Set the Balance of Charges correctly against a bill payer

TABLE OF CONTENTS

• Introduction
• Set the Balance of Charges correctly against a bill payer

Introduction

When you allocate charges to a pupil you also need set the billing contact in the Manage Contact Contributions screen, so that Engage Fees understands who will receive the invoice. This is simple if there is only one billing contact linked to a pupil, but where you want the charges split between multiple bill payers, the Balance of Charges contribution type must be set against one of these contacts.

Set the Balance of Charges correctly against a bill payer

For pupils with only one billing contact, the contacts should all have the Balance of Charges contribution type.

1. Go to Fees > Allocation > Manage Contact Contributions.
2. Select 1 from the Show Pupils with.
3. Select the Auto Allocate Single Contact button.
4. All pupils with only one billing contact will now have a tick in the Contribution Complete column, and the billing contact will have the Balance of Charges contribution type.

For pupils with more than one billing contact, one of the contacts should all have the Balance of Charges contribution type. This ensures that even if parents are sharing the charges 50:50, and the invoice does not divide equally by two, Engage Fees can correctly apportion allocated charges onto the correct invoice.

1. Go to Fees > Allocation > Manage Contact Contributions.
2. Select >1 from the Show Pupils with.
3. Use the left mouse button to order the Contribution Complete column in ascending order so that any pupils where the contribution is not complete are at the top of the main grid.
4. Select the billing contact who should pay the balance of charges in the Contact Contributions pane.
5. In the Allocate Contribution pane, select Balance of Charges from the Contribution Type
6. The pupil record will now show a tick in the Contributions Complete column.

Note: If there is no tick in the Contribution Complete against a pupil, there will be an error when you try to compile the charges ready for invoicing.

For more information on working with the Manage Contact Contributions screen, please see the Engage Fees Billing guide, Allocation section.