Billing categories are used to classify ledger items, which are tied to contract fees, and are only viewable to SchoolAdmin Billing customers. You can manage them within Settings-->Financial-->Billing Categories.
Billing categories can have groups, within these groups are one charge, and one or more credits. To learn to add new categories and category groups, continue reading. You can also have prepaid billing categories to redistributes credits/payments to billing categories with positive charges every day.
Create a New Billing Category Group
To add a new billing category group, click on the green plus sign.
Applies to Student Balance: Categories that apply to a student balance describe charges and credits that will be applied to a student, such as Tuition, Trip Fees, etc. This is the default for all billing categories. An example of a category that does not apply to a student is a late fee, which are assessed to individual payers. Late fees are optional as part of your billing setup and will not be assigned by default. They're also dependent upon your grace period, if one is set.
Moving a category allows flexibility to structure your category groups. You can only move one category at a time. You can move categories into inactive categories, which will automatically make them inactive.
Ex: If there is only one credit category, within a charge group, you will have to move the credit category first, before you can move the charge category.
Along the far right, you can click on 'edit' for each billing category to update the details displayed within this page.
*Important Note about editing billing categories*
If there is a balance in a student category, and you are trying to change it to be a parent/ account category, or the reverse of this, you will not be able to preform this change. You will be prompted a validation error. A best practice would be to make a new category, this way it will not cause any problems with reporting.
View Edit History
Within a category group, you will be able to see all previous changes made within that category. If there are multiple subcategories, you can click one and see the changes made specifically for that subcategory
Once you have clicked inside a category to see the recent edit history, it will look similar to this. Showing the previous state of the category to the left of the arrow, and the current state of the category to the right of the arrow.
Create a New Credit Category
To add a new credit category, click on the green plus sign after clicking the caret dropdown on the right hand side of the category group.
Name: The name of the billing category used to classify ledger items. A billing Category needs to be created for each Account Code. Contract fees are associated with corresponding billing categories, and multiple fees can be applied to each.
Account Codes: This field is specific to FACTS clients, however, you can add account codes for your own internal reference for your GL. Please note, these codes aren't currently available in search or in an export and don't drive any behaviors in the system for Billing customers.
Adjustment Codes: This field is specific to FACTS clients, however, you can add adjustment codes for your own internal reference for your GL. Adjustment codes are set for any credits, and they provide the description for why a credit is applied to an account. Please note, these codes aren't currently available in search or in an export and don't drive any behaviors in the system for Billing customers.
Ledger Account Code: Schools can define a general account code for each billing category. This is just for internal reference for your GL codes. It's not currently available in search or in an export.
Save: Click this button to save any changes or additions that were made while editing. If you close the dropdown without clicking save, it will erase anything you edited.
Billing Category Order Example
Learn how payments are allocated based on the billing category order.
Student Balance is $1,000
$800 is for Tuition
$200 is for General Fees
The order of the Billing Categories is Tuition at the top, followed by General Fees.
Each parent has a ledger with a total amount due. This amount is comprised of sub categories (billing categories) such as tuition, general fees, etc. In our example, there's a balance of $1,000 split between $800 for the tuition and $200 in fees. If a parent only pays $500, then this entire amount will automatically be applied to the tuition, since this is the first billing category in the list. The parent can't allocate where the amount goes, however, the school can make this adjustment within the payer's record if needed. This means that we're allowing parents to overpay or underpay the amount due, based on the order of the billing categories.
Now the remaining balance is $500. If the next payment is $400, then $300 will be applied to the remaining tuition balance, and $100 will be applied to the next billing category in the list, which is 'General Fees' in our example. Now the remaining balance is $100 in General Fees, so the next payment will be applied to this balance.
Within the Balances menu in a billing account's ledger, the category groups display with the carat dropdown, it will show all of the credits and balances inside of that category group as seen below. Those balances sum up to the total of the charge group.
*Important Note about Billing Category Order*
The order of the categories in this page determines the precedence when applying payments and discounts to billing balances. Categories higher on the list will have discounts applied to them before categories lower in the list.
To set the order of your billing categories, drag and drop them by clicking on the icon to the left of each billing category name. Place the most important billing categories at the top, such as Tuition.
This also applies to years, if there is an older balance from the previous year in the "Shuttle fees" category, our system will still look for tuition balances first, then go down the list from the ordering in the billing categories.