices and to add new items to an existing invoice It may not be used however to create new invoices Besides using the INVOICES program to create new invoices new invoices may also be created in a batch process with the BATCH ENTRY program The main window of the INVOICES program is View and Edit Invoices Grade g VIEWING ALL INVOICES FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS Te PAST DUE INV DATE DUE DATE INVOICE DESCRIPTION O REF Specifications 0 cT fo fom fos ore I 7 ee 0 NOTE The date of an invoice is considered to be the date of the first charge on the invoice 2 2 Billing Plus Manual Invoices Introduction The BEGINNING DATE and the PAST DUE DATE may be changed from the specification window Clicking Specifications displays the Specifications window Specifications Invoices 1 LAST INVOICE NUMBER 8700155 2 DEFAULT DAYS DUE po 3 DEFAULT BILLING CODE T8 Tuition 8 payments per year 4 DEFAULT DEBIT CODE NT Interest on past due 5 DEFAULT PAYMENT CODE P Payment 6 DEFAULT CREDIT CODE MULT Multi student discount m 7 ONE INVOICE SCREEN GROUP ITEM TYPES TOGETHER 8 ALL INVOICES SCREEN ALPHA BY I
99. date of an invoice is defined as the date of the first charge on the invoice F TODAY S DATE PAST This date always initially defaults to the current DUE date You may temporarily change this date for the current session but it will revert back to the current date the next time that you use the INVOICES program This date becomes the date of the invoice when creating new invoices It is also used in calculating past due amounts advance payments and future charges Importing Tuition Plan Payments If you are using either the FACTS or SMART tuition plan add ons to Billing Plus you can easily import the payments they have collected and apply them to students invoices in the Billing Plus module Recommended Best Practices Use separate agreement numbers for each student even siblings in the same family If you do not plan to print monthly invoices or past due letter from Administrator s Plus because FACTS or SMART is handling the daily contact with the parent it may be easier for your main billing user to invoice one lump sum amount for tuition for the year for your FACTS SMART students than to create separate monthly invoices Don t get behind in downloading the payment file from the FACTS or SMART site Even if you do not want to process it immediately with the FACTS SMART Interface for the Billing Plus module be sure to download it before the next scheduled payment round FACTS and SMART typically offer two or three dates p
100. de and amount When the batch process runs each invoice in the plan will show both the tuition charge due that month as well as the credit For example if your tuition plan is a 12 month plan then 12 invoices will be created each dated one month apart looking like INVOICE HUMBER 9700302 DATE PRINTED 10 04 2004 PAGE NUMBER 1 BILL TO BILL FOR Richard Rediker R ediker Richard 38 East Brook Dr Hampden MA 01036 STUDENT ID 212068 DATE DUE DATE COLE DESCRIPTION AHOUNT IN 10 01 2004 10 02 2004 Tuition 12 Months 200 00 10 04 2004 Tuition Assistance 75 00 TOTAL CHANGES 50225152220 03201 chasse GARA TS 100 00 B BILLING CHARGE DENN E P PAYMENT TOTAL CURRENT CHARGES lesse esses 100 00 D DEBIT CREDIT TOTAL CURRENT PAYMENTS CREDITS i 35 00 N NOTE BALANCE please pay now 125 00 PORTION OF THE BALANCE THAT 13 PAST DUE 125 00 Setting your tuition plan to use 1 INVOICE means the credit will only appear one time although the billing charge will be replicated This is why it is necessary to use multiple invoices if you want a credit to appear for each tuition charge Batch Entering Interest on Past Due Amounts Use the following procedure to batch enter interest on past due amounts To Batch Enter Interest on Past Due Amounts 1 Use the ENTER INVOICE CODES program to define a DEBIT code called INT for INTEREST As you define this c
101. dent number 50 in grade 9 With the LOOKUP specification set to BY SCHOOL typing the first few letters of a students name will find that student no matter which grade level they are in 3933 3932 3931 3930 3929 3928 3927 3926 3925 443 304 x lt xx 9 8 7 6 5 4 3 2 1 After calling up a student the first window will display all of the invoices that have been entered for that student Invoices Viewing and Editing Invoices Pressing F10 PS DUE toggles between displaying ALL INVOICES or OPEN INVOICES ONLY The top right corner always lets you know which group of invoices are currently being displayed OPEN invoices are those with either a balance future charges or advance payments The column on this window displays a Y if the invoice is still OPEN Closed invoices will have a blank in the O column The REF column is the actual record number in the master invoice file used by the invoice It is for your information only and will not be used in any way The date due date and description for each invoice on this summary window is the date due date and description of the first charge on the invoice The statistics on the top are for all of the invoices currently displayed Press SHIFT F10 to display the detailed break down of the past due amount for all of the invoices combined Viewing Invoice Richardson Jon VIEWING I
102. dents INVOICES 11 found invoices FUTURE ADVANCE I CURRENT CURRENT CURRENT D NAME CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 112068 Rediker Richard I 0 00 I 0 0 11 6054 451 4554 001 1500 45 1500 451 111141 Smith Adam I 0 00 I 0 0 I 0 001 0 001 0 00 I 0 001 109021 Rediker l 0 00 I 0 0 1 1600 001 1600 001 0 00 1 0 001 TOTALS 1 0 00 I 0 0011 7654 45 F 6154 001 1500 45 1 1500 451 8 Billing Plus Manual Appendix Family Statement Summary Family Statement Summary This is a school report listing the summary totals for each family you have selected to be on the report You may include only those families that pass your search criteria such as those exceeding a specified amount currently due or past due REDIKER HIGH SCHOOL FAMILY STATEMENT SUMMARY 1 Alamo Road San Antonio TX 02532 DATE PRINTED 10 06 2004 INVOICES DATED 12 31 1979 TO 10 06 2005 PAGE NUMBER ol STUDENTS All selected students INVOICES All found invoices FAMILY FUTURE ADVANCE CURRENT CURRENT CURRENT CODE NAME CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE Red0001 Mr amp Mrs Richard Rediker 1 0 001 0 00 I 7654 451 6154 001 1500 45 IL 1500 45 AbrO00Z Mr amp Mrs Block I 0 001 0 00 I 1000 00 0 001 1000 00 ll 1000 00 Bar0003 Barry Bartlett l 0 0012 0 00 Il 4426 051 0 0012 4426 05 4426 051 TOTALS IE 0 001F 0 00 13080 50 6154 00
103. described on the following pages File Menu From the FILE drop down menu you can Open Close Save and Delete reports You also have the ability to Print the body of the report you are editing Note that the Windows shortcut key combinations are displayed to the right of each action The short cut icons that correspond to the action appear in the toolbar below the menu Administrator s Plus File Edit Search Options Window New Ctrl N Open Ctri o Close Report Key Words ALT to select Save Ctrl 5 Save As Print Ctrl P Delete Report Exit Billing Report Writer Viewing and Editing Reports New Ctrl N Allows you to create a new report from scratch After choosing New the Viewing and Editing Attendance Reports Letters menu will appear from which you may choose an UNUSED number After choosing a number you will be asked to type in a name for the report Pressing Enter will bring you back into the editing window Open Ctrl O Allows you to select pre existing report to open in the current editing window Close Exits the body of the report and brings you back to Report Writer Menu 2 where you may choose to print the report Save Ctrl S Saves the current report without exiting the editing window Use this option as an alternative to F10 ACCEPT or if you wish to preview the report see Preview below Save As This option should be used if you wish to leave or
104. e amount of the payment After entering an amount of 1 000 the window will look like 2 Family Accounts BAE FAMILY CODE Red0001 E VIEWING ALL INVOICES PER FAMILY FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES c PAYMENTS AMT DUE PAST DUE 0 00 0 00 7654 45 5515 00 2139 45 2139 45 CK tt AMT TO APPLY 1000 00 DATE INV FUTDUE CURDUE APPLIED 5 Rediker Richard 02 26 1998 9700033 D 00 10 00 4 Rediker Amy 11 20 1997 8700024 0 00 1800 00 3 Rediker Richard 08 16 1995 9500075 12 95 2 Rediker Richard 09 01 1885 9500029 Specifications ENTER FAMILY CODE The cursor will now be in the APPLIED column allowing you to select which invoices will be credited with the payment NOTE The specification window allows you to select the payment code As money is applied towards invoices the AMOUNT LEFT TO APPLY decreases You will not be allowed to apply more than this amount NOTE Pressing F2 APPLY will apply all of the amount that is left to apply up to the amount currently due for the invoice Any excess payment will be listed as an ADVANCE PAYMENT When any FUTURE charges become current that ADVANCE PAYMENT will automatically be applied 5 18 Billing Plus Manual Fast Payments Entering Fast Payments 6 Click F10 ACCEPT to finish the transaction and actually apply the money If you are viewin
105. e edited with this program new invoices can only be entered through program 2 INVOICES The sixth program BILLING STATISTICS prints various statistical reports based on BILLING data and the summary codes For example you can find out the total amount of tuition or meal charges on invoices created between any interval of dates Families Getting Started Families The last program TRANSFER BILLING DATA is used to move BILLING data from the past year s directory into the current year s directory This program only has to be used by schools who begin to schedule for the next year before the end of the current school year Using Billing Plus with Scheduling Plus If you are using ADMINISTRATOR S PLUS for the current year when it comes time to schedule for the next year you will create a new directory Assume that it is currently the 2004 5 school year When it comes time to schedule for next year you will create a 2005 06 directory You will perform next year s scheduling in the 2005 06 directory and finish out the current year s tasks in the 2004 5 directory including BILLING tasks In other words continue entering all of your billing invoices into the 2004 5 directory The new directory 2005 06 does not contain billing data that occurred after it was created Next year if you want to be able to look at billing data for all years for a student from one window you must use the TRANSFER BILLING DATA program which will copy all billin
106. e next school year all invoices already entered for the next school year will be lost 7 2 Billing Plus Manual Transfer Billing Data Transferring Billing Data Transferring Billing Data Use the following procedure to transfer billing entries from one school year to another IMPORTANT Make sure that you perform this task BEFORE the beginning of the new school year To Transfer Billing Data 1 Click the Transfer icon A warning message appears prompting you to make sure that no one else is using Administrator s Plus Administrator s Plus 9 At If you are on a network there must be NO OTHER USERS currently using ADMINISTRATOR S PLUS DO YOU WANT TO CONTINUE 2 Click Yes to continue The Specifications Transfer Billing Data window appears Specifications Transfer Billing Data DER SPECIFICATIONS TRANSFER BILLING DATA 1 SOURCE FOLDER 2002 03 2 SOURCE START GRADE GRADE 3 3 SOURCE END GRADE GRADE 11 OF SELECTED SOURCE GRADE LEVELS 3 4 DESTINATION FOLDER 2003 04 5 DESTINATION START GRADE aRADETO v 6 DESTINATION END GRADE pae y OF SELECTED DEST GRADE LEVELS 3 ENTER SPECIFICATION TO CHANGE In the specification window enter the source and destination directories as well as the source and destination starting and ending grade levels The starting and ending grade levels in each directory MUST encompass the same number of grade lev
107. e structure for how the BILLING data is stored All BILLING files have an extension of FBI There is a master INVOICE file named BILLING FBI which contains the details for each invoice Each invoice will occupy 1280 characters and this file grows as invoices are added Invoice details for the students in all grade levels are stored in this one INVOICE file and its size is limited only by the available space on your hard disk Each grade level will have a BILLING file The name of the file will be followed by the grade level followed by FBI For example the grade 12 BILLING file will be named BI12 FBI while the grade 9 BILLING file will be named BI9 FBI Each student has a 200 character record in the BILLING file for his grade level This is enough room for 100 pointers to the master invoice file In other words each student may only have 100 invoices at a time Old invoices may be purged in the BEGINNING program For example John Jones record in his BILLING file might have the numbers 123 346 and 567 These numbers indicate that John has three invoices The details of these invoices occupy records 123 346 and 567 in the master invoice file These records in the invoice file also contain the grade level and the ID number of the student to whom the invoice belongs When a student changes grade levels his records in the master invoice file are correctly updated to reflect the new grade level and ID number
108. e sum of a student s fee charges will be used instead of the sum of their book charges Note that the ENTER COURSES program in Scheduling Plus may be used to enter a fee charge for each course as well as a book charge If you want the fee charge to be on the same invoice as the book charge first enter the book charge as described under choice 2 Then change specification 1 to ADD TO MOST RECENT INVOICE BY INVOICE change specification 4 to COURSE FEES and change this specification to this choice YES USE TOTAL FEE CHARGES Courses in students transcripts that are listed as WITHDRAWN will NOT be looked at in determining course fees If there are no course fees for a student that student will be skipped In other words the batch entry will not be performed on them YES USE TOTAL BOOK FEE CHARGES This choice is similar to the previous choices except that the amount used will be the total sum of a student s BOOK and FEE charges In other words both charges on the above invoice would be on a single line In each batch entry run you may simultaneously enter one billing debit credit and payment code as well as two notes If you wish to enter a debit code use this option to enter which one A typical debit code to batch enter would be INTEREST on past due amounts If specification 1 is set to ADD TO PAST DUE AMOUNTS then the batch entry process will add a debit to each invoice with a past due amount The amount o
109. ecifically the description of the first charge on the invoice Detail Codes The following codes are valid while printing the details of an invoice In other words they must be surrounded by DTSTART DTEND codes The following is from the report used to print single invoices DTSTART l TYPE 1 l DATE 10 l DUEDATE 10 I CODE 4 DESCRIP 37 amp I AMT SHRHBHHETHE DTEND NOTE There is really only one line printed for each invoice detail The amp code at the end of the first line means to connect the second line to the end of the first line This one line will be printed for each detail line in the invoice 4 40 Billing Plus Manual Code TYPE X DATE X DUEDATE X CODE X DESCRIP X AMT SIBI THER AMTN SHEH CKNUM X Billing Report Writer Billing Report Writer Codes Detail Codes Description The type of the invoice detail The type will either be a B for a billing code detail line a P for a payment line a for a credit line a D for a debit line or an N for a note Usually only allow 1 space The date of the invoice detail line Allow 10 spaces The due date of the invoice detail line Allow 10 spaces The code of the invoice detail line Allow 4 spaces The description of the invoice detail line Although 40 characters may be entered for each description only 37 are printed in this example in order to fit the line onto the page The
110. efitSB 12 Setting Up the Family Feature 13 Step A Select Family Fields 14 Step B Generate Initial Family Accounts 15 Step C Print Family Report 16 Step D Edit Family Codes 17 Step E Synchronize Families 18 Tuition Plans Invoices 19 How Billing Data Is Stored 21 Enter Invoice Codes 1 1 2 Deleting Codes 1 2 Summary Codes 1 3 Billing Codes 1 5 Tuition Plans 1 5 DaysinYear 1 8 Debit Codes 1 9 Payment Codes 1 10 CreditCodes 1 10 Invoices 2 2 2 Creating an Invoice 2 8 Viewing and Editing Invoices 2 14 All Invoices Window 2 14 One Invoice Window 2 16 Using the Print Menu 2 17 Batch Entry 3 3 2 Setting Batch Entry Specifications 3 3 Batch Entering Overview 3 12 Batch Entering Tuition Plans 3 16 Batch Entering Tuition Plans with a Monthly Discount 3 18 Batch Entering Interest on Past Due Amounts 3 18 Batch Entering Book Charges from Scheduling Plus 3 19 Billing Report Writer 4 4 2 Billing Report Writer Overview 4 3 SelectingaTask 4 4 1 INVOICES 1 INVOICE PER PAGE 4 4 2 INVOICES ALL INVOICES CO
111. ell as explanations of each task 2 Set the specifications See Setting the Specifications on page 4 9 The two print menus in the BILLING REPORT WRITER act as the primary filters for any report From the print menus you choose who to include on the report as well as how they should be listed To use one of the search sort options select it from second print menu Selecting Print Menu Options The first print menu window is described below The second print menu window is described in the table named Report Writer Menu 2 on page 4 21 Administrator s Plus BILLING REPORT WRITER CURRENT TASK Print Invoices 1 per page EEE All grades Eamily Inspect change specifications View edit letters reports spacing Test End program Billing Plus Manual 4 19 Chapter 4 Billing Report Writer Printing Billing Tasks Report Writer Menu 1 Option Grade Number All Grades Families Inspect Change Specifications View Edit Letters Reports Spacing Test 4 20 Billing Plus Manual Description Select the desired grade level when printing a report for only one grade level Prints for all grades or a range of grade levels indicated in specifications The grades that are included in this grade range are defined by specification number 1 START GRADE FOR ALL GRADES and specification 2 END GRADE FOR ALL GRADES defined on page 4 16 Displays another window that allows the following options All
112. els Select the source and destination folders and grades for your billing entry data and then click Done Billing Plus Manual 7 3 Chapter 7 Transfer Billing Data Transferring Billing Data A warning message prompts you to make sure that you perform this task BEFORE the beginning of the new school year Administrator s Plus ONLY USE THIS PROGRAM BEFORE THE BEGINNING OF THE NEW SCHOOL YEARI Transferring BILLING DATA will move all invoices from the source folder to the destination folder overwriting any invoices that may be in the destination folder DO YOU WANT TO CONTINUE 4 To continue click Yes The Transfer Billing Data window appears Administrator s Plus TRANSFER BILLING DATA SOURCE FOLDER 2662 63 DESTINATION FOLDER 2663 6 e 2 individual student Override 3 Copy billing support files amp reports 4 Shrink destination invoice file 5 Inspect change specifications 6 End program bs A A x 5 Select the desired option and then click Next 7 4 Billing Plus Manual Transfer Billing Data Transferring Billing Data The options are described in the following table Transfer Billing Data Window Options Option Begin Transfer Individual Student Override Copy Billing Support Files amp Reports Shrink Destination Invoice File Description Select option 1 to begin the transfer from the source to the destination directory A transfer w
113. er 9500036 06 21 1995 0 001 888 1 II 311 90 I 311 90 I 0 00 I 0 001 12011 Akers Christopher 9500119 11 27 1995 0 0013 0 0 II 4392 30 I 0 00 I 4392 30 4392 301 12011 kers Christopher 9700114 11 15 2000 0 001 0 0 II 160 00 I 0 00 I 160 00 114 160 00 1 12011 Akers Christopher 9700115 12 15 2000 0 001 0 0 112 160 00 0 00 160 00 160 00 12011 Akers Christopher 9700116 01 15 2001 f 0 001 0 0 160 00 I 0 00 160 00 160 001 12011 kers Christopher 970011 02 15 2001 0 0013 0 0 II 160 00 I 0 00 I 160 00 160 001 12011 Akers Christopher 9700118 03 15 2001 0 001 0 0 II 160 00 I 0 00 I 160 00 114 160 001 1 12011 Akers Christopher 9700119 04 15 2001 0 002 0 0 jig 160 00 0 00 160 00 160 00 12011 dkers Christopher 9700120 05 15 2001 0 001 0 0 160 00 I 0 00 160 00 160 00 12011 kers Christopher 2 2 G 0 00 I 160 00 160 001 12011 Akers Christopher 0 00 I 160 00 II 160 001 1 12011 Akers Chri L PAST Q 00 190 00 11 190 001 12202 Allen Kathy s 0 00 I 30 00 11 30 001 12134 Ambrozy Carol PAST DUE 0 00 I 311 90 114 311 901 12134 Ambrozy Carol PAST DUE A 0 00 I 4392 30 114 4392 301 1 12134 Ambrozy Carol L PAST DTR 300 00 I 3623 70 1 _ 2623 701 12020 Anderson Beth 0 00 I 30 00 11 30 001 12171 nder
114. er connected to your computer Because different printers may be connected to different workstations each report has a Page Setup and Printer Setup window specific to each Administrator s Plus user Every time a user makes changes to the Page Setup and or Printer Setup settings inside a particular report or program they are saved inside the individual s user folder Consequently the same report may be printed on different printers with alternate settings for each user Billing Report Writer Viewing and Editing Reports Use the Page Layout menu to select paper type source orientation and margins Page Setup r Paper Size Letter m Source Upper Paper Tray Orientation r Margins inches J Portrait Left 05 Right 05 Landscape Top 0 25 Bottom 0 25 Size Source Orientation Margins Printer OK Printer Page Layout Menu Options The Size drop down menu lists possible paper types available for any report The default size is letter 82 x 11 Source allows you to specify from what printer tray or manual feed source the paper will originate when printing Orientation can be set to either portrait or landscape The initial default setting for all reports is portrait except wide report cards and transcripts The page margins are measured in inches You may change left right top and bottom margins by typing a value in the co
115. er month that the parent can choose to have the payment deducted from their account Otherwise since the file is replaced each cycle with another file of the same name you will have to contact FACTS or SMART directly to make arrangements to get the older data again After successfully importing a payment file rename the file so it is not overwritten when you download the next cycle In this way you have a complete archive of the files you downloaded and imported Follow the simple steps below to get started Billing Plus Manual 5 9 Ch ap ter 5 Fast Payments Importing Tuition Plan Payments 1 Customize the Data Base Create a field in the Data Base Address program to store the FACTS or SMART agreement number for each student This identifies which students use FACTS or SMART NOTE Administrator s Plus does not support imports that use the same agreement number for different members of the same family Either set up a different agreement number for each student or bill one student in the family for all siblings 2 Customize Codes in Billing Create the following customized codes in the Billing module Create a new Summary code called FACTS TUITION or SMART TUITION See Summary Codes on page 1 3 to learn how to create a summary code Link all Tuition Billing codes that represent a charge to be paid automatically through FACTS or SMART to this summary code See Tuition Plans on page 1 5 for information on how to link
116. erate family codes for them Any letters will be ignored so that every student with UNLISTED as their phone number will not be one big family Delete all Existing Family Codes Administrator s Plus will NOT overwrite existing family codes Consequently if you want to start over and generate all new family codes use this option first Billing Plus Manual 11 hapter Getting Started Families 12 Billing Plus Manual 3 PRINT FAMILY REPORT AND MAKE SURE YOUR FAMILIES ARE CORRECT Use the Families report to make sure your families are accurate Family codes may be edited in the New Files program by clicking on the button to the right of the family code A window will pop up displaying all students with the same last name Clicking the Show All button from this menu will show all of the students in your school Clicking on any student will copy that student s family code to the current student The first line of the window will always say Assign a New Family Code which will generate a new unique code for the current student and allow you to edit it to any code you want Print the Non synchronized Families Only report to view only those families whose children have different entries for one or more family fields 4 SYNCHRONIZE FAMILIES This option will allow you to go through all families shown on the Non synchronized Families Only report and specify which sibling s data in each field you want copied to the other sibling
117. es those grade levels set in the specifications The next window allows you to further define those students on whom you to generate a report Inspect Change Opens the specification window See Billing Statistics Specifications Specifications on page 6 3 for more information 3 Select the desired option and then click Next 6 8 Billing Plus Manual Billing Statistics General Operation The second Billing Statistics window appears displaying your search options Administrator s Plus 2 Resume all students 3 Individual students 4 Sorted students 5 Main Menu 6 End program G C C C C C BILLING STATISTICS PROCESS WHICH STUDENTS IN GRADE 12 1 All students D D c The options are described in the following table Billing Search Options Option All Students Resume All Students Individual Students Sorted Students Description The report generates for all students in your selected grades If your print job is interrupted for any reason you can select Resume Alphabetical Printing to pick up where you left off When you select this option the following window will appears where you can enter the ID number of the last student printed on the report Printing will resume with the next student alphabetically RESUMING GRADE 12 ALPHABETICALLY Displays a window that lets you enter a list of ID numbers of the students The F6 LOOKUP feature is available if you don t kno
118. f the debit can either be a fixed amount or a percentage of the amount past due as specified when the debit code was created in the ENTER INVOICE CODES program The amount is entered in specification 8 If this specification is still set to 0 00 when a debit code is entered with specification 7 it will initially take on the default value of that debit code Use this specification to change this amount Batch Entry Setting Batch Entry Specifications Page 1 Specifications Specification Description 9 ENTER PAYMENT It is highly unlikely that you will ever enter payments by CODE batch entry However if you wish to enter a payment code use this option to enter which one A PAYMENT If this specification is still set to 0 00 when a payment AMOUNT code is entered with specification 9 it will initially take on the default value of that payment code whether a set amount or a percentage Use this specification to change this amount B ENTER CREDIT If you wish to enter a credit code use this option to enter CODE which one A credit to batch enter might be a scholarship or a multi child discount A field in the data base could contain a code for those kids with a scholarship or who are eligible for the multi child discount The batch entry process could then automatically give this credit code to all of those students with the code in their data base If using a credit code that is a percent the credit is calculated
119. field in the Find dialog box see below Clicking Find will cause the program to highlight the first occurrence of a which would be a Tab code You can then choose Find Next from the Search menu or press Shift F7 to locate and highlight all succeeding tab codes E Billing Report Writer Viewing and Editing Reports Find F7 Activates the window seen below Type the text or code for which you are searching and click Find You may type entire words or code or just key letters The Match Case option allows you to choose whether the case of letters is considered in the search The Direction option allows you to search the body of a report from top down or bottom up xj Find What TABLE47 Direction 4 Match Case ei oe Cancel Find Next Shift F7 Repeats the last search Clicking the Find button on the menu pictured above performs the same function Billing Plus Manual 4 27 Chapter 4 Billing Report Writer Viewing and Editing Reports 4 28 Billing Plus Manual Options Menu Administrator s Plus File Edit Search Options Window amp Generate Report 1 Student Per Phone Fixed Length Fields Ascii Hs ALT X to select Generate Report The Generate Report option allows you to edit and preview reports from the same window While editing the body of a report from the View Edit Letter Reports program Save the report Click the Generate Report bu
120. g an Invoice Creating an Invoice 2 8 Billing Plus Manual A students billing record may be easily called up by typing in a few letters of their name or by entering their ID number The bottom of the window always displays the function keys that are available By pressing the F6 LOOKUP key a window will appear displaying all of your students with their ID numbers The current grade level appears at the top center of the window It may be changed without returning to the main menu by typing in a two digit grade level followed by a three digit ID number For example typing 09050 will change the grade level to grade 9 and call up student number 50 in grade 9 With Specification A set to BY SCHOOL typing the first few letters of a students name will find that student no matter which grade level they are in After calling up a student the first window displays all of the invoices that have been entered for that student To enter a new invoice press the F2 ADD key A blank ONE INVOICE window will appear with the cursor over the default billing code if any In this case the default code is T4 which is the code for a quarterly tuition payment Defaults may be entered through the specification window Fel Viewing Invoice Rediker Richard Justin GRADE 12 VIEWING INVOICE NEW 9700158 FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS MOV PAST DUE 0 00 0 00 0 00 0 00 0 00 0 00 ____DATE DUEDATE CODE
121. g data from the 2004 5 directory to the 2005 06 directory Once this information has been transferred it will no longer be necessary to use the 2004 5 directory to view past billing data For further information see the TRANSFER BILLING DATA program Although invoices are always entered for individual students using the INVOICES program BILLING PLUS has the ability to print family invoices statements and aging reports Using the FAMILY ACCOUNTS FAST PAYMENTS program it also has the Billing Plus Manual 9 hapter Getting Started Families 10 Billing Plus Manual ability to view and edit all of the invoices generated for the children in a family on the window at the same time From this same window a single check may be easily applied to the invoices of multiple children in a family Family Accounts I CURRENT CURRENT CURRENT ER CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 0 0 20944 11 15766 50 5177 61 5177 61 CK az AMT TO APPLY ediker Richard 22 0 00 11 Rediker Richard 02 26 1998 0 00 0 00 10 Rediker Richard 02 07 1998 0 00 0 00 9 Rediker 11 20 1997 0 00 1600 00 8 Alana 11 20 1997 0 00 0 00 7 Rediker Richard 10 24 1997 0 00 562 61 B Rediker Gayle 04 11 1996 0 00 0 00 5 Rediker Jasper 09 01 1995 9500085 0 00 0 00 4 Rediker Jasper 10 08 1985 9500084 0 00 0 00 3 Rediker Richard 08 16 1995 9500075 0 00
122. g only the OPEN invoices any invoices totally paid with no future charges or payments will disappear from the window and all of the amounts will be updated Family Accounts IE FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYME AMT DUE PAST DUE 0 00 0 00 7654 45 5515 00 2139 45 2139 45 CK 1 AMT TO APPLY __ 1000 00 LEFT TO APPLY 0 INV FUT DUE CURDUE PYCD APPLIED 5 Rediker Richard 02 26 1998 9700033 0 00 10 00 P 10 00 4 Rediker Amy 11 20 1997 8700024 0 00 1600 00 P 1600 00 3 Rediker Richard 08 16 1995 9500075 0 00 1295 P 12 95 2 Rediker Richard 09 01 1995 9500029 0 00 500 00 P 500 00 1 Rediker Richard 03 24 1995 19500005 0 00 18 50 16 05 DEF PAYMENT CODE F9 HELM aBOoRT LIA ENNLGIJETI To see the amounts you just applied and to delete them if necessary highlight the invoice and press ENTER or click F3 VIEW You can also enter another family code to apply another check Billing Plus Manual 5 19 Chapter 5 Fast Payments Entering Fast Payments To obtain a report of the amounts applied from the main menu select the option to PRINT RECEIPTS LOG in the Fast Payments main window This log shows all of the entries even if they were later deleted or edited To obtain a report reflecting later edits print the DAILY RECEIPTS report using the BILLING REPORT WRITER To start the log over from the main menu choose the option
123. gency FB Algerian Arial Arial Black Arial CE Y ld Names ALT Z to select Billing Plus Manual 4 29 Chapter 4 Billing Report Writer Viewing and Editing Reports 4 30 Billing Plus Manual F3 FONT SIZE opens the font size drop down menu from which you may change the size of the highlighted text When the font size is changed entire line of text will change Arial 7 z Black a FONT SIZE F4 FONT COLOR activates the font color drop down menu From this menu you may change the color of the fonts in your report if you use a color printer When the font color is changed the entire line of text will change to the new font color Navy FONT COLOR Purple F5 RENAME allows you to change the name of the report The report name appears next to the report s corresponding number at the Report Writer s Viewing and Editing Attendance Reports Letters menu To change a report s name open the body of the report and press FS RENAME The window pictured below will appear Type a report name and press Enter The report name may be up to 45 characters in length but only 27 of the characters will show up on the Viewing and Editing Attendance Reports Letters window The report name may be made up of letters numbers or a combination of the two Enter a Report Name 2nd Parent Tardy Letter EET 08 RENAME Billing Report Writer Viewing and Editing Reports F6 LOOKUP invokes a lookup menu listing
124. h tells BILLING PLUS to print each detail line of the invoice in the manner defined by the lines between the DTSTART and DTEND codes on lines 35 38 Lines 52 67 print the summary totals for each invoice The summary totals on our example are the outlined area DATE DUE DATE CODE DESCRIPTICN AMOUNT Fg INVOICE NUMBER 9700155 B 09 10 2004 09 30 2004 T4 Tuition 4 payments per year I 1000 00 B 10 04 2004 10 24 2004 L Lunch Fees 13 25 00 c 10 04 2004 MULT Multi student discount I 402 50 B O1 04 2005 01 24 2005 4 Tuition 4 payments per year I 1000 00 B 04 04 2005 04 24 2005 T4 Tuition 4 payments per year I 1000 00 B 07 04 2005 07 24 2005 T4 Tuition 4 payments per year I 1000 00 CURRENT AMOUNT DUE 622 50 PORTION PAST DUE 597 50 FUTURE CHARGES 3000 001 All charge codes except CURRENT AMOUNT DUE have in them which means to leave it blank if the amount is zero Also the wording before these codes are preceded by the NONZERO code which means not to print the wording if the amount is zero Billing Plus Manual 4 51 Chapter 4 Billing Report Writer Report Walk Through Lines 70 105 This is the actual report Everything up until line 70 sets up and defines portions of the report Line 70 starts things off by setting the page number to 0 Line 72 causes the page header to be printed even though this is page 0 The page header was def
125. he newest invoice by date will appear on top The date of an invoice is considered to be the date of the first charge on the invoice ALPHA BY DATE OLDEST FIRST The oldest invoice by date will appear on top The date of an invoice is considered to be the date of the first charge on the invoice ALPHA BY INVOICE NUMBER MOST RECENT FIRST The invoice with the highest invoice number will appear on top This will be the most recently created invoice regardless of the date of the first charge ALPHA BY INVOICE NUMBER OLDEST FIRST The invoice with the lowest invoice number will appear on top This will be the oldest invoice regardless of the date of the first charge An OPEN invoice is defined as an invoice with any amount still due or with any future charges or advance payments This specification sets which invoices you want displayed the first time you call up a student It may be set to display OPEN INVOICES ONLY or ALL INVOICES While looking at a list of all of the invoices for a student you always have the option of toggling the display between showing ALL invoices or just showing open invoices by pressing the F10 OPEN ALL key Invoices Introduction Specifications for Invoices Specification Description A LOOKUP BY This specification allows you to specify whether SCHOOL GRADE the lookup and search functions should be by the current grade level or by the entire school If you select the BY SCHOOL option when you enter
126. iginal report unchanged and save the modified report under a different report number and name Save As is similar to the Copy function found on the bottom of the Viewing amp Editing Attendance Reports Letters window Print Generates a print out of the body of the report Delete Report Erases the current report The report name will be replaced by the name UNUSED in the Viewing and Editing Attendance Reports Letters window You may also delete or copy a report using the buttons on the bottom right of the Viewing and Editing Attendance Reports Letters window Edit Menu Administrator s Plus File Edit Search Options Window Cut Ctrl x Copy Ctrl C Paste Delete Report Key Words ALT to select Del Select Al Ctri A Time Date From the EDIT drop down menu you have access to many of the tools available for editing the body of a report Note that the Windows shortcut key combinations listed to the right of each option The short cut icons that correspond to the action appear in the toolbar below the menu Cut Ctrl X Deletes all highlighted text and saves it to the Windows clipboard so that it may be pasted in a different location Copy Ctrl C Copies all highlighted text to the Windows clipboard so that it may be pasted in a different location in the body of a report Billing Plus Manual 4 25 Chapter 4 Billing Report Writer Viewing and Editing Reports ie S 2 5 4 2
127. ill NOT be done unless the names are identical For example if source directory grade 9 student 1 is not the same name as the destination directory grade 10 student 1 the transfer will not be done This could have happened if the grade 10 student 1 had been withdrawn with a new student occupying that number All transfers NOT done will be printed on the printer A sample printout looks like FROM SOURCE FOLDER 2002 03 GRADE 9 TO DESTINATION FOLDER 2003 04 GRADE 10 The following is a list of transfers NOT done and the reasons why GRADE 9 1 Akers Lynn GRADE 10 1 Ford Ellen GRADE 9 2 UNUSED GRADE 10 2 James Peter GRADE 9 3 Allen Kimberly GRADE 10 3 Wing Mark GRADE 9 4 Dacey Kathleen GRADE 10 4 UNUSED GRADE 9 5 Barnes Michael GRADE 10 5 Feinstein Steve GRADE 9 6 Baldwin Kimberly GRADE 10 6 Tattersall Betty GRADE 9 7 Bartoszek Julie GRADE 10 7 Churchill George GRADE 9 8 Berard Janette GRADE 10 8 Rediker Gayle Lets you specify a single student For example if you have students that have stayed back or had their names changed their data will not be transferred with option 1 because the names in the corresponding ID numbers will not match Instead you may use this option to specify a source grade level and ID number and a destination grade level and ID number The data will then be transferred regardless of what names occupy these ID numbers Consequently you
128. ill be printed A pop up window will give you the following 14 choices mam SELECTED STUDENTS s el E m Reset Default ENTER SPECIFICATION TO CHANGE Billing Report Writer Setting the Specifications Specification Page 1 Specification 4 INCLUDE WHICH STUDENTS continued 5 STUDENT SEARCH LIMIT 6 PRINT STUDENT HOW MANY TIMES Description For the primary filter you will first choose a single grade level or ALL GRADES Additionally as part of your primary filter you may choose to only print those students meeting specified search and sort criteria such as just those students in a certain homeroom This specification which is a secondary filter will further narrow down those students that passed your primary filter For example using this specification you can print statements for only those students exceeding a certain past due limit Enter the limit in specification 5 STUDENT SEARCH LIMIT Similarly letters may be sent to all students exceeding a certain past due amount For printing most reports such as invoices and school financial reports use the ALL SELECTED STUDENTS option If specification 4 is set to anything other than ALL SELECTED STUDENTS this specification will be used to set the search limit For example if specification 4 is set to include only those students EXCEEDING TOTAL PAST DUE LIMIT this specification will be used to set that limit
129. illing Report Writer Setting the Specifications Specification Page 1 Description ALL INVOICES NEVER PRINTED When you print an invoice with the BILLING REPORT WRITER using this option that invoice is stamped with the date it was printed Whenever that invoice is edited by adding or changing a billing code or debit that stamp is removed and the invoice reverts to the not printed status Adding a payment or credit will NOT revert the invoice to a not printed status This option will include all of those invoices that have never been printed OR have reverted to not printed status Use this option when printing invoices to make sure each invoice gets printed once and once only NOTE The date printed is only stamped when using this option or the next one new current charges since last printed NEW CURRENT CHARGES SINCE LAST PRINTED Different billing charges on the same invoice can have different dates This will occur when a billing plan is entered onto a single invoice This option will include only those invoices who have a billing charge dated after the last time the same invoice was printed Use this option on a weekly or monthly basis to have invoices reprinted whenever future charges become current Billing Plus Manual 4 13 Chapter 4 Billing Report Writer Setting the Specifications 4 4 Billing Plus Manual Specification Page 1 Specification 7 INCLUDE WHICH INVOICES continued
130. ined in lines 9 32 Line 73 the ALLINV code causes the invoice loop to be printed The invoice loop was defined in lines 48 68 Note that the invoice loop contains the DET command which causes the invoice details to be printed Line 76 PRINTFILLER is reached after the last invoice has been printed It causes the FILLER to be printed after the last invoice In this case the filler is the vertical lines printed between the last invoice and the second row of equal signs Lines 77 amp 78 print the second row of equals signs Lines 79 105 print the totals for all of the invoices for this student added together Note that the third digit after the charge code in each of these lines is a 1 which means to print the totals for the current student The charge codes in line 53 67 used a zero in this position forcing the program to print the totals for just the current invoice NOTE All charge codes except CURRENT AMOUNT DUE have a B in them which means to leave it blank if the amount is zero Also the wording before these codes are preceded by the NONZERO code which means not to print the wording if the amount is zero 4 52 Billing Plus Manual Fast Payments Introduction 5 2 The Fast Payments Window 5 2 Fast Payment Specifications 5 4 Importing Tuition Plan Payments 5 9 Recommended Best Practices 5 9 1 Customize the Data Base 5 10 2 Customize Codes
131. it Letters Reports you will be prompted to select the report you would like to edit from the window pictured below If you would like to create a new report from scratch select a report designated UNUSED Viewing and Editing Billing Reports Letters 1 2 Part Invoice Form 21 Account list 41 Letter Past Due 2 Invoice Plain 11 In 22 Students amp Acct 5 42 Letter FAM Past Due 3 Invoice Combined 23 UNUSED 43 UNUSED 4 Statement 24 UNUSED 44 UNUSED 5 Statement Aging 25 UNUSED 45 UNUSED 6 SR Invoice Summary 26 UNUSED 46 UNUSED 7 SR Statement Summry 27 UNUSED 47 UNUSED 8 SR Aging State Sum 28 UNUSED 48 UNUSED 9 SR Financial 29 UNUSED 49 UNUSED 10 SR Payments only 30 UNUSED 50 UNUSED 11 SR Payments Credits 31 UNUSED 51 UNUSED 12 SR Charges amp Debits 32 UNUSED 52 UNUSED 13 SR All Details 33 UNUSED 53 UNUSED 14 UNUSED 34 UNUSED 54 UNUSED 15 UNUSED 35 UNUSED 55 UNUSED 16 UNUSED 36 UNUSED 56 UNUSED 17 Family Invoice 37 UNUSED 57 UNUSED 18 Family Statement 38 UNUSED 58 UNUSED 19 SR Fam Invoice Sum 39 UNUSED 59 UNUSED 20 SR Fam State Summry 40 UNUSED 60 UNUSED Enter The Report Number il Copy Delete Exit Select Billing Plus Manual 4 2
132. ith task 2 which combines invoices In other words the details of many invoices are combined on a single piece of paper or form 2 INVOICES ALL INVOICES COMBINED This task enables you to print a special combined invoice The default report is 3 Invoice combined This invoice contains many invoices on the same form 3 FAMILY INVOICES This task enables you to print a family invoice The default report is 17 Family Invoice This invoice is addressed to the parent or guardian of the youngest child in the family It contains the details of all of the invoices for all of the children in the family 4 4 Billing Plus Manual Billing Report Writer Selecting a Task and identifies which charges belong to which children In order to print properly you must print these invoices by FAMILY After accepting the specifications select Family For further information see Families on page 9 4 STATEMENT This task will permit you to print statements one student per statement Statements may be printed for all students just those students with a balance or for just those with a past due amount The default report is 4 Statement which prints on 11 inch wide paper Of course you may design your own statement to use any forms you may have 5 FAMILY STATEMENT This task enables you to print a family statement with the default report being 18 Family Statement The family statement is addressed to the parent o
133. k prints a statement similar to that produced by task 4 but containing aging information on the invoices it contains Statements may be printed for all students just those students with a balance or for just those with a past due amount The default report is 5 Statement aging which prints on 11 inch wide paper Of course you may design your own statement to use any forms you may have 7 SCHOOL REPORT STUDENT INVOICE SUMMARY This task produces a report listing all or selected invoices by student The default report is 6 SR Invoice Summary SR stands for School Report The following report contains all invoices with a past due amount You could also print this report containing all invoices printed today or with a current due amount and so on Notice that at the end of the report are summary statistics for all of the invoices on the report These statistics can be obtained by themselves with task 12 SCHOOL REPORT FINANCIAL SUMMARY REDIKER HIGH SCHOOL STUDENT INVOICE SUMMARY 1 Alamo Road San Antonio TX 02532 DATE PRINTED 10 04 2004 INVOICES DATED 12 31 1979 To 10 04 2005 PAGE NUMBER 1 ITEMS DATED 12 31 1979 To 10 04 2005 STUDENTS Exceeding TOTAL PAST DUE Limit 0 00 INVOICES All found invoices FUTURE ADVANCE 11 CURRENT CURRENT CURRENT I NAME INVOICE INV DATE CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 12011 Akers Christoph
134. l Getting Started Introduction Thank you for purchasing BILLING PLUS one of the modules in REDIKER SOFTWARE S ADMINISTRATOR S PLUS software system BILLING PLUS has been designed to be easy to use and to save you an enormous amount of time in your financial record keeping But most important it is extremely flexible Features include Enter charges of all types for students including class dues athletic fees graduation charges tuition overdue library books and so on Charges for books and course fees may automatically be created from students schedules if you also use SCHEDULING PLUS or REPORT CARDS PLUS Unlimited user defined tuition plans with advance invoices You may define weekly bi weekly monthly quarterly semi annually annually or any other tuition plan that you like With just a few keystrokes BILLING PLUS will apply the correct billing plan to each student and create all of the invoices in advance for the entire plan For example if you apply a quarterly plan to a student an invoice will be created dated with your entered starting date as well as three additional invoices dated in the future 3 months apart Although these invoices have been created they will not print until the proper date arrives and the invoice becomes current As school financial reports are produced you will be able to obtain your projected revenue for the coming year This amount includes the current amount due as well as the future amount d
135. lect any other option on this menu except this one This is why it is suggested that you backup all of your billing files immediately before using the batch entry process You will always be able to restore that backup no matter how many times you run the batch entry process After selecting your option and clicking Next the second Billing Batch Entry filter window appears This window allows you to further define those students upon whom you want the batch entry performed Administrator s Plus BILLING BATCH ENTRY BATCH ENTER FOR WHICH STUDENTS IN ALL GRADES 41 All students 7 2 Individual students 3 students matching your db Criteria 4 Main menu 5 End program 4 Select the desired option and then click Next Billing Plus Manual 3 13 Chapter 3 Batch Entry Batch Entering Overview The options are described in the following table Second Billing Batch Entry Window Option Description ALL STUDENTS The batch entry will be performed on all students in your selected grade level or in your ALL GRADES interval Note that INACTIVE students are NEVER batch entered INDIVIDUAL Opens a second window from which you can select STUDENTS individual students to appear on the report 3 14 Billing Plus Manual Batch Entry Batch Entering Overview Second Billing Batch Entry Window Option Description STUDENTS You will be able to enter criteria in any data base fields in MATCHING YOUR _ the usual way Batch entry wi
136. line under your centered school name S Centers your school s street address C Centers the City State and Zip of your school in a single line P Centers the phone number of your school N N Uses NORMAL pitch characters For example CNNN 8 would center the name of your school within tan eight inch page Miscellaneous Notes on Billing Reports The page number is automatically set to 1 at the start of each invoice if you are printing separate invoices per student Ifa report does not have any students then the grand header will not be printed f you are printing one report per invoice if a page header exists it will be printed at the start of each page including pagel only after an invoice is found Billing Report Writer Report Walk Through Report Walk Through This section explains report 3 Invoice combined in detail A combined invoice prints more than one invoice on a single invoice form A sample combined invoice appears similar to the following REDIKER HIGH SCHOOL INVOICE 1 Alamo Road San Antonio TX 02532 COMBINED INVOICES DATE PRINTED 10 04 2004 PAGE NUMBER 1 BILL TO BILL FOR Richard Rediker 38 East Brook Dr Hampden M 01036 Rediker Richard STUDENT ID 12068 DATE DUE DATE CODE DESCRIPTION AMOUNT I INVOICE NUMBER 9700155 B 09 10 2004 09 30 2004 T4 Tuition 4 payments per year I 1000 00 B 10 04 2004 10 24 2004 L Lunch Fees 1
137. ll not be printed again until after 1 24 when the next future charge becomes current 1 6 Billing Plus Manual Enter Invoice Codes Billing Codes The main window for entering billing codes is View Edit or Print Billing Codes Billing codes Debit codes Payment codes Credit codes RECORD 1 SUMMARY CODE LINKS CODE TUIT LINK CODE DESCRIPTION Tuition 1 payment per year AMOUNT 8000 00 TIMES PER YR 1 DAYS IN YEAR 1 INVOICE fe Yes No ENTER CODE of RECORD umeen d ors d rs re 7 p re ro ABORT ADD EDIT PREV NEXT LOOKUP DELETE PRINT Billing codes are entered much the same way that SUMMARY codes are entered View Edit or Print Billing Codes Window Option Description Code Enter up to a 4 character code The first character may not be a number Description Enter up to a 40 character description Amount Enter a default amount This amount may be overridden when manually creating invoices Times Per If entering a tuition plan enter the number of charges per year For Year example enter 26 for a bi weekly plan or 12 for a monthly plan etc Note that we do allow for the plan to be distributed just over the school year by changing the number of days in a year using an option on the main menu of this program The default is 365 days in a year However if you want 9 monthly payments enter that there are 270 days in a year Each payment will then be 270 9 or 30 days apa
138. ll only be performed on those DB CRITERIA students matching your criteria For example you could create a data base field called TUITION PLAN For each student this field would contain a code indicating that student s tuition plan For example the code 12 would be a twelve monthly plan while the code 4 would be a quarterly plan To batch enter the monthly plan use specification 4 ENTER BILLING CODE to enter the billing code corresponding to the 12 month plan Then use this option and indicate that you want to batch enter the 12 month plan billing code ONLY for those students with the code 12 in their TUITION PLAN data base field Then batch enter the quarterly plan Use specification 4 ENTER BILLING CODE to enter the billing code corresponding to the four month plan Then use this option and indicate that you want to batch enter the 4 month plan billing code ONLY for those students with the code 4 in their TUITION PLAN data base field WARNING If you need to batch enter a tuition plan such as a nine month billing plan you MUST remember to use the ENTER BILLING CODES program to change the number of days in a year prior to performing the batch entry When entering data base criteria you may enter criteria in as many data base fields as you like For example you could perform a batch entry on only those students who are male in homeroom 21 and were born after a specified date Entering T in the
139. lling code See the sample report below As the top of this report shows you may limit the report to specific invoices by invoice date invoice number item date and other criteria REDIKER HIGH SCHOOL 10 06 2004 BILLING STATISTICAL REPORT CODE Billing Codes OPEN INVOICES ONLY Open and clos ed invoices ALL GRADES WHICH INVOICES Allfound invoices LIMIT 000 BEGIN INVOICE DATE 12 31 1979 FINAL INVOICE DATE 10 06 2005 BEGIN ITEM DATE 12 31 1979 FINAL ITEM DATE 10 06 2005 START INVOICE amp 0 FINAL INVOICE 9999999 ALL STUDENTS 10 payment tuition mult inv 1990 00 Books 3976 02 Lunch Fees 7240 00 Member Tuition 2000 00 Milk Fees 27 95 Room amp Board Sem 1 0 00 Speech Services 0 00 Tuition Quarterly 0 00 Tuition 1 payment per year 1387899 00 Tuition 10 payments per year 14800 00 Tuition 4 payments per year 0 00 Tuition 6 payments per year 0 00 Tuition 8 payments per year 6000 00 Tuition 9 payments per year 1278 00 GRAND TOTAL Billing Codes 1425210 97 TOTAL OF STUDENTS INSPECTED 790 TOTAL OF STUDENTS CONTRIBUTING TO TALLIES 181 Using summary codes you may link all of the tuition billing codes to a summary code called TUITION all of the food billing codes to a summary code called MEAL CHARGES and all of the other codes to a summary code called MISCELLANEOUS A summary code report would then look similar to the following REDIKER HIGH
140. llow you to set start and stop invoice numbers The batch entry will be performed only on open invoices that fall within this range This is quite useful if you want to enter a credit to each invoice in a billing plan or to add a note message to all open invoices Billing Plus Manual 3 5 Chapter 3 Batch Entry Setting Batch Entry Specifications 3 6 Billing Plus Manual Page 1 Specifications Specification 2 DEFAULT DAYS DUE 3 DATE FOR ENTERED ITEMS 4 ENTER BILLING CODE 5 BILLING AMOUNT Description This value will be added to TODAY S DATE specification 3 to find the due date for each billing code charge being batch entered This date will be the date of each item being batch entered The default days due set by specification 2 will be added to this date in order to determine the due date for each charge In each batch entry run you may simultaneously enter one billing debit credit and payment code as well as two notes If you wish to enter a billing code use this option to enter which one If you are entering a tuition plan with each payment due listed as a separate line on the same invoice or on multiple invoices you must have specification 1 set to CREATE A NEW INVOICE A billing code must be the first line on a new invoice in order to create multiple lines on a single invoice or to create multiple invoices If Specification 5 is still set at 0 00 and if you have entered
141. lowed by all of the debits with the oldest debit listed first Payments credits and notes will follow in the same manner Note that the initial charge entered when the invoice was created will always be at the top even if you later edit its date so that it is no longer the oldest charge OLDEST ITEMS ON TOP All of the items on the invoice will be displayed in DATE order from the oldest to the newest charges payments credits debits and notes will all be mixed together New items do not appear sorted by date until you leave the invoice and then come back into it Note that the initial charge entered when the invoice was created will always be at the top even if you later edit its date so that it is no longer the oldest item on the invoice Fast Payments Fast Payment Specifications Fast Payment Specifications Specification 8 ALL INVOICES WINDOW 9 OPEN INVOICES ONLY Description When you are looking at a list of all of the invoices for a student you have four choices as to how you want the invoices presented e ALPHA BY DATE MOST RECENT FIRST The newest invoice by date will appear on top The date of an invoice is considered to be the date of the first charge on the invoice ALPHA BY DATE OLDEST FIRST The oldest invoice by date will appear on top The date of an invoice is considered to be the date of the first charge on the invoice ALPHA BY INVOICE NUMBER MOST RECENT FIRST The invoice with the highest
142. luded Each item on an invoice can have a different date Only those items dated on or before this date will be included Only invoice numbers on or after this number will be included Only invoice numbers on or before this number will be included Billing Statistics Billing Statistics Specifications Page two of the billing statistics specifications are described in the following table Billing Statistics Specifications Page Two Specification 1 START GRADE FOR ALL GRADES 2 END GRADE FOR ALL GRADES 3 INCLUDE BLANK SORT CATEGORIES 4 ACTIVE INACTIVE STUDENTS 5 PRINT DETAILS FOR BILLING CODE 6 SELECT A BILLING CODE 7 ALSO PRINT AMOUNT FOR ALL CODES Description You will have the option to print all reports by ONE grade or ALL grades If you choose the ALL GRADES option these specifications allow you to set a range of grade levels to be included For example assume that you have a grade 12 school and that you want a report to only include students in grades 9 12 Set specification 1 to GRADE 9 and specification 2 to GRADE 12 Then later choose to print your report by ALL GRADES This specification only applies if you are going to print your report sorted by all of the categories in a field For example assume that you choose to print your report sorted by GENDER You will obtain a separate report for each gender one for males and one for females But what about those students for
143. m D The options are explained in the following table Fast Payments Options Options Description GRADE NUMBER To enter payments or view and edit invoices for individual students enter the grade number of the first student The grade number may easily be changed without returning to this menu by either using the F6 LOOKUP list feature or by typing the five character ID number of a student with the first two digits being the grade level FAMILY To enter payments for families or to view all of the invoices for a family select the FAMILY option To display a family either use the F6 LOOKUP or enter the code for the family 5 2 Billing Plus Manual Options INSPECT CHANGE SPECIFICATIONS PRINT RECEIPTS LOG Fast Payments The Fast Payments Window Fast Payments Options Description Opens the specifications window See Fast Payment Specifications on page 5 4 for descriptions of each specification This option will print a log reflecting receipts entered with this program This log shows all of the entries AS THEY WERE DONE WITH THIS PROGRAM even if they were later deleted or edited To obtain a report reflecting later edits print the daily receipts report using the BILLING REPORT WRITER To start the log over from the main menu choose the option to DELETE RECEIPTS LOG It is not necessary to delete the log in order to obtain only the receipts for a day or range of dates as the specification window allow
144. mary code The BILLING STATISTICS program will then be able to give you the total amount of money you invoiced for tuition and for lunch Clicking the Enter Codes icon displays the View Edit or Print Summary Codes window View Edit or Print Summary Codes RECORD 6 CODE 5 50 DESCRIPTION You may enter these lists in any order However if you going to use summary codes they should be entered first allowing you to link other codes to them as they are entered The first time that you choose any of these lists the computer will inform you that the list does not exist on your hard drive and will ask if you want one to be set up Pressing ENTER will accept the default answer of Y Deleting Codes While viewing any record in the summary code file pressing SHIFT F8 will cause every record in the file to be deleted Obviously a message will appear to warn you about the consequences of your actions Pressing the F8 DELETE key without holding down the SHIFT key deletes just one record in the file Enter Invoice Codes Summary Codes Summary Codes You may enter up to 250 different summary codes This is the only list that is totally optional The summary code file is only needed by the BILLING STATISTICS program if you wish to obtain totals for groups of account codes Billing debit payment and credit codes may all be linked to one or more summary codes In the next section you will learn how to create billing code
145. member it is best to first copy this report to an UNUSED report number and then edit the copy leaving the original intact As with the other tasks involving FAMILIES this report must be printed by selecting the FAMILY option from the main menu 19 ACCOUNT LISTING accounts alphabetically amp their students This task prints a report by family account number Under each account number is a listing all of the students with that account number in their family account field As with the other tasks involving FAMILIES this report must be printed by selecting the FAMILY option from the main menu 20 ACCOUNT LISTING students alphabetically amp their accounts This task prints a list of all students alphabetically Next to each student s name will be their family account number 21 40 USER DEFINED TASKS 21 40 You may create your own billing related tasks To change the name of a user defined task highlight it and press the F10 key After naming the task press ENTER to proceed to the specifications window and enter those specifications necessary to perform your task Your entered specifications will be automatically saved for the next time that you perform the task In other words your specifications will be permanently associated with the task unless you change them in the future 4 8 Billing Plus Manual Billing Report Writer Setting the Specifications Setting the Specifications E 1 Bill RW 2 Immediately after selec
146. ments per year 1000 00 B D P PRESS SHIFT TAB TO RETURN TO THE PREVIOUS COLUMN The reason that this code is replicating itself is because of the way that it was created in the ENTER INVOICE CODES program It is a billing code that lists the number of times per year for the charge as 4 and 1 INVOICE as Y This means that all 4 quarterly charges will be on one invoice as opposed to on 4 separate invoices Notice that all four charges are on the first of the month Normally BILLING PLUS calculates the dates by taking the number of payments per year and dividing them into the number of days in a year The default number of days in a year is 365 365 divided by 4 is 91 25 Thus each payment would be exactly 91 days apart starting from the date of the first charge However in certain circumstances BILLING PLUS will attempt to keep each payment on the same day of the month such as the Ist in this case The combinations that will automatically keep the same day of the month are DAYS IN YEAR 365 NUMBER OF INVOICES 2 3 4 6 12 DAYS IN YEAR 300 NUMBER OF INVOICES 5 10 DAYS IN YEAR 270 NUMBER OF INVOICES 3 9 The number of days in a year may be changed from the main menu of the ENTER INVOICE CODES PROGRAM For example if you want to use a monthly payment plan of 9 monthly payments during the school year you must change the number of days in a year to 270 270 divided by 9 is 30 making each payment 30 day
147. must be careful to enter the proper ID numbers Some of the support files in the source directory may be different from those in the destination directory The support files are the lists of billing debit credit and payment codes as well as the notes list Also you may have modified some reports with the BILLING REPORT WRITER Use this option to copy these lists and reports from the source directory to the destination directory Transferring billing data takes the invoices from the invoice file in the source directory and tacks them onto the end of the invoice file in the destination directory This results in many duplicate invoice entries Use this option immediately after performing the transfer process to eliminate duplicate entries shrink the invoice and save space Billing Plus Manual 7 5 Chapter 7 Transfer Billing Data Transferring Billing Data 7 6 Billing Plus Manual Appendix seu estet he ER Sy ays A 2 Summary Code List A 2 Billing Code List A 2 Credit Debit amp Payment Code Lists A 3 Single Invoice A 4 Combined Invoice A 5 Statement 6 Aging Report A 6 Family 7 Family Invoice Summary A 8 Student Statement Summary A 8 Family Statement Summary A 9 School Financial Report A 9 Daily Payments amp Overdue Ac
148. ne items for the Payment Attempt and the Returned amount Because SMART also can add a late fee for late payments that is coded you also need to create a separate Debit code to indicate a returned late fee 3 Create Tuition Invoices for FACTS SMART Students Use the Invoices program or Batch Entry to create Tuition Invoices for each student 1 Payments Fast Payments Importing Tuition Plan Payments 4 Download the Payment File from the FACTS or SMART Site Follow the instructions provided to you by your FACTS or SMART representative These instructions should let you know how to log onto their site browse to the latest payment collection file and save it to your local computer 5 Set FACTS SMART Interface Specs for the First Time Click the Fast Payments icon to display the Fast Payments window Administrator s Plus FAST PAYMENTS BEGINNING DATE 61 61 1986 PAST DUE DATE 16 66 2664 oll GRADE NUMBER Eamily Inspect change specifications print receipts Log Delete receipts log iMport tuition plan payments End program D oF 2 Select Import Tuition Plan Payments A warning window appears prompting you to back up 3 Click Yes to continue Billing Plus Manual 5 11 Ch apter 5 Fast Payments Importing Tuition Plan Payments The Enter Tuition Plan Payments specifications window appears Enter Tuition Plan Payments SPECIFICATIONS ENTER TUITION PLAN PAYMENTS 1 TUITION PLAN COMPANY
149. ng Book Charges from Scheduling Plus 3 19 Billing Plus Manual 3 1 Chapter 3 Batch Entry Introduction Introduction The BATCHE ENTRY program will primarily be used to simultaneously enter invoices for groups of students For example you may create a data base field called TUITION PLAN that will contain a code identifying which tuition plan each student is on such as monthly or quarterly This program will then be used to create a monthly tuition invoice for all students with the monthly code in their TUITION PLAN field Then use this program again to create a quarterly tuition invoice for all students with the quarterly code in their TUITION PLAN field NOTE You could also just batch enter to all students in the grade level New invoices may also be created to bill students for their book and lab fees as determined by SCHEDULING PLUS Notes may be added to all OPEN invoices For example a note stating DO NOT FORGET PARENT S NIGHT ON 10 31 could be added to all OPEN invoices so that all parents receiving their next invoice will see this message You may also use this program to add an interest charge to all invoices with a past due amount IMPORTANT This program either creates new invoices or adds detail lines to current invoices Although an UNDO feature exists that may be used to reverse the last batch entry it is extremely important that you BACKUP immediately prior to using this program MPORTANT In order
150. ng a specified past due amount current amount due future amount due and many more limits When printing invoices you can print all invoices just those never printed or all invoices with new current charges since they were last printed Although so much can be done with this program for most of you the next section is the only one you will have to read It describes all of the preset tasks and reports and how to obtain them If however you want to learn how to custom design your own reports you will need to read the remaining sections Billing Report Writer Billing Report Writer Overview Billing Report Writer Overview Depending on the type of task you wish to accomplish the steps for navigating the program may vary The following list provides a quick overview of how to navigate the report writer Each step is described in greater detail later in this chapter 1 Select a Task Tasks are pre defined sets of specifications By choosing a task you avoid having to reset the specifications each time you want to print a report See Selecting a Task on page 4 4 for more information 2 Set the Specifications The specification window allows you to select the active report and limit the parameters of the report If necessary you can adjust the specifications to limit or expand the information included on the report See Setting the Specifications on page 4 9 for more information 3 Printing Billing Tasks After selecting Done
151. nts based on common data base field entries Selecting this option opens a new window from which you can select the data base field for the search Allows you to search for students who have a specific entry in one or more data base fields Selecting this option causes a new window to appear from which you will select the data base field and enter the criteria to use for the search Billing Plus Manual 4 21 Chapter 4 Billing Report Writer Editing Reports Editing Reports 4 22 Billing Plus Manual This section outlines all of the steps necessary to create edit and print your own customized billing reports It also explains how to enter or edit the headers and body of a report In the process all of the available symbols codes and commands will also be explained Comparing Data Base and Billing Reports Billing reports are designed and stored in much the same way that data base reports are designed and stored in the REPORT WRITER program in DATA BASE PLUS Hence this manual assumes that you have already read and understood the Data Base manual which explain how to design and write data base reports This section highlights the major differences between billing and data base reports The next sections in explaining how to create and edit billing reports will assume that you already know how to create and edit data base reports The BILLING REPORT WRITER includes many codes not included in the DATA BASE REPORT WRITER These code
152. nts per year 1 CURRENT AMOUNT DUE 622 50 Fg PORTION PAST DUE 597 50 ii FUTURE CHARGES 3000 00 Fg Billing Report Writer Report Walk Through Lines 40 45 The lines between the FTSTART and FTEND codes define the invoice footer The invoice footer prints at the end of all pages EXCEPT the last one It is used to print a continued message at the bottom of invoices that continue onto another page This invoice is only one page long so it will not do anything Lines 48 68 The lines between the INSTART and INEND code will be repeated for each invoice that will be on the report These are the invoices passing the search criteria set in specification 7 This is the INVOICE LOOP These lines will produce the following outlined area for each invoice DATE DUE DATE CODE DESCRIPTICN AMOUNT INVOICE NUMBER 9700155 09 10 2004 09 30 2004 Tuition 4 payments per year 10 04 2004 10 24 2004 Lunch Fees 10 04 2004 Multi student discount 101 04 2005 01 24 2005 Tuition 4 payments per year 104 04 2005 04 24 2005 Tuition 4 payments per year 07 04 2005 07 24 2005 Tuition 4 payments per year CURRENT AMOUNT DUE PORTION PAST DUE FUTURE CHARGES Line 49 prints the row of vertical lines that separate one invoice from another In this example it is the first shaded line separating this invoice from the top row Line 50 prints the invoice number Line 51 is the DET code whic
153. o either display invoices this way or with all TYPES grouped together Invoices Viewing and Editing Invoices Using the Print Menu From the ALL INVOICES window pressing F9 PRINT allows you to print five different reports for the current student 5 View and Edit Invoices FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 3000 00 0 00 1025 00 597 50 Administrator s Plus INV DATE a aroos 10042004 BILLING PRINT MENU 2 9700156 10 04 2004 1 9700155 09 10 2004 2 All invoices separately 3 all invoices Combined 4 Statement 5 aGing report OE NE NN Specifications E Add Template F12 Lesc f ri f r2 Por E or Ere p oro D m e pore p oro EXIT ADD EDIT PREV NEXT LOOKUP DEL PRINT OPEN All of these reports may be also be printed with the BILLING REPORT WRITER which also allows you to customize them to meet your specific needs Samples of these reports are found in the appendix Billing Plus Manual 2 17 Chapter 2 Invoices Viewing and Editing Invoices 2 18 Billing Plus Manual Batch Entry 323 82 22522256 ERSTES 3 2 Setting Batch Entry Specifications 3 3 Batch Entering Overview 3 12 Batch Entering Tuition Plans 3 16 Batch Entering Tuition Plans with a Monthly Discount 3 18 Batch Entering Interest on Past Due Amounts 3 18 Batch Enteri
154. ode you will probably want to specify that it is to be a percent as opposed to a fixed amount If it is a percent it will automatically be a percent of the past due amount on an invoice 3 18 Billing Plus Manual Batch Entry Batch Entering Overview Make a BACKUP of your billing files in case you have to restore them to the state they were in prior to the batch entry process Make sure that nobody else is using BILLING PLUS on your network Make sure that specification 1 ADD TO WHICH INVOICES is set to ADD TO PAST DUE INVOICES Also set specification 3 TODAY S DATE to be the date of the interest charge as it will appear on the invoices In specification 7 ENTER DEBIT CODE enter the debit code for interest In specification 8 DEBIT AMOUNT enter the percent of the past due amount you want the interest charge to be Click Done Choose the ALL GRADES option so that you can batch enter the interest charge for all applicable students at once From the next menu choose to batch enter ALL STUDENTS Pressing F10 ACCEPT will begin the batch entry process When it finishes you will return to the main menu of the BATCH ENTRY program Batch Entering Book Charges from Scheduling Plus To Batch Enter Book Charges from Scheduling Plus Use the ENTER INVOICE CODES program to define a billing code called BOOK for BOOK CHARGES Leave the default amount as 0 00 Make a BACKUP of your billing files in case you have to
155. ode assignment use the New Files program to do so Finally synchronize the existing demographic data for each family to ensure that all siblings have matching data in all of their family fields NOTE When setting up the Family Feature make sure that each step is done in the order in which they are listed on the Setup Family Feature menu To Setup the Family Feature 1 From Data Base Plus menu click Customize DB NOTE You can also use the menu Click Modules Data Base Plus Customize DB The Customize Data Base Plus window appears ra Administrator s Plus CUSTOMIZE DATA BASE PLUS 2 2 set Unique id numbering options 3 set Sos interface options 4 set Date format currency symbol 5 setup Family feature 6 set scheduling Year 7 set Languages 2 Click Setup Family Feature The Setup Family Feature window appears SETUP FAMILY FEATURE 1 select family Fields 2 Generate initial family accounts 3 Print family report 4 Synchronize families D Use each option order as described in the following steps Billing Plus Manual 13 Cha pter Getting Started Families Step A Select Family Fields This window allows you to choose your family fields These are the data base fields which will be synchronized among siblings Select and move the desired fields from the left window Available Fields to the right window Selected Fields NOTE These fields will always be the same for each chil
156. ode is encountered the detail lines will be printed for each line on an invoice The detail lines are defined by the DTSTART and DTEND codes INVOICE FOOTER START All lines between this code and the FTEND code will be printed at the bottom of each page EXCEPT the last page when in an invoice loop or in an invoice detail loop When an invoice extends to beyond one page these codes may be used to print the words CONTINUED ON THE NEXT PAGE on the bottom of all pages except the last page of the invoice INVOICE FOOTER END Defines the end of the footer The FTSTART code defines the beginning XX is the number of lines in the BODY The BODY is the middle of the invoice where the detail lines are printed For example LN 31 will print a body of 31 lines If the body is longer than 31 lines the INVOICE FOOTER will be printed and then the second page of the invoice will be printed This allows you to use pre printed forms on which the body must be printed in the same place on each form If you wish to use a shorter form perhaps 7 instead of 11 simply print a smaller body For example LN 7 will take 4 inches 24 lines off of the invoice The size of the header and footer will remain the same Of course only 7 detail lines will be printed on each page Although this code must be on a line by itself that line can be anywhere in the report Code REM FILEER PRINTFILLER INSTART INEND ALLINV PRI
157. om schools in the continental United States by phone Technical support information can also be found on the Rediker web site at http www rediker com support html Training For information on current training available see the Rediker Web site at http www rediker com training html Follow the links to obtain information about scheduled classes training at customer sites and class registration Documentation Feedback Your comments on the documentation help us to understand and meet your needs You can send e mail to TechPubs rediker com Table of Contents Legal Notices a 4 voi ates ii Included in this Guide iii Who Should Use This Guide iii Contact Information iv Technical Support iv TAINO ci geo eS Be Cop apos iv Documentation Feedback iv Getting Started 2 Before You Begin 4 General Operation 5 FUNCTION KEYS 5 tenes ed dale 5 FELADDY s os alot deere 5 EDM rere eie d dett 5 F4 PREV XX 5 F5 NEXT E oor me ee the dane 5 FE ROOKUP AA 6 F7 RPTSEARCH 7 F8 DELETE 7 7 1 7 Billing Plus Overview 8 Using Billing Plus with Scheduling Plus9 Fallas x iuo ais sorra e a BS 9 Setting Up Families Overview 10 Uses and Ben
158. on 4 payments per year T4 1000 T 2 Tuition 6 payments per year T6 500 Y 3 Tuition 8 payments per year T8 750 00 8 Y 8 Tuition 9 payments per year T9 142 00 9 T 5 2 Billing Plus Manual Appendix Credit Debit amp Payment Code Lists Credit Debit amp Payment Code Lists These are sample lists of debit payment and credit codes Use debit codes to enter interest on the past due amount and use credit codes to give various discounts All of these codes may be linked to up to five summary codes Credit Code List REDIKER HIGH SCHOOL 2003 04 01 06 2004 CREDIT CODES Alphabetically By Description DESCRIPTION CODE AMOUNT or FIX LNK1 LHK2 LHK3 LHK4 LHK5 RS Multi student discount MULT 10 00 1 Scholarship SCH 500 00 F 2 Debit Code List REDIKER HIGH SCHOOL 2003 04 01 06 2004 DEBIT CODES Alphabetically By Description DESCRIPTION CODE AMOUNT or FIX LNKi LNK2 LNK3 LNK4 LNK5 Interest past due INT 10 00 1 Returned Check NSF 0 00 F 2 Payment Code List REDIKER HIGH SCHOOL 2003 04 01 06 2004 PAYMENT CODES Alphabetically By Description DESCRIPTION CODE AMOUNT LNK1 LNK2 LNK3 LNK4 LHK5 R Lunch payment PL 0 00 3 Payment P 0 00 POO01 1 Room amp Board R amp B 1000 00 R amp B 4 2 Tuition Payment PT 0 00 Billing Plus Manual 3 Chapter A Appendix Single Invoice Single Invoice Billing Plus can print many types of invoices on white paper or forms This form was printed
159. ou want included in your report It may be set to include OPEN INVOICES ONLY or ALL INVOICES The date of an invoice is defined as the date of the first charge on the invoice Only invoices falling in this range will be included on reports If you create future invoices and want them included in your reports make sure that you set the final date far enough in the future Billing Report Writer Setting the Specifications Specification Page 1 Specification Description C BEGIN ITEM DATE Each item on an invoice can have its own date Only items falling in this range will be included on reports D FINAL ITEM DATE or invoices For example if you create invoices containing future charges you may omit those future charges by setting the FINAL ITEM date to the current date E START INVOICE Only invoices in this range will be printed or included NUMBER on reports To include all invoices use a range of 0 to 9999999 F END INVOICE NUMBER Specification Page 2 Page two of the Billing report writer specifications is described below Specifications Billing Report Writer MORE SPECIFICATIONS BILLING REPORT WRITER 1 START GRADE FOR ALL GRADES Grade 9 2 END GRADE FOR ALL GRADES Grade 12 3 INCLUDE BLANK SEARCH SORT CATS Include C Do NOT Include 4 ACTIVE INACTIVE STUDENTS Active Students Only 5 PRINT WHICH INVOICES FIRST Oldest invoice by number first 6 HOW TO
160. pecification C BEGIN ITEM DATE and specification D FINAL ITEM DATE from the first specification window set the dates Billing Plus Manual 4 7 Chapter 4 Billing Report Writer Selecting a Task 15 SCHOOL REPORT CHARGES amp DEBITS This task is similar to task 13 and 14 except that it includes only charges and debits The default report is 12 SR Charges amp Debits Specification C BEGIN ITEM DATE and specification D FINAL ITEM DATE from the first specification window set the dates 16 SCHOOL REPORT ALL DETAILS This task is similar to the previous three tasks except that all details charges credits payments amp debits will be included The default report is 13 SR All details Specification C BEGIN ITEM DATE and specification D FINAL ITEM DATE from the first specification window set the dates 17 LETTER OVERDUE ACCOUNTS This task produces a letter for all students with a past due amount on one or more invoices This letter may be changed by editing the default report 41 Letter Past Due Remember it is best to first copy this report to an UNUSED report number and then edit the copy leaving the original intact 18 FAMILY LETTER OVERDUE ACCOUNTS This task produces a similar letter as that printed in the previous task except that this letter is for families This letter may be changed by editing the default report 42 Letter FAM Past Due Re
161. r guardian of the youngest child in the family and contains one line for each invoice belonging to each child As with family invoices in order to print properly you must print these invoices by FAMILY After accepting the specifications select Family For further information see Families on page 9 In the family account field enter the account number for the family whose invoice you want A sample family statement looks like REDIKER HIGH SCHOOL FAMILY STATEMENT 1 Alamo Road San Antonio TX 02532 DATE PRINTED 10 04 2004 PAGE NUMBER pak STATEMENT TO STATEMENT FOR Richard Rediker 38 East Brook Dr Hampden MA 01036 FAMILY CODE Red0001 FUTURE ADVANCE CURRENT CURRENT CURRENT Inv DATE NAME ID CHARGES PAYMENTS CHARGES PAYMENT DUE PAST DUE 19700024 111 20 1997 Any 1112 If 0 00 If 0 00 1I 1600 00 I 0 00 If 1600 00 11 1600 00 19700238 05 17 2004 Rachel ID 1200 f 0 00 1 0 00 II 30 00 0 00 1 20 00 I 20 00 19700155 109 10 2004 Richard ID 1206 1 2000 00 If 0 00 II 1025 00 If 402 50 f 622 50 11 597 501 19700159 105 17 2004 Richard ID 1206 If 0 00 1 0 00 124 12 If 0 00 If 124 12 124 121 19700150 05 17 2004 Richard ID 1206 If 0 00 1 0 00 II 225 02 If 0 00 1 235 02 225 021 19700302 110 01 2004 Richard ID 1206 f 0 00 1 0 00 II 200 00 If 75 00 125 00 125 001 19700303 ll 09 2004 Richard ID 1206 If 2
162. rade K to 12 school you may use these options to perform the batch entry on only grades 9 to 12 by setting the START GRADE to 9 and the END GRADE to 12 3 ACTIVE INACTIVE Use this specification to perform the batch entry on STUDENTS ACTIVE STUDENTS ONLY INACTIVE STUDENTS ONLY or ACTIVE AND INACTIVE STUDENTS 4 PRINT AUDIT As the batch entry process proceeds if this option is REPORT set to YES an audit report prints detailing you which new invoices were created and which previous invoices were modified The amount of each change is listed with totals at the end of the report It is EXTREMELY IMPORTANT that you print this audit report so you will be able to verify what the batch process did If this specification is set to NO before the batch process proceeds it will warn that you have selected not to print the audit report and question if this what you really want to do The following is an audit report printed while adding a 10 interest charge to the past due amount on all invoices with a past due amount BATCH ENTRY REPORT 05 17 2004 BILLING CODE L Lunch Fees 530 00 DEBIT CODE NOT ENTERED 0 00 PAYMENT CODE NOT ENTERED 0 00 CREDIT CODE NOT ENTERED 50 00 NOTE 1 NOT ENTERED NOTE 2 NOT ENTERED ADD TO MOST RECENT INVOICE BY INV 12068 Rediker Richard ADDITIONS MADE TO INVOICE 9700160 ADD 30 00 TOTAL BILLING CHARGES amp DEBITS CREATED 30 00 TOT
163. rate Family Accounts In some cases students will be assigned a family code that does not match the family code of the other siblings This may happen due to differences in the phone number or the data field used to generate the family code If any of the designated family fields show NOT SYNCHRONIZED you can use Step 5 Synchronize Families AH Families Report DEMO SCHOOL 12 07 2001 Please your amilies for aocuraoy and uso NEW FILES program to edit any family codo FAMILY CODE Abbiddt LOLOL Abbott Jzil PAREST GUARDIAN Hs Jennie Abbott 09052 Abbott Jeremiah STREET RR2 Bx 5195 CITY Los Angoies STATE 1 OLZ70 PHONS 998 4705 ENER FAMILY CODE a2do0001 10022 Adams Erica PARENT GUARDIAN amp Mrs Ramiro Adams LODGS Adams Hank STREEF 4022 11059 Adaws Keith CITY Hampden STAVE HOW SYNCHRONTZZEB ZIE 01055 PHONE 693 6207 EMER BH STAB 10022 Adama Relea MASS 1DDZ3 Adams Hank MA 11059 Scams Keith Ms 16 Billing Plus Manual Getting Started Families The Non synchronized Families Only report generates a list of siblings with unlike information in family fields This report is similar to the All Families except that it shows only those families who have field entries that are not the same Non synchronized Families Only Report DEMO SCHOOL 12 09 2001 Please review your Lamtlics for accuracy anit uso FILES program
164. rd you just entered you may do one of three things type a 1 for record 1 type the code or press the F4 PREV function key All three will bring you to the window displaying the summary code now occupying record 1 Because at least one summary code has been entered new function keys become available The F9 PRINT key will bring up a print menu offering three different ways you can print a list of all of your summary codes This key is only available if one or more summary codes have been entered The F8 DEL key will delete the summary code you are currently viewing The F LOOKUP key will display a table of all of your entered summary codes From this table you may move the highlight bar to the summary code of your choice and press ENTER to immediately move to the record number of that summary code HINT Use this lookup table to get a quick view of all of your summary codes The F3 EDIT key will allow you to change the summary code in the current record number The CURSOR UP key will do the same thing The code and or description may be changed Pressing ESC while making changes will undo any changes that you have already made to this record number Pressing ENTER while at the last field or pressing F10 ACCEPT from anywhere on the entry window will accept your changes If you ever delete or change a summary code it is important to understand that all other codes linked to that summary code refer to the record number of the summ
165. rds it will be assumed that students BILLING files are pointing to the correct invoices and the ID numbers in the invoice file will be corrected to point back to the proper students During the shrinking process there must be enough empty space on the hard disk for both the new and old invoice files At the end of the shrinking process the old invoice file is erased Enter Invoice Codes IDtrOdUe HOTU 2 1 2 Deleting Codes 1 2 Summary Codes 1 3 Billing Codes 1 5 Tuition Plans 1 5 Days in 1 8 Debit 1 9 Payment 1 10 Credit 1 10 Billing Plus Manual 1 1 Chapter 1 Enter Invoice Codes Introduction Introduction Codes 1 2 Billing Plus Manual This program will allow you enter edit or print your summary billing debit payment and credit code lists All of these files except the summary code list are needed in order to enter invoices or payments The summary code file is only needed by the BILLING STATISTICS program if you wish to obtain totals for groups of account codes For example if you have 5 tuition billing codes and 3 lunch billing codes you could create a summary code called TUITION and another called LUNCH You may then link the tuition billing codes to the TUITION summary code and the lunch billing codes to the LUNCH sum
166. rges from Scheduling Plus 3 19 interest on past due amounts 3 18 overview 3 12 tuition plans 3 16 tuition plans with a monthly discount 3 18 Batch Entering Tuition Plans 3 16 Batch Entry Specifications 3 3 Before You Begin D 4 Billing Codes 1 5 tuition plans 1 5 Billing codes linking to summary codes 1 8 Billing Data how it is stored 21 transferring 7 3 Billing Plus Overview Billing Report Writer OVerview 4 3 Billing Reports compared to Data Base reports 4 22 Billing Specifications setting 4 9 Billing Statistics general operation 6 8 sorting 6 10 Billing Statistics Search Options 6 9 Billing Statistics Specifications 6 3 Buttons Index 1 in View Edit Letters Reports 4 25 to 4 26 Centering Codes 4 44 Charge Codes 4 42 Codes billing 1 5 credit 1 10 debit 1 9 deleting 1 2 payment 1 10 summary 1 3 Creating an Invoice 2 8 Credit Codes 1 10 D Days in Year 1 8 Debit Codes 1 9 Deleting Reports 4 25 Deleting Codes 1 2 Detail Codes 4 40 E Edit Menu in View Edit Letters Reports 4 25 to 4 26 Enter Invoice Codes introduction 1 2 Enter Tuition Plan Payments specifications 5 12 Entering Fast Payments 5 16 Errors when using the FACTS SMART interface 5 15 F FACTS SMART 5 9 errors 5 15 Families overview D 9 Family Feature benefits D 12 setting up D 13 Family Payments entering 5 16 Fast Payments entering Entering fast payment
167. ription C START INVOICE Only invoice numbers in this range will have charges NUMBER applied to them For example if you carry over invoices from the previous year with the BILLING TRANSFER D END INVOICE program you may not necessarily want payments NUMBER applied to Tuition invoices that are still open from last year E PRINT AUDIT You should ALWAYS print the audit report This report REPORT will list all of the invoices that had items added to them and will give you totals broken down by payments late charges and so on When you have the specifications set the way you want them click Done The Enter Tuition Payments window appears Administrator s Plus 2 Inspect change specifications 3 Undo last payment entry 4 End program Select Process Payments Now then click Next You will notice Administrator s Plus pause to make a backup of your billing files in case you later choose to the Undo Last Payment Entry option Administrator s Plus will not let you continue if all billing files can not be backed up Accordingly make sure no one is accessing the Billing module in this school year before importing When finished processing the Audit report appears Print this and save it for your records If there are no errors compare it to other reports you received from FACTS or SMART Fast Payments Importing Tuition Plan Payments Possible Errors When Using the FACTS SMART Interf
168. rresponding boxes Clicking Printer brings you to the printer setup menu Billing Plus Manual 4 33 Chapter 4 Billing Report Writer Viewing and Editing Reports 4 34 Billing Plus Manual From the Printer Setup menu you may change the default printer for the report This menu also displays the printer s status type and network path Click Properties to change options that are specific to the type of printer you have such as paper source and duplexing features Page Setup Printer Name MEEN v Properties Status Ready Type LaserJet 2100 Series PCL 6 Where IP 10 168 255 Comment Printer Setup Menu Name Displays the name of the printer currently set to print the report Change printers using the drop down arrow to select a printer Status Indicates whether the printer is busy paused or is ready to print Type Displays the brand amp model number of the currently selected printer Where Names the line printer port or network path to the selected printer Properties Activates the selected printer s Properties menu see below The printer Properties menu varies depending on the brand and model of your printer You can access a printer s Properties menu from the Windows Printers folder or by clicking on the Properties button in the Printer Setup menu The default printer settings will reflect the most commonly used page layout paper source and paper type If you need to change a setting for a p
169. rt If you want 10 monthly payments enter that there are 300 days in a year Billing Plus Manual 1 7 Chapter 1 Enter Invoice Codes Billing Codes 1 8 Billing Plus Manual View Edit or Print Billing Codes Window Option Description Days in Enter he number of days per year The default is 365 days in a year Year However if you want 9 monthly payments enter that there are 270 days in a year Each payment will then be 270 9 or 30 days apart If you want 10 monthly payments enter that there are 300 days in a year See Days in Year on page 1 8 for more information Invoice Enter a Y to have all charges in a plan appear on the same invoice Enter an N to have them appear on separate invoices For example to have each charge in a quarterly plan appear on its own separate invoice Link If you have entered SUMMARY codes you may link each billing code to one or more summary codes enabling you to produce reports summarizing charges by summary codes For example you can link all of your tuition plans to the summary code TUITION and all of your meal charges to the SUMMARY code MEALS While the cursor is in the link field the F6 LOOKUP key will be available If you do not know the code of the summary code to which you want to link the billing code press the F6 key to display all of your summary codes Once the table is displayed simply move the cursor to the summary code you want and press ENTER Days in Year This option
170. ry billing debit payment and credit code lists 2 Invoices Describes how to enter and edit invoices for individual students 3 Batch Entry Shows you how to simultaneously enter invoices for groups of students 4 Billing Report Writer Explains how to design and print letters and reports for students based on their billing data 5 Fast Payments Describes how to quickly enter payments received such as those for an entire family 6 Billing Statistics Explains how to print summary code reports as well as to print reports detailing the amount of each billing debit payment and credit 7 Transfer Billing Data Describes how to transfer billing information from the current school year to the next school year The last section of this book contains sample letters and invoices Who Should Use This Guide This guide is for office personnel who enter charges of all types for students such as class dues athletic fees graduation charges tuition and overdue library books Billing Plus Manual iii ADMINISTRATOR S PLUS BILLING PLUS Contact Information Contact Information iv Billing Plus Manual Technical Support Please do not hesitate to call us toll free at 1 800 882 2994 Monday Thursday7 30 a m 6 30 p m EST Friday 7 30 a m 5 00 p m EST You can also e mail us at tech rediker com When e mailing technical support questions please include your school s name phone number and zip code We respond to e mail fr
171. s Billing Plus Manual 7 Chapter Getting Started Billing Plus Overview Billing Plus Overview 8 Billing Plus Manual The programs of BILLING PLUS will be used in the order that they appear on the BILLING PLUS main menu Consequently the first program to use will be the ENTER INVOICE CODES program It will be used to create add to edit and print the five billing files needed by BILLING PLUS These files are your summary billing debit payment and credit codes The second program INVOICES will be used to enter edit and view the invoices for individual students This program may also be used to quickly print invoices statements and aging reports for individual students For each invoice you may enter up to thirty different billing codes 10 debits 20 payments 10 credits and seven free hand notes The appendix contains many samples of reports The third program BATCH ENTRY will allow you to quickly create or add to existing invoices in a batch process The batch process may be applied to all students individual students or students with a specific entry in a data base field For example an interest charge may automatically be added to all invoices with a past due amount This interest charge can be a percent of the past due amount If students have different tuition plans you may use a field in the data base to identify which plan they are on For example enter a for those on a quarterly plan and an for those on
172. s records Uses and Benefits Enter demographic data only one time per family When you add or edit demographic information for any student the designated family fields are automatically copied into each siblings record You choose which data fields should be common among siblings Ensure consistency and accuracy in your student data by synchronizing family fields e Use the new Family look up menus to quickly jump from the Address program window of one student to that of any of his siblings Quickly group siblings when new students are added you can identify and select their siblings using a Family look up of students with the same last name or all students in your school Integrate with the Billing Plus family feature in one easy step the family feature will use the same family account numbers assigned through the Billing Plus module Getting Started Families Setting Up the Family Feature Before you can use the family feature activate it using the Customize Data Base program The process of setting up the Family Feature involves the following steps First turn on the family feature by selecting the data base fields you wish to designate as family fields Then create a preliminary list of families based on student phone numbers or another family code you have stored in the Data Base Plus module Next use the family reports to make sure your families are accurate If any changes need to be made in the family c
173. s 5 16 Fast Payments Options 5 2 Fast Payments Specifications 5 4 File Menu in View Edit Letters Reports 4 24 to 4 25 Fixed Length Fields 4 28 Fonts Color 4 30 in the Report Writer 4 29 to 4 30 Size 4 30 Function Keys decribed D 5 in View Edit Letters Reports 4 29 Importing Tuition Plan Payments 5 9 Invoice creating 2 8 Invoice Window one invoice 2 16 Invoices introduction 2 2 specifications 2 3 viewing amp editing 2 14 L Linking billing codes and summary codes 1 8 0 One Invoice Window 2 16 Index 2 Options Menu in View Edit Letters Reports 4 28 Page Layout Menu Options 4 33 Page Setup in the Report Writer 4 32 Payment Codes 1 10 porting 5 9 Preview Generate Report 4 28 Print Menu using 2 17 Printer Setup Menu 4 34 Printing billing tasks 4 19 R Rename Reports 4 30 Report Writer introduction 4 2 Print Menu 2 4 21 Report Writer Print Menu 1 4 20 Report Writer Codes 4 36 Reports editing 4 22 viewing and editing 4 23 Reports Toolbar 4 24 S Scheduling Plus using with Billing Plus D 9 Search in the Report Writer 4 31 Search Menu in View Edit Letters Reports 4 26 to 4 27 Search Options Billing Statisitcs e o Selecting a Task 4 4 Setting Billing Specifications 4 9 Sorting in Billing Statistics 6 10 Specifications Batch Entry 3 3 billing statistics 6 3 Enter Tuition Payments 5 12 fast payments 5 4 invoices 2 3 report
174. s You will create a separate billing code for each type of charge you wish to enter on invoices For example you might create separate codes for an annual tuition plan a monthly tuition plan and a weekly tuition plan You might also create separate billing codes for lunch graduation and book fees If you want to know the total amount billed for all tuition plans create a SUMMARY code called TUITION When you enter the billing code for each tuition plan link them to this TUITION summary code The BILLING STATISTICS program will then be able to give you the total amount of money you invoiced for tuition View Edit or Print Summary Codes DER Summary codes Billing codes RECORD 1 CODE DESCRIPTION C ra ncm LT b re ro ADD EDIT PREV NEXT LOOKUP RPT SRCH DELETE PRINT d This window shows that you are looking at RECORD 1 which is currently unused The cursor will initially be at the bottom of the window where it says ENTER CODE OR RECORD NUMBER You may either enter the code or the record number of the summary codes you wish to view or press one of the available function keys Because you are just beginning there are no summary codes for you to view You have 250 records which can each contain a summary code Pressing the F4 PREV or F5 NEXT function keys will allow you to scan through the summary codes currently occupying each record Billing Plus Manual 1 3
175. s Template F12 r5 rz ro rt Note that the credit was taken off of all tuition payments as well as the lunch fee If you did not want to include the lunch fee the credit should have been entered before the lunch fee The credit is treated like a payment towards the first billing charge If you wanted each payment to be lower you would have to use a separate billing code that already included the discount in each payment You could also create a separate invoice for each payment and added the discount to each invoice NOTE All CREDITS amp PAYMENTS automatically become negative numbers when put in an invoice whether or not you put a negative sign in front of the entry When entering default amounts with the ENTER INVOICE CODES program always enter all numbers as positive Billing Plus Manual 2 13 Chapter 2 Invoices Viewing and Editing Invoices Viewing and Editing Invoices 2 14 Billing Plus Manual There are two major windows in the INVOICES program The first one the All Invoices window displays a list of all of the invoices for a particular student While highlighting any invoice on this window pressing ENTER will bring you to the second window the ONE INVOICE WINDOW which displays the details of that invoice Alternately while in the ALL INVOICES WINDOW you can press F2 ADD to open up a blank ONE INVOICE WINDOW allowing you to create a new invoice All Invoices Window A st
176. s allow you to use billing data in your BILLING reports On the other hand almost all of the codes that are valid in DATA BASE reports are also valid in BILLING reports Billing Report Writer Viewing and Editing Reports Viewing and Editing Reports Before you can view or edit a report you must first 1 Select the task you want to perform See Selecting a Task on page 4 4 for information on how to select a task as well as explanations of each task 2 Set the specifications See Setting the Specifications on page 4 9 After setting the specifications the first of two print menus in the BILLING REPORT WRITER appears see Selecting Print Menu Options on page 4 19 In the first print menu window is an option called View Edit Letters Reports Selecting this option allows you to modify any pre existing report or create a new one Reports can include any of the report writer codes available in the DATA BASE REPORT WRITER as well those specific to the BILLING module See Billing Report Writer Codes on page 4 36 In the View Edit Letters Reports window shown below you can select any billing report and then make any necessary changes to codes text or layout This manual assumes basic knowledge of report writing in Administrator s Plus For a more detailed explanation of how to use create and customize reports refer to Chapter 5 of the Data Base Plus manual Viewing and Editing Billing Reports Letters Window When you open View Ed
177. s apart Invoices Creating an Invoice If you are using a year length of 270 days then plans of 3 or 9 payments will keep the same day of the month If you are using a year length of 300 days then plans of 5 or 10 payments will keep the same day of the month To add another charge to this same invoice highlight the last B and press F2 ADD An additional BILLING code line will be added to the invoice Viewing Invoice x Rediker Richard Justin EIS VIEWING INVOICE 9700155 FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 3000 00 1000 00 0 00 1000 00 1000 00 DATE DUEDATE CODE DESCRIPTION _ AMOUNT 109 10 2004 09 30 2004 Tuition 4 payments per year 1000 00 01 04 2005 01 24 2005 Tuition 4 payments per year 1000 00 04 04 2005 04 24 2005 Tuition 4 payments per year 1000 00 07 04 2005 07 24 2005 Tuition 4 payments per year 1000 00 T B B B B B D P PRESS SHIFT TAB TO RETURN TO THE PREVIOUS COLUMN Billing Plus Manual 2 11 Chapter 2 Invoices Creating an Invoice 2 12 Billing Plus Manual This time we ll type over the default code of 4 and enter the code for L for LUNCH FEES T Viewing Invoice Rediker Richard Justin GRADE 12 VIEWING INVOICE 9700155 FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES c PAYMENTS Pj AMT DUE PAST DUE 3000 00 0 00 1025 00 0 00 1025 00 1000 00
178. s often as you like To save you typing when a new debit is added to an invoice this will be the default code for that debit This specification is used for TWO purposes All payments entered with the FAST PAYMENT portion of this program will be categorized as this type of payment If you are categorizing payments after entering a payment using FAST PAYMENTS the invoice may be edited and the payment code changed While editing an existing invoice when a new payment is added this will be the default code for that payment You will probably only have one payment code for PAYMENT Consequently it is a good idea to set this code up as your default payment code To save you typing adding a new credit to an invoice makes it the default code for that credit Billing Plus Manual 5 5 Ch ap ter 5 Fast Payments Fast Payment Specifications 5 6 Billing Plus Manual Fast Payment Specifications Description Specification 6 PRINT RECEIPT 7 ONE INVOICE WINDOW Determines whether or not to print a receipt Your options are Always never or prompt The prompt option allows lets you set the default prompt value to either yes or no When you are looking at the details of one invoice you have two choices as to how you want the details of the invoice presented GROUP ITEM TYPES TOGETHER All of the charges will be at the top of the invoice with the oldest charge listed at the top These will be fol
179. s you to enter a range of dates for the log A sample log looks like 10 06 2004 FAMILY CODE 0001 Ck Num Murphy Patrick 12011 Inv 9500315 Amt 3993 00 TOTAL APPLIED 3993 00 10 06 2004 FAMILY CODE Ake0001 Ck Num Akers Christopher 12005 Inv 9700123 Amt 160 00 Akers Christopher 12005 Inv 9700122 Amt 160 00 Akers Christopher 12005 Inv 9700121 Amt 160 00 Akers Christopher 12005 Inv 9700120 Amt 160 00 Akers Christopher 12011 Inv 9700119 Amt 160 00 Akers Christopher 12011 Inv 9700118 Amt 160 00 Akers Christopher 12011 Inv 9700117 Amt 40 00 TOTAL APPLIED 1000 00 GRAND TOTAL APPLIED 4993 00 CHECKS 4993 00 CASH 0 00 CHARGE 0 00 Delete Receipts Log This option will delete the receipts log freeing up space on Import Tuition Plan Payments your hard drive It is not necessary to delete the log in order to obtain only the receipts for a day or range of dates as the specification window allows you to enter a range of dates for the log See Importing Tuition Plan Payments on page 5 9 Note that this is an added feature to the BILLING module that must be purchased separately Billing Plus Manual 5 3 Chapter 5 Fast Payments Fast Payment Specifications Fast Payment Specifications You can display the Specifications window by selecting the Inspect Change Specifications option in the Fast Payments window See The Fast Payments Window on page 5 2
180. son Richard 0 00 311 90 311 901 12171 Anderson Richard TOTAL PAST DUE 0 00 I 4422 30 4422 301 1 12195 Sr Joan L 0 00 I 4392 30 112 4332 30 12195 Anderson Sr Joan TOTAL DUE NOT PAST DUE E 0 00 4023 00 4023 001 12034 Andrews Jeffrey 0 00 I 311 90 311 901 12034 Andrews Jeffrey TOTAL DUE 0 00 I 4422 30 4422 301 1 0 00 4422 20 l 4422 301 12007 Atchinson Hope TOTAL CHARGES 0 00 4392 30 4392 301 12007 Atchinson Hope FUTURE CHARGES 0 00 I 4023 00 11 4023 001 12172 Babcock Julie 0 00 I 311 90 311 901 112172 1 Babcock Julie 1 00 1 __ 4422 30 II 4422 30 _ CURRENT CHARGES TOTAL PAYMENTS amp CREDITS TOTAL BALANCE FUTURE CHARGES ANTICIPATED REVENUE 1431022 4 6 Billing Plus Manual Billing Report Writer Selecting a Task 8 SCHOOL REPORT FAMILY INVOICE SUMMARY This task produces a similar report as the previous task except that all of the students in a family are grouped together and at the end of each family is a summary for that family The default report is 019 SR Fam Invoice Sumy As with the other tasks involving FAMILIES this report must be printed by selecting the FAMILY option from the main menu 9 SCHOOL REPORT STUDENT STATEMENT SUMMARY This task lists each student in alphabetical order followed by the totals from their statements The default report is 7 SR Statement
181. st Payments 1 Clicking the Fast Payments icon displays the Fast Payments window Payments Administrator s Plus FAST PAYMENTS BEGINNING DATE 61 61 1986 PAST DUE DATE 16 66 2664 GRADE NUMBER Eamily Inspect change specifications print receipts Log Delete receipts log iMport tuition plan payments End program D The options are explained under the section titled The Fast Payments Window on page 5 2 NOTE Make sure you set you specifications 2 Select Family option to display the Family Accounts window Family Accounts VIEWING ALL INVOICES PER FAMILY FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 0 00 0 00 0 00 0 00 0 00 0 00 DATE VE ST Specifications ENTER FAMILY CODE fo E esc fori r2 rs ra rs re B rz rs re rto EXIT LOOKUP Use F6 LOOKUP to select the family 5 16 Billing Plus Manual Fast Payments Entering Fast Payments The selected family appears similar to the following Family Accounts FAMILY CODE Red0001 ha VIEWING ALL INVOICES PER FAMILY FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 0 00 1000 00 7654 45 3039 45 4615 00 4615 00 AMT TO APPLY LEFT TO APPLY 4 Rediker Amy 11 20 1887 8700024 0 00 1600 00 3
182. tcut keys are also available to help you in moving about the list The HOME key will always get you to the top of the list while the END key will take you immediately to the last name in the list The PAGE UP and PAGE DOWN keys will move you through the list one window at a time The bottom of all LOOKUP windows say SEARCH As soon as you start typing any letter or number the highlight bar will disappear and the cursor will move to the search area of the lookup window For example if you type LUN the highlight bar will disappear and LUN will appear after the word SEARCH at the bottom of the window When you start to type in the description the highlight automatically goes to that entry 6 Billing Plus Manual Getting Started General Operation For example if you type in an L the highlight bar jumps to the first descriptio that starts with an L From there you may move the highlight bar to the code of your choice and press ENTER When in the SEARCH mode pressing ESCAPE will abort the search mode and bring back the highlight bar When not in the search mode pressing ESCAPE will make the lookup window disappear without entering a billing code F7 RPT SEARCH When looking up a specific record you may type in the first few letters of the name of the record or the record number For example to view or edit a student s invoices you may type the first few letters of that student s last name or enter their ID number and press ENTER If
183. th the new one Selecting Append adds the new information to the end of the existing file xi ENTER ASCII FILE NAME C My Documents T ardy asc em ASCII FILE OVERWRITE APPEND tees Billing Report Writer Viewing and Editing Reports Window Menu File Edit Search Options Window Dlazlal ell x Cascade 08 88 x Tile Arrange Icons v 1 Attendance Advisor s Report Rep 001 The Window menu provides access to different modules by allowing multiple open windows to be arranged according to your preferences Cascade Overlaps all open windows diagonally with each window s title displayed in the upper left hand corner The title of the open window is also listed on the bottom portion of the Window drop down menu below Arrange Icons Tile Stacks open windows one on top of another Current Report Each of the currently open Administrator s Plus windows are listed on the bottom portion of the Window toolbar menu Function Keys In addition to the Report Writer Toolbar you can use function keys to edit reports You can either click on the function key buttons at the bottom of the editing window or press the corresponding function key on your keyboard F2 FONT opens the font drop down menu from which you may choose any font in your Windows Fonts folder When the font is changed the entire line of text will change to the new font 2 am Black GulimChe Abadi MT Condensed ADP A
184. the appendix of this manual It contains many samples of printouts that can be obtained from BILLING PLUS and will give you an idea of what the following instructions are leading you to produce After some introductory chapters each of the programs in BILLING PLUS are described in their own chapter s Of course if you ever have a question that is not answered in the manual please do not hesitate to call your dealer or REDIKER SOFTWARE INC 4 Billing Plus Manual Getting Started General Operation General Operation BILLING PLUS has been designed to be amazingly fast easy to use and to save you keystrokes wherever possible This chapter will explain some of the conventions that are used throughout the programs of BILLING PLUS FUNCTION KEYS BILLING PLUS makes extensive use of the function keys on your computer s keyboard The function keys are the F keys either at the top or left side of your keyboard The ESCAPE key is an honorary function key The bottom of any window using function keys always displays which function keys are available Unavailable function keys will have nothing printed in their box The following is an explanation of the most common uses of the function keys ESC The ESCAPE key is almost always available It is used to exit what you are currently doing While viewing a menu or window the ESCAPE key will always take you to the previous menu or window If you are at the first window the ESCAPE key exits the
185. the end of each day or week the above invoice would not be printed again until the next monthly payment becomes current Tuition plans are created when you enter BILLING CODES in the ENTER INVOICE CODES program Even if you enter separate invoices for all charges they may still be printed together on a special combined invoice BILL TO BILL FOR Richard Rediker Rediker Richard 38 East Brook Dr Hampden MA 01036 STUDENT ID 12068 DATE DUE DATE DESCRIPTION AMDUNT 04 01 1996 04 21 1996 Tuition 8 payments per year 750 00 06 26 1996 07 16 1996 Milk Fees 15 00 10 15 1995 Payment 1500 00 04 12 1996 Payment 500 00 06 26 1996 Lunch payment 100 00 06 26 1996 Payment 400 00 02 27 1997 Scholarship 500 00 INVOICE NUMBER 9500005 03 24 1995 03 25 1995 Lunch Fees 15 00 06 21 1995 Interest on past due 1 50 06 27 1999 Payment 16 50 10 02 2001 Payment 1000 00 TOTAL 4 13119 11 B BILLING CHARGE P PAYMENT TOTAL CURRENT CHARGES 13119 11 D DEBIT C CREDIT TOTAL CURRENT PAYMENTS amp CREDITS 9541 50 N NOTE TOTAL CURRENT CHARGES please pay now 3577 61 CURRENT CHARGES THAT PAST DUE 3577 61 ADVANCE PAYMENTS against future charges 1000 00 20 Billing Plus Manual Getting Started Families How Billing Data Is Stored For those of you who are interested this section explains the fil
186. the family field entries that are not the same for each member Use this step to select the desired field entry which will appear in each family member s record During the synchronize process you can use either the All Families report or the Non Synchronized Families Only report to determine which entry for each family field should be duplicated for all siblings Family Field MismatchiDetails Please select the sibling with the correct information FAMILY CODE 0001 ID NAME STREET E 10062 Biondi Jason RR 2 Box 2094 12070 Biondi Zion RR 2 Box 2094 a is Synchronize Skip Field Skip Family Quit NOTE You may choose not to synchronize any family field or all fields for a family during this process However when new entries are made or existing entries are edited in family fields they will always be duplicated into the corresponding fields for all siblings 4 18 Billing Plus Manual Starting with the first family that appears click once on the student who s data field entry lists the desired entry to be copied into his siblings records With the desired row highlighted click If you would like to leave a particular field for this family unsynchronized click If you would like to leave all fields unsynchronized for the family click Getting Started Families Tuition Plans and Invoices BILLING PLUS is extremely flexible
187. ting a task the corresponding specifications window appears There are two tab pages in the specifications window To Set Specifications for a Selected Task Click the Billing Report Writer icon to display the task window Choose your task and then click Select The Specifications window appears Set the specifications as desired The specifications are described in the following table After setting the specifications click Done to display the first of two print filter windows See Printing Billing Tasks on page 4 19 for information on these windows The task specifications are described in the following tables Specification Page 1 Page one of the Billing report writer specification is described below Specifications Billing Report Writer INITIAL SPECIFICATIONS BILLING REPORT WRITER Page 1 1 CURRENT TASK Print Invoices 1 per page 2 ACTIVE LETTER REPORT invoice Plain 11 In Rep 002 3 TODAY S DATE used for past due 4 INCLUDE WHICH STUDENTS selected students 5 STUDENT SEARCH LIMIT 6 PRINT STUDENT HOW MANY TIMES C 1 report per student 7 INCLUDE WHICH INVOICES 0 00 1 report per invoice fai found invoices E 8 INVOICE SEARCH LIMIT 0 00 9 OPEN INVOICES ONLY C Open and closed Open invoices only A BEGIN INVOICE DATE 12 31 1979 FINAL INVOICE DATE C BEGIN ITEM DATE D FINAL I
188. to DELETE RECEIPTS LOG 10 06 2004 TO 10 06 2004 10 06 2004 FAMILY CODE 0001 Ck Num Murphy Patrick 12011 Inv 9500315 Amt 3993 00 TOTAL APPLIED 3993 00 10 06 2004 FAMILY CODE AkeOO01 Ck Num kers Christopher 12005 Inv 9700123 Amt 160 00 Akers Christopher 12005 Inv 9700122 Amt 160 00 Akers Christopher 12005 Inv 9700121 Amt 160 00 Akers Christopher 12005 Inv 9700120 Amt 160 00 Akers Christopher 12011 Inv 9700119 Amt 160 00 Akers Christopher 12011 Inv 9700118 Amt 160 00 Akers Christopher 12011 Inv 9700117 Amt 40 00 TOTAL APPLIED 1000 00 10 06 2004 FAMILY CODE RedO0001 Ck Num Rediker 11068 Inv 9700024 Amt 1600 00 Rediker Richard 12068 Inv 9500029 Amt 3015 00 TOTAL APPLIED 4615 00 5 20 Billing Plus Manual Billing Statistics MPOGUCHON s eG 6 2 Billing Statistics Specifications 6 3 General Operation 6 8 Sorting by Your Chosen Fields 6 10 Billing Plus Manual 6 1 Chapter 6 Billing Statistics Introduction Introduction 6 2 Billing Plus Manual Use the BILLING STATISTICS program to print SUMMARY code reports as well as to print reports detailing the amount of each billing debit payment and credit With the BILLING REPORT WRITER program you can find out how much you billed for any interval of dates With this program you can list how much you billed for each separate bi
189. to copy the existing code into the new family code You may also use this option if you already have a data base field containing a school assigned family code 4 Administrator s Plus N N N N N N ALLERGIES This code must be unique per family Any 1 SPECIAL ED students with a blank entry in the existing aa family code field will be assigned a new FII RM FIELD 45 unique code which will appear only in the FIELD 46 New Files Family Code field From Phone Numbers If you do not have an existing family field choose this option Students will be grouped into families based on matching phone numbers Delete all Existing Family Codes Administrator s Plus will never overwrite existing family codes Therefore if you want to start the family code assignment process again select this option first Doing so will cause all existing family codes to be deleted from the family code field in New Files Billing Plus Manual 15 hapter Getting Started Families Step C Print Family Report There are two types of family reports you can print to help make any necessary corrections to the automatic assignment of family codes The All Families report shows a listing of students per family code with synchronized as well as non synchronized family field entries It can be used as a reference for editing students family codes It lists all students grouped by families during Step 2 Gene
190. to use this program there must be NO ONE else currently using BILLING PLUS on a network Before the actual batch entry takes place this program attempts to make a backup copy of all billing files If somebody else is currently using BILLING PLUS you will get an error message that BILLING PLUS was unable to backup your billing files 3 2 Billing Plus Manual Batch Entry Setting Batch Entry Specifications Setting Batch Entry Specifications The following tables list and describe each Batch Entry specification Specifications Billing Batch Entry INITIAL SPECIFICATIONS BILLING BATCH ENTRY CREATE NEW INVOICE 05 17 2004 E NOT ENTERED ES NO USE ENTERED BILLING AMOUNT NOT ENTERED E NOT ENTERED sa NOT ENTERED ID ENTERNOTE4 NOTENTERED NOT ENTERED Page Setup Template F7 ENTER SPECIFICATION TO CHANGE Billing Plus Manual 3 3 Chapter 3 Batch Entry Setting Batch Entry Specifications The second specification window appears as follows Specifications Billing Batch Entry Active Students Only 4 PRINTAUDITREPORT C 5 START INVOICE NUMBER 0 9999999 z ENTER SPECIFICATION TO CHANGE 3 4 Billing Plus Manual Specification 1 ADD TO WHICH INVOICES Batch Entry Setting Batch Entry Specifications Page 1 Specifications Description You have four choices CREATE A NEW
191. top of the invoice with the oldest charge listed at the top These will be followed by all of the debits with the oldest debit listed first Payments credits and notes will follow in the same manner NOTE The initial charge entered when the invoice was created will always be at the top even if you later edit its date so that it is no longer the oldest charge e OLDEST ITEMS ON TOP All of the items on the invoice will be displayed in DATE order from the oldest to the newest In other words charges payments credits debits and notes will all be mixed together Note that the initial charge entered when the invoice was created will always be at the top even if you later edit its date so that it is no longer the oldest item on the invoice Many school reports have a summary page that prints at the end This is really the GRAND FOOTER of the report If you do not wish this summary page to be printed itis easier to set this specification to N than to have to edit the report removing the grand footer This specification is no longer used See page 9 for more information on the Families feature Choose Yes to generate a print preview for this report Choose No to send the report directly to the printer Billing Report Writer Printing Billing Tasks Printing Billing Tasks Before you can print you must first 1 Select the task you want to perform See Selecting a Task on page 4 4 for information on how to select a task as w
192. tton shown above Select a grade level or All Grades from Report Writer Print Menu 1 Select Students Individual Students or perform a database field search 1 Student Per Phone The 1 Student Per Phone f setting used primarily for letters and labels causes the report to print for only one sibling per family Fixed Length Fields The Fixed Length Fields setting is designed for reports that print data base fields in columns From the DATA BASE PLUSS ADDRESS program you may set the maximum number of characters that will print for each of the 160 possible data base fields With Fixed Length Fields turned on columnar reports will have enough room to accommodate this maximum character length Therefore the columns will line up evenly Data that is longer than the fixed length will be truncated Data that is shorter than the fixed length will be padded with spaces In other words the data inserted into a report from a particular data base field will take up the same amount of pre defined space for every student no matter how long or short the entry With the fixed length setting off you may line up columns using the Tab Report Writer codes for example T4 25 ASCII Checking ASCII displays the ASCI window below will appear Note that selecting ASCII will NOT print a report but instead creates an ASCII file The path and filename must be entered in the format shown If you check Overwrite the existing file will be overwritten wi
193. udents billing record may be easily called up by typing in a few letters of their name or by entering their ID number The bottom of the window always displays the function keys that are available By pressing the F6 LOOKUP key a window displays all of your students with their ID numbers F l View and Edit Invoices DER Richardson Jon Grade K VIEWING ALL INVOICES FUTURE ADVANCE CURRENT CURRENT CURRENT CHARGES PAYMENTS CHARGES PAYMENTS AMT DUE PAST DUE 0 00 0 00 8700 00 0 00 8700 00 8700 00 2 Co E 3E 12 9508614 06 20 2004 07 04 2004 TUITION hf 3934 11 9508613 05 15 2004 05 29 2004 TUITION 9508612 04 09 2004 04 23 2004 TUITION 9508611 03 04 2004 03 18 2004 TUITION 9508610 01 28 2004 02 11 2004 TUITION 9508609 12 23 2003 01 06 2004 TUITION 9508608 11 17 2003 12 01 2003 TUITION 9508607 10 12 2003 10 26 2003 TUITION 9508606 09 06 2003 09 20 2003 TUITION 9508605 08 01 2003 08 15 2003 TUITION 9505123 07 01 2003 07 15 2003 BOOK FEE 9504984 07 15 2003 07 21 2003 LUNCH Specifications ENTER ID NAME Template F12 E Esc c re f rs f ra f rs re vc re f ro f ro ELLA EEE BCLLO Ba E sso 1202 22 24 Asso The current grade level appears at the top center of the window It may be changed without returning to the main menu by typing in a two digit grade level followed by a three digit ID number For example typing 09050 will change the grade level to grade 9 and call up stu
194. ue When statements are sent you have the option of including the future charges amount so that parents will know what costs they need to anticipate Instead of creating additional invoices for a tuition plan BILLING PLUS can create one invoice with both current and future charges In other words all four quarterly tuition charges could be on the same invoice all dated three months apart When invoices are printed you have the option of including future charges You may choose to print only invoices with new current charges meaning that once an invoice has been printed it will not be printed again until the next tuition charge becomes current BILLING PLUS allows each item on an invoice to have a separate date and a separate due date Consequently a single invoice can contain past current and future amounts due BILLING PLUS will keep track of it all BILLING PLUS allows immediate and easy access to all invoices for a student As with all of the modules for Administrator s Plus you can easily call up a student by typing a few letters of their last name A window will display all of the invoices ever entered for that student Pressing the F10 function key toggles the display between all invoices and just open invoices Open invoices are those that have not been entirely paid or with future charges The top of the window displays the following totals for the student future charges advance payments current charges current payments
195. voices may be printed by family In other words a single invoice may be printed for a family containing the details from all of the separate invoices for each of their children Each item will be identified with the name of the child for whom the charge was entered Many types of family statements and reports are also available The BILLING PLUS REPORT WRITER contains many types of invoices and statements using forms or plain paper dot matrix or laser printers You may modify our forms or design your own unique invoices and statements with the report writer School financial reports aging reports and even letters requesting payments are available for your use or customizing BILLING PLUS will print daily receipt reports or reports categorizing receipts charges credits and debits for any interval of dates Billing Plus Manual 3 Chapter Getting Started Before You Begin Before You Begin This manual assumes that you have already done the following Read and understood the user s manual for DATA BASE PLUS since its programs are used to get you started Used DATA BASE PLUS to set up new files for each of your grade levels Used DATA BASE PLUS to enter names into your files for each grade level BILLING PLUS consists of the programs listed on the front of this manual Take a minute to read their descriptions To make things easy these programs are listed in the order that they will be used It is suggested that you carefully examine
196. w students ID numbers Presents you with a list of all of fields for which you are storing information about your students You will then select the field by which you want your entry forms to be sorted See Sorting by Your Chosen Fields on page 6 10 4 Select the desired option and then click Next The report generates Billing Plus Manual 6 9 Chapter 6 Billing Statistics General Operation Sorting by Your Chosen Fields Selecting this option displays a lookup window Choose a field to sort by and then click Select NOTE For the sake of this example let s assume you selected the Homeroom field The How to Sort window appears T Administrator s Plus HOW TO SORT GRADE 9 BY HOHEROOH Om All categories One category Change sort field Main menu The All Categories choice will cause entry forms to be printed for all homerooms In other words all of the entry forms for the students in your first homeroom will be printed alphabetically followed by all of the entry forms for the students in your next homeroom The One Category option will allow you to enter a specific homeroom and only entry forms for those students will be printed Note that the category must be entered EXACTLY as at has been entered for each student and is case sensitive The Change Sort Field option lets you re open the F6 LOOKUP window to select a new sort field 6 10 Billing Plus Manual Transfer Billing Data Introduction
197. wing and Editing Billing Reports Letters Window 4 23 The View Edit Letters Reports Toolbar 4 24 File Menu eese 4 24 Edit Menu iiu eeu 4 25 Search Menu eerta 4 26 Options 4 28 Window 4 29 Function Keys 4 29 Billing Report Writer Codes 4 36 Codes That Must Be on a Line By Themselves 4 37 Codes That May Be Used Anywhere 4 40 Detail Codes 4 40 Charge Codes 4 42 Centering Codes 4 44 Miscellaneous Notes on Billing Reports 4 44 Report Walk Through 4 45 Billing Plus Manual 4 1 Chapter 4 Billing Report Writer Introduction Introduction 4 2 Billing Plus Manual This program can design and print numerous reports letters invoices and statements All of the reports in the appendix of the manual were printed with this program Reports and letters are designed in a similar manner as they are designed with the REPORT WRITER program in DATA BASE PLUS All of a student s billing data and data base data may be printed anywhere on letters and reports A number of sample invoices letters and reports have been provided that you can use or modify You can perform numerous different kinds of searches For example you can print statements for all students or just those exceedi

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