Raise an invoice to a third-party for facilities hire

TABLE OF CONTENTS

• Introduction 
• Raise an invoice to a third party for facilities hire

Introduction 

You can issue a Manual Invoice to associations or individuals not linked to a pupil, if they have a bill payer account set up in the Fees > Setup > Parent Defaults screen.

Raise an invoice to a third party for facilities hire

If the contact already has a bill payer account in Parent Defaults:

1. Go to Fees > Invoices > Post Manual Invoices screen and raise a facilities hire invoice in the normal way. 

If the contact does not have a bill payer account:

1. Go to Contacts > Manage Contacts.
2. Select ALL from the Contacts drop-down.
3. If the relevant contact is not in the database, select Add New and add their contact details. You should put the organisation name in the Contact Name field so that it shows correctly on any invoice.
4. Select Save.
5. Go to Fees > Setup > Parent Defaults and select Add New.
6. The Contact Selector window opens.
7. In the Stage drop-down select No Pupils.
8. Select the third-party contact followed by OK.
9. The system will now create a bill payer account for the contact using the first 4 characters of the contact name followed by a number for the account code. We recommend that you edit the account code and invert the numbers and letters so that third party bill payers are not grouped with the normal parent contacts.
10. Select Save.
11. You can now raise an invoice in the normal way in the Post Manual Invoices screen.

Note: For more information on creating billing accounts see the Engage Fees Setup guide Parent Defaults sections. For more information on manual invoices see the Engage Fees Billing guide Post Manual Invoice section.