Getting There
At the main screen of Family Data & Accounting click Functions > Family Accounting > Automated Billing Procedures > Contract Billing.
Hint: Do you have Drop Ins? Learn about the
Drop In Contract Billing feature.
Process Contract Billing
- Mark the Contract Cycle(s) you wish to process at this time like weekly or monthly.
- Select a Date for “All Children Enrolled As Of”. This will include only actively enrolled children.
Note 1: Their Enrollment Status as of that date must be “Enrolled”.
Note 2: If you have different billing rates (in the child Billing Box) for each schedule, the rate used will the one assigned to the schedule as of this date.
- Choose a Post Date. This is the date the transaction will be recorded on the Account Ledger Card. If you are billing for next week you’d pick a date like next Monday to indicate the week for which you are charging.
Note: The “Enrolled As Of” Date and the Post Date should usually be the same.
- Enter a Comment if needed. In most cases you’ll leave it as [Comment] which will use the individual comment from each child’s Billing Box.
Note: Check the box “Include Child’s Name in Comment” if you want the name of each child to be part of the comment.
- The Amount Multiplier is usually 1.00. This is the number of cycles (weeks, months) for which you are billing.
Example: If you were billing for 2 weeks at once changing the multiplier to 2.00 would double the fees charged to everyone.
- Click Next.
- Select the accounts you wish to process and make any necessary changes to the Amount column.
Hint: Place a check in the column header to select all accounts or click just to the right of the check box to sort according to which families are selected and which are not.
- Click Post. Then Exit.
View or Void a Previous Contract Billing
- At the Automated Contract Billing screen a list of recent billing batches will be displayed under the heading Automated Contract Billing History. Dbl-click the line you wish to view or void.
- At the Batch Detail screen you’ll see all items that were part of that batch. If needed you may void the entire batch at once - just click Void Batch. A void will appear on each Ledger Card that was included in the batch.
- Click Exit to return to the main Contract Billing screen. Click Exit again.