How do I create donation requests?
The first part of creating Donation requests, involves "creating Invoices"
Before you create invoices, make sure you have updated as much of the children's timetable and sign in sheet information as you possibly can. For example if you know that a child is changing timetable on a particular day, make sure that you have added a new timetable for the child with the new times and the correct effective date and fee structure before you do the invoicing.
From the home menu, click the "Billing" icon and then click the "Accounts Processing Icon, or from anywhere in the system, click the green piece of puzzle at the top left of the screen that is labeled "Accounts".
Select the category of children you wish to create invoices for. Normally this would be "All Current Enrolments"
Select the date for which you wish to invoice up to. This date MUST always be a Friday. For example If you wish to invoice up to the end of term, set the "Effective Date" to the last Friday of term. If Term finishes on a Thursday, set the "Effective Date" to the Friday afterwards.
Make sure the "Invoices" radio button is selected and highlighted red.
Once you have selected the correct "Effective Date" and the correct category, click the "Create All" button to create the required invoices. A message will appear asking you to confirm that you want to create these invoices. Click "Ok" to continue or "Cancel" to cancel the operation.
Once the invoices have been created, the system will return to the accounts processing screen and you will be able to examine all of the invoices (uncommitted items) before they actually update peoples accounts (commit).
To examine the invoices that have been created, click on the "View" button in the "Uncommitted Items" section.
A list of all of the children who have been invoiced will be displayed together with the amounts that they have been invoiced for. Amounts are calculated based on information from the child's timetable, sign in sheets and fee structures. You should carefully check this list to ensure that the children have been invoiced for the correct amounts. If any of the amounts do not look correct, you can check to see how they were calculated by clicking the "Modify" button next to the child's name and then click the "Explain Fees" button.
If the amounts are incorrect, you will need to click the "Previous" button, then click the "Delete All" button. Correct the timetables, sign in sheets fee structures etc that caused the invoices to be incorrect and then begin the invoicing procedure again.
Once you are happy that the amounts are correct, click the "Previous" button to return to the accounts processing screen and click the "Commit All" Button to update each child account with the relevant invoice amount.
You are now ready to print the donation request letters. To see how to print the Donation Request Letters, click here.