Create a new Parent Billing account in Engage

TABLE OF CONTENTS

• Introduction
• Create a new Parent Billing account in Engage Fees

Introduction

Engage Fees uses the same Contact Record database as the main Engage School system but creates a unique Billing Account for contacts that need to receive invoices in the Parent Defaults screen.

Create a new Parent Billing account in Engage Fees

1. Go to Fees>Setup>Parent Defaults
2. Select New to open the Contact Selector
3. Select the Priority This is normally Priority 1 for parent contacts but may differ for your school. All selects all priorities.
4. Select the Stage.

                 Current - Pupil Pupils at school.

                 Leaver - No longer at the school but may have outstanding charges to invoice.

                 New Intake - Will be joining in the future and invoiced in advance.

                 Prospective - You must have a parent billing account to record deposits received.

                 No Pupils - Contacts not linked to pupils e.g., for school facilities hire invoices.

5. Use the Search on selector to search by Contact or Pupil name.
6. Select the Contact(s) to add in the Select column followed by OK.
7. The new Account(s) will now appear in the main Parent Defaults screen.
8. Validate and amend the details as required and select
9. You can now use the new Parent Billing account.

Note: A contact must exist before you can create a billing account, even if the account will only receive ad hoc invoices not linked to pupils or school fees e.g., school facilities hire.

You do not need to link Contacts directly to pupils. You can do this in the Fees>Allocation>Manage Contact Contributions to maintain billing confidentiality just within the Fees module.

Select only those records you wish to use in the Fees Module e.g., if Parents are divorced and the Father pays all charges, you only need his record in the Fees Module.

Engage Fees can automatically add Billing Accounts as pupils move between pupil stages. You can set this up in Fees>Setup>Fees Policies – Auto Add Contacts.

For more information on working with the Parent Defaults screen and billing accounts, please see the Engage Fees Setup guide.